Inter-BU & Partner Settlements
Clear balances that build up between your own business units and with trading partners: net position, pending payables and receivables, and executing a settlement.
Settlements clear balances that build up between parties who trade with each other but do not pay per transaction. There are two kinds: inter-BU settlements between your own business units, and partner settlements with outside organizations. Each shows a net position with pending payables and receivables, and executing one moves the money and clears both sides.
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Two kinds of settlement
| Type | Between | Arises from |
|---|---|---|
| Inter-BU | Your own business units | Stock transfers, room charges settled to a folio, cross-unit packages |
| Partner | You and an outside organization | Bookings taken on each other's behalf, including External and Qvian Partner sources |
Why not just net it off?
Because each business unit is measured on its own performance. If a restaurant serves a hotel guest, the revenue belongs to the restaurant and the hotel owes it. Netting that away invisibly would make both units' figures wrong.
Common Tasks
How to See What Your Business Units Owe Each Other (inter-BU balance, net position, units owe each other)
The position across all your own units.
Required permission: Accounting read
- Go to Accounting → Inter-BU Settlements in the left sidebar
- Read the Net Position
- Review Pending Receivables and Pending Payables
- Open any settlement showing PENDING to see what it covers
Result: You see which units owe which, and how much is outstanding in each direction.
How to Execute a Settlement (settle balance, pay between units, clear inter-BU)
Move the money and clear the balance on both sides.
Required permission: Accounting (manager or administrator)
- Go to Accounting → Inter-BU Settlements or Partner Settlements
- Open a settlement showing PENDING
- Check the balance is what you expect against the underlying transactions
- Execute it
Result: The payable clears on one side and the receivable on the other, with the movement booked through the shared cash account. A confirmation reads Settlement executed successfully.
Note: Verify before executing. A settlement built on a transfer that was dispatched but never received will settle an amount that does not reflect goods actually delivered.
How to Settle with an Outside Partner (partner settlement, external bookings, agent settlement)
Clear what you owe or are owed by another organization.
Required permission: Accounting (manager or administrator)
- Go to Accounting → Partner Settlements in the left sidebar
- Review the pending settlements — sources include External and Qvian Partner
- Open one and check what it covers
- Use Execute Payment or Execute Settlement as appropriate
Result: The partner balance clears and the payment is recorded against your accounts.
Note: Bookings taken From external bookings arrive through partners rather than directly. Reconcile against their statement before settling.
How to Cancel a Settlement (cancel settlement, settlement wrong, undo settlement)
Cancel a pending settlement that should not go ahead.
Required permission: Accounting (manager or administrator)
- Open the settlement while it is still PENDING
- Choose Cancel Settlement and give a reason
Result: The settlement is cancelled and the underlying balance stays outstanding. A confirmation reads Settlement cancelled.
Note: Cancel before executing. Once executed, money has moved and the correction is a new transaction rather than an undo.
Troubleshooting
Inter-BU balances do not mirror each other
Cause: A transaction posted on one side only — most often a stock transfer dispatched but never received.
Fix: Check Inventory & Products → Inter-BU Transfers for anything still In Transit and have the receiving unit confirm it. What one unit shows as payable, the other must show as receivable.
A settlement amount looks too high
Cause: It aggregates every unsettled transaction between the parties since the last settlement.
Fix: Open the settlement and review the transactions it covers. A large figure after a long gap is normal; a large figure after a recent settlement is worth investigating.
A restaurant charge to a hotel room is not appearing
Cause: The charge was not routed to the guest’s folio, so no inter-BU balance was created.
Fix: Check the charge reached the folio — see Folio Management. A room charge that never hit a folio was never billed to the hotel.
Can I execute a settlement for part of the balance?
Cause: Settlements clear the balance they cover.
Fix: Execute the settlement as presented. If only part should settle, resolve the underlying transactions first — a disputed transfer should be corrected rather than partially paid.