Accounting

Management › Accounting brings together every payment taken in DiveHQ — hotel, activities, shop and pro training — and the final invoices. Its tabs are Overview, Transactions, To invoice, Invoices, Outstanding, Payroll Archives, Personal Loans (when that module is on) and Payments Log.

Most tabs can be narrowed to one part of the business: General (everything), Hotel, Activities, Shop, Pro training.

Overview

Pick a Period (Today, This Week, This Month or Custom) and click Filter. You see the Revenue, the Net after refunds, what is Outstanding, and the Revenue by Payment Method. Quick Links open the transactions, the invoices, the Tax Report and Payment Report.

Transactions: check the cash

Transactions lists every payment, refund and voucher of the period, with its source, type, method and bank reference. Filter by period, Method and Cash check status.

Filter on the cash method and To verify.
Click Verify on a payment. The Counted amount is pre-filled with the system amount: change it only if what you counted differs, and add a note (for example “short by 50”).
Click Mark verified. A difference shows as a Discrepancy in the Reconciliation summary. Undo verification reverses it.

Admins also see Edit (date, method, reference) and, with delete rights, Delete on each line. A pro-training payment’s amount can only be corrected on the pro-training file.

Export CSV downloads the list; Client activity export gives a detailed export for your accountant.

To invoice: issue final invoices

To invoice lists stays and sales that are over and have no final invoice yet, with their total, what was paid and the Balance Due. Issue the invoice when you enter it in your accounting software.

Filter on Hotel, Agencies or Activities, and on the end month (Ended in:) if needed.
Click Issue invoice on a line, or tick several lines and click Issue selected invoices. The invoice date is today.
DiveHQ warns you before issuing an invoice that has a balance due, an overpayment or a gap between notes.

When everything is invoiced, the page says All clear!

Invoices

Invoices lists every invoice, proforma and credit note. Search by invoice number or client, filter by period, Type and Status, and tick Show archived to include archived documents. View opens a document. Invoices are created from sales and hotel reservations; New Invoice creates a manual one.

Outstanding

Outstanding lists every unpaid balance (accounts receivable), with Total Outstanding, Overdue and Upcoming. Filter by source and by Check-in month. Each line shows the total, what was paid, the Balance Due and whether it is Overdue or Due soon.

Payroll Archives

Every payroll document you generate — commissions, sailing fees, referrer statements, loan deductions — is kept here. Filter by Type, Year and Month, and download each archive as PDF, XLSX or as a per-staff Recap.

Personal Loans

When the module is on, Personal Loans tracks money the company lends to staff.

Click Add loan: choose the Staff, enter the amount Borrowed, the Monthly repayment, the First work month covered and a reason.
Each month, when you pay salaries, click Process for that month: untick or change the amount of any deduction, then Record all deductions.
Click Loans PDF to generate the month’s deductions PDF; it is saved to Payroll Archives.

Deductions appear on the sailing-fees and commission recaps only after you process them here.

Payments Log

The Payments Log records money going out — supplier bills, purchases. Click New payment, enter the Date, Category, Details, Currency and Amount, attach the Invoice files and the Proof of payment, and Save. The counters Missing invoice and Missing proof show the lines still incomplete.