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Invoices and Finance Charges

How an invoice is created​

Creating an invoice for the city ledger from a folio in the guest ledger requires the use of an account configured to "Affect City Ledger". Only transactions which use these account types will transfer to the city ledger. The system comes preconfigured with account 210 as the transfer account number.

Amounts are not transferred until Dayend is performed or when the Post Today's Transactions is selected. This allows corrections, such as voids, to be made without affecting the city ledger. When posting a transaction in the guest ledger with an account that affects the city ledger, select a city ledger account. If the guest's folio has a city ledger account number attached to it, the city ledger account number will automatically be selected. If you want to post the city ledger transaction to the city ledger before dayend, select Back Office > City Ledger/Company Master > Post Today's Items.

Transferring an invoice from one account to another​

  1. From the City Ledger menu, select Payments and Adjustments.
  2. Select Transfer Invoice and press Next.
  3. Select which company to transfer from and press Next.
  4. Select which invoice to transfer and press Next.
  5. Select which company to transfer the invoice to.
  6. Select Yes when prompted to confirm the invoice transfer. Select No to stop the invoice transfer.
  7. Click Ok to acknowledge that the transfer is complete.
  8. After being returned to the Select invoice screen, you may select another invoice to transfer or select Cancel to exit.

If a customer disputes an invoice​

If an invoice is being disputed, you can mark the invoice as disputed by expanding the invoice and selecting Disputed Invoice. If an invoice is disputed, finance charges will not be charged to the account no matter how overdue it is. See Guest History for more information about changing a guest folio once the guest has checked out and making adjustments to a city ledger invoice.

Paying an invoice and receiving payment​

Select "Payments and Adjustments" from the City Ledger/Company Master main menu and follow the prompts. See Processing Payments for specific information.

Special discounts and deductions​

Enter an account code if the customer has taken any type of discount other than terms discount. Example would be for American Express. You may have submitted $200.00 in Vouchers to American Express yet the check may only be for $196.00 because they take $4.00 (2%) as a credit card service fee. The system will then allow you to post the amount of the check, plus the amount of the deductions to the open invoices.

Terms Discount​

If a customer has an invoice and they are paying within the terms discount period, the difference is posted to an account that you specify. The terms discount account in the sample chart of accounts is 499 (Terms Discount). You must specify an account if any invoice being paid is being paid within a terms discount period. Defaults Terms Discounts for all company masters can be configured in the City Ledger Setup > Customer Defaults. Click here for more information. You can also set the Terms Discounts for a specific company on the Payment Info tab of the company master account.

Finance Charges​

Some properties assess finance charge to companies for not paying their invoices in a timely manner. You can set a default finance charge percentage in City Ledger Setup > Customer Defaults. Click here for more information. Just like Terms Discounts, you can change the finance charge terms for a specific company on the Payment Info tab of the company master account. To charge for late payment, the Assess Finance Charges option must be checked on the Payment Info tab. Click here for more information.

Even if you do not regularly assess Finance Charges, a manual posting can be made to a specific invoice. See Expand Invoice for more information.