Company Master
Company accounts are located in Company Master and are set up for two reasons: one reason is to track business from companies with whom you regularly do business and another is to enable direct bill accounts or accounts receivable terms with a company. To setup a company account select Back Office > City Ledger/Company Master > Company Master.
The Company Master screen lists the companies that have been setup in roomMaster. The companies in the Company Master may be sorted three ways for easier viewing by using the tabs at the top of the Company Master Window.
All by Name - This tab will list all companies setup in the Company Master in order alphabetically by company name.
All By Account Number - This tab will list all companies setup in the Company Master in order of their assigned account number.
Direct Bill by Name - This tab will list only companies setup in the Company Master as Direct Bill accounts. The entries will appear in alphabetical order by company name.
From the main Company Master window, add a new company by clicking the Insert button. You may modify a company record by selecting a company from within the list and clicking the Change button. You may also remove a company record from the Company Master by selecting a company from within the list and clicking the Delete button. The Quick Report button allows custom reports to be written over City Ledger data. See Quick Reports for more information on writing reports.
Once you have clicked Insert to add a new Company or Change to modify a company record, you will see a new window appear which displays options and information related to an individual company. You can setup and modify an individual company's information and settings by clicking on the General, Details, Sales and Notes tabs at the top of the window. If the Direct Bill Account checkbox is active on the company record's General tab, you will see four additional tabs appear, Bill Address, Payment Info, Credit Info and Invoices.
The Folio History button at the bottom of the Company record screen will open a new window when selected that lists guest folios associated with the Company you selected.
General
Company Information
The account number is automatically generated by roomMaster. Complete the name, address, and contact information. Words are automatically capitalized in each of these fields.
If the account is to be a Direct Bill account, check the box underneath the account number. Notice four new tabs appear for you to enter credit information, payment information, an alternate billing address and invoices.
If the account is a direct bill account, invoices are not allowed to be posted to an account when Inactive Account is checked. The Inactive Account check box is used to retain the companies information in your records, but disable it from being used on reservations and checkins.
Special Information
Enter a specific point of contact for this company in the Contact field.
Enter the appropriate Account Class for this customer. See Account Classes for more information about account classes.
The Reference field is an extra field to be used to store any internal information you choose.
Bill Address
This tab is only available if the Direct Bill Account checkbox is active on the General tab.
If the billing address is different than the company address, you can enter that information here. When printing statements, the billing address will be the one shown, unless the billing address is left blank. If the billing address is left blank, the address from the general tab will be shown.
Details
Preferred Rates
The Preferred Rates section allows you to set a default rate and/or rate type when selecting this company. You may select one of three options, Default Rate, Override Rate or Rate Type. If you select the Override Rate option, be sure to fill in the override rates you want to set for this company in the Override weekday and Override weekend fields. These override rates will be used for all guests from this company when their account is selected. If you want to associate a Rate Type with this company and you have selected Rate Type as the preferred Rate, be sure to enter the Rate Type code in the Rate Type field.
For more information on Rates and Rate types in roomMaster, see Rate Information.
Internet
The Internet box gives you extra fields to store the company's e-mail address and website address.
Opt Out
Use this option to select whether the company would like to receive information from your property using City Ledger Letters created in the Letter Editor. Letters can either be sent from the email letter option on the Company Master or users can use the Letter Scheduler.
Payment Info
This tab is only available if the Direct Bill Account checkbox is active on the General tab.
Account Settings
Enter the credit limit the customer can have open on their account. The desk clerk is not stopped from posting any amount higher than the limit to an account; however, the night auditor is warned when Dayend is performed that a customer is over their credit limit. If the customer has no credit limit and can charge up to any amount (such as with American Express), enter 0 for the credit limit.
The Tolerance Amount is the additional amount allowed over a customer's credit limit before not allowing any further charges.
The defaults from the Customer Defaults tab on the City Ledger Setup screen appear in the remaining fields. These fields can be customized for each company master. See Setting customer defaults for more information.
Account Options
Check the Account On Credit Hold field to prevent any new invoices from being sent to the city ledger from the guest ledger. Also, a warning is given during check-in for guests using a city ledger account marked as on credit hold.
Check the Direct Bill No Longer Active if you want to continue to take payments and process adjustments against City Ledger invoices, but you do not want any more transfers (210/211 - Front Desk Transfers) to be allowed. You should make sure that there are no checked-in folios that will need to be paid to this account prior to checking the box. If this account is used (210/211 for example) in the Guest Ledger, a window will appear indicating that the account can no longer be used.
Check the Print Account Statement field for statements to print for an account. Usually this is not checked for accounts such as American Express, Diners' Club, etc., who do not receive statements. If City Ledger accounts are imported into roomMaster as a Direct Bill account, the Print Account Statement field is automatically checked.
Check Combine Invoices Daily to combine all invoices on the same day. This is usually used for credit card customers, such as American Express or Diners' Club. Since billing is actually handled manually, you may want to show only one invoice per day to save disk space.
Use the drop down option to select how you want to assess finance charges.
Never Assess Finance Charges means you do not charge finance charges for late payments. No charges will be assessed even if an amount is entered for Late Payment %.
Finance Charges on Net+Grace means you charge for late payments starting the first day after the Net Days Due plus the Net Grace Days. If your Net Days is 30, Net Grace Days are 5, then the finance charge would be posted on the 36th day after the invoice was sent and every 30 days there after until payment is received and posted in roomMaster.
Finance Charges at 1st of Month means roomMaster will post finance charges on the first of the month following the month the invoice is due. For example, any invoices created during February would be due by March 31. Finance charges, if assessed, would be posted for any unpaid invoices on April 1, May 1, etc. until the invoice is paid. This option is best if you send out all your statements at the beginning of each month.
The Payment History button located under the Account Options section of the Payment Info tab will open up a Payment Journal for the selected company.
Credit Card Information
Enter any credit card information used for processing City Ledger Payments. When a card is entered here, it can be used automatically when interfacing with City Ledger Payments made to Credit Cards. (Dollars on the Net and CommIdea/UK)
Credit Info
This tab is only available if the Direct Bill Account checkbox is active on the General tab.
The Credit Info tab is a view only screen that gives a snap shot of the company's current credit standing broken out by Current Status and Invoice Summary.
Display as Chart - Select this option to display a chart of the current outstanding balances in each aging bucket for the company. roomMaster also displays the average outstanding balances of all other Direct Bill Company Masters automatically. The chart display can be changed using the Display Data options.
Invoices
This tab is only available if the Direct Bill Account checkbox is active on the General tab.
The Invoice list shows all company invoices by default. You may filter the list to show only open invoices by clicking the Open Invoices Only checkbox. If the company has a balance with you before you start using roomMaster, you can manually enter an invoice here, however, future invoices are automatically created during the dayend process and you should never need to enter invoices manually. To manually enter an invoice click on the Add Invoice button.
You may also look at a specific invoice in more detail by selecting the invoice from the list and clicking the Expand Invoice button.
When an invoice is at an open status (has a balance), the aging days will display in the Age column. The aging is based on the invoice date. The invoice date can be changed for invoices added directly to the company master. See Expand Invoice for more information
For more information on previous balances, see Previous Balance Invoices.
For more information on how roomMaster automatically creates invoices, see City Ledger Invoices.
Sales
The Sales tab will display the sales revenue from the five sales centers that you have created in roomMaster. When the night audit runs, the specific revenue posted for that day is also posted to the corresponding company and to the proper bucket. This allows you to track how much revenue this company gives you in the future. It can be used to evaluate the company and spot trends in where they provide you the most or least revenue.
You may print a Company Sales Recap that will show you Sales totals for the selected companies broken out by Sales Center by clicking on the Print Sales Recap button. To view a similar breakdown in a separate window for on screen viewing only, select the period of interest from the list and click on the Expand button.
For more information, please see Sales Centers.
Notes
Click on the Notes tab to type any notes about the customer. This could be for other credit information, checks bounced, etc. These notes will not print out anywhere. By default, the notes are for internal use for the City Ledger/Accounting department. However, you can select the Popup in Reservation and/or Popup in Folio Properties drop-down if you want to share these notes with the front desk staff. These popup options are for Direct Bill assignment and/or Company assignment.
City Ledger Related Topics
Using and Refunding Existing Credits