City Ledger / Company Master

What is city ledger?

The city ledger is used to track guest payments after the guest has left. This is also known as accounts receivable.

There are two types of city ledger accounts: Company Direct Bill and Credit Card Direct Bill. If a third party billing is used for the hotel's credit card accounts, the city ledger probably won't be used. For example, Visa and MasterCard are not considered part of the city ledger since you receive the cash when the deposit is made at the bank. Some other credit card companies, such as American Express, use automatic payment through third party vendors. It is optional whether or not to use the city ledger for these types of credit cards.

How does city ledger work?

Briefly, the process of city ledger is as follows:

A guest checks out whose bill is going to be paid by their company at a later date.
Their balance is transferred to an authorized company account in the city ledger. Account code 210 is used to make the transfer.
A statement is sent to the company. Each property has their own time frame for sending out statements, but it is usually around the same time every month.
A check is received from the company and posted against the city ledger account.

Options under City Ledger/Company Master

Company Master - This is where you add, change, and delete direct bill accounts and company information. For more information see Company Accounts.

Customer Invoices - From this screen, you can view all or open invoices, transfer invoices between companies, and mark invoices as disputed.

Payments and Adjustments - This option is where you process payments received and write off losses. For more information see City Ledger Payments.

Payment Journal - A listing of all payments received and detailed information about how they were applied.

Current Folios - A listing of all in-house (Guest Ledger) folios which have a Direct Bill attached.

Current Transactions - A listing of all current transaction (Journal) which are posted today which Affect City Ledger.

City Ledger Setup - Setup aging buckets, discount defaults, and statement language and messages. For more information see [City Ledger New Account Defaults].

Reage City Ledger - Recalculate all aging buckets in the city ledger.

Post Today's Items - Normally city ledger transactions are posted to the city ledger during the dayend process. If you are processing payments and making adjustments to city ledger accounts and you need the items to post immediately, you can use this option to force all transactions to post immediately.

Exit City Ledger - This option will close the City Ledger/Company Master Menu screen.

Click here for more information about checking out a guest to city ledger.