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kwentra sends your posted journal entries to the Saudi Ministry of Tourism every night, through NTMP.

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Business Value

  • Meets the Ministry’s new financial reporting rule for licensed Saudi hotels.
  • Sends entries every night. No file, no portal, no manual upload.
  • Keeps your accountants’ daily work the same.
  • Holds back entries it cannot send correctly.
  • Records every submission with its date, totals and the Ministry’s reply.
  • Reports each hotel on its own for a head office group.

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Use Cases

  • A portal administrator approves kwentra’s access request, and reporting can start.
  • A chief accountant maps the accounts once, and entries go out every night.
  • An accountant fixes a posted mistake with a reversing entry, as auditors expect.

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How It Works

Your guest and occupancy reporting to NTMP does not change. This adds your financial accounting entries. For setting up the guest and occupancy feed, see NTMP Integration Setup.

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What the Hotel Does, Once

  1. Your NTMP portal administrator approves the access request.
    • kwentra sends a request against your tourism licence number.
    • It appears in your NTMP facility portal.
    • Nothing can be reported until someone at the hotel approves it. The Ministry needs your consent, not ours.
  2. Your financial controller or chief accountant maps your accounts. See Map Your Accounts below.
You do not create or send any credentials. kwentra sets up the connection after you approve.

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Set Up Financial Reporting

Add one entry for each licence. Fill in these fields:
  • Submit at is in UTC, not Saudi time. Saudi time is UTC+3. So 00:00 UTC is 3:00 AM in Saudi Arabia.
  • Pick an hour after night audit ends. The day is then closed before it is reported. If you are not sure, keep the default.
  • Turning off Report to NTMP does not stop the guest and occupancy feed.
Click Save, then Test connection. It checks that the details work and that the property is approved. If something is wrong, it tells you which one.

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Map Your Accounts

The Ministry has its own standard list of accounts. Every entry kwentra sends must use one of them. So you match your accounts to the Ministry’s accounts.
  • Work through it with your financial controller or chief accountant.
  • You do it once. The property reports nothing until it is done.
  • The Ministry’s accounts appear as soon as the screen opens. You do not need to load them.
  • Several of your accounts can go under one Ministry account. This is normal when your chart has more detail.
  • Leave a Ministry account empty if nothing is reported under it.
What you map depends on your chart: On the screen
  • Under each Ministry account, type an account code or name in Add main account by code or name.
  • Some main accounts have entries with different analysis codes. For these, the screen asks which code and which values to map.
  • You can add another code to narrow it more. Or you can leave it to cover everything else.
  • Values already mapped to another Ministry account show as taken.
  • Each main account shows the codes it covers, or that it covers everything else.
  • A warning box lists your accounts that are not mapped yet. Entries on those accounts are held back until you map them.
  • A main account counts as mapped once any of its codes is mapped.
  • Use Search ministry accounts to find an account. Tick Show mapped only to see your progress.
On a spreadsheet A spreadsheet is often easier when you work with an accountant.
  1. Click Export CSV. The file lists every Ministry account, even on a new property. It is your worksheet.
  2. The accountant fills in your account codes. One code per column.
  3. Add as many columns as a row needs. The import reads all of them.
  4. Click Import CSV to load the file.
The first two columns come filled in: ntmp_account (the Ministry account code) and ntmp_account_name. The other columns depend on your chart. American system: no analysis codes The file has kwentra_account_1, kwentra_account_2, and so on. It has no analysis_code column. List every account that belongs under the Ministry account. Here, three cash accounts all go to the Ministry’s Cash on Hand. British system and head office: analysis codes The file has an analysis_code column, then main_account_1, main_account_2, and so on. Your hotel gives each department or team an analysis code (T code). For example, T0=10 can be the Rooms department. T0, T1, T2 and so on are analysis codes.
  • Put the code in analysis_code. Every main account in the row uses it.
  • The row takes only the entries with that code.
  • To need two codes at once, put a comma between them: T0=10,T1=120.
  • To map the row to several codes, put a space between them: T0=10 T0=15.
  • Leave analysis_code empty for a main account with no analysis codes.
  • Payroll account 500001 is on three rows.
  • Its T0=10 entries go to Rooms Payroll. Its T0=15 entries go to F&B Payroll.
  • All its other entries go to A&G Payroll. That row has no code, so it takes what is left.
Give one account a different code Sometimes one account in a row uses another analysis code. Add a colon and that code after the account.
  • 600103 and 600104 use the row’s code, T0=10.
  • 600105 uses T1=115 instead of T0=10.
To use no code at all for one account, end it with a colon only, like 600104:. Rules for the file
  • You can map one main account to several Ministry accounts only if each row has a different analysis code.
  • If an entry fits more than one row, the row with the most codes wins.
  • The import stops if you use a T code your chart does not have. It also stops for a value the main account never uses.
  • If the same account and codes are on two rows, the import stops. It loads nothing and names the account.
  • Export the file and import it again, and you get the same mapping back.

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Head Office Groups

A head office runs several hotels in one kwentra. It reports each hotel to the Ministry on its own. Set it up
  1. On Financial Reporting Setup, add one row for each hotel licence.
  2. On each row, choose the analysis code that marks this hotel. A hotel code can belong to one licence only.
  3. Map your main accounts once. The mapping covers every hotel’s copy of the account.
The hotel code is only used to split the entries by hotel. You cannot use it in the mapping, so the screen leaves it out. What is sent
  • Lines with a hotel’s code go to that hotel’s report.
  • If a hotel’s lines do not balance, kwentra adds one balancing line. It goes to Due to Related Parties (253201) by default.
  • Lines with no hotel code belong to the head office. They are not sent, and no warning shows.
  • An entry with no hotel code at all sends nothing. Reporting Logs shows it as head office only.
City ledger Set up one head office AR department for each hotel, in the AR multiproperty mapping. Its account must be that hotel’s own clearance account.
  • kwentra stops a department mapping whose account belongs to another hotel.
  • It warns you when several hotels share one department.
  • These departments do not show in AR payment transfer.

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Check What Was Sent

Reporting Logs lists every batch sent to the Ministry, with its date, totals and the Ministry’s reply.
  • Failed means the Ministry refused the batch, or kwentra could not convert an entry.
  • For a head office, it shows which hotels each entry went to. Or it shows that the entry stayed with the head office.
Cancel a batch sent with the wrong mapping The Ministry accepted a batch, but the mapping was wrong. You can take it back:
  1. Click Cancel on the accepted batch, and confirm.
  2. kwentra sends a reversing batch. It has the same lines, with debit and credit swapped.
  3. The original batch shows as cancelled, linked to its reversal.
  4. Fix the mapping and save it. The batch’s entries go out again with the new mapping.
  • The result shows how many lines were reversed and how many entries will be sent again.
  • It also shows how many entries you must post again in kwentra. These are entries sent before this update.
  • You can cancel only a batch the Ministry accepted.

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The Ministry’s Rules

These rules come from the Ministry, not from kwentra.

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Tips for Your Accounting Team

  • Post entries every day. Drafts are not sent. After a period closes, old drafts may never be reported.
  • Tell kwentra when your chart of accounts changes. A new account has no Ministry match yet. Its entries are held back until you map it.
  • Correct accounting mistakes with a reversing entry. The Ministry does not let you edit a sent entry.
  • Sent with the wrong mapping? Cancel the batch in Reporting Logs, then fix the mapping.

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Common Questions

  • Does this replace our NTMP guest reporting? No. Guest and occupancy reporting continues. This adds financial data.
  • Does our team do anything every day? No. Keep posting entries as usual. Reporting runs overnight.
  • How long does setup take? The portal approval takes minutes. Mapping usually takes one or two sessions with your chief accountant.
  • What if an entry cannot be sent? It is held back, not sent wrong. The usual cause is an account that is not mapped yet.
  • Can we see what was sent? Yes. Open Reporting Logs. It shows each batch with its date, totals and the Ministry’s reply.
  • Who sees our financial data? Only the Ministry of Tourism. It is sent under the credentials your property approved.