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Expand Invoice

The specific details of an invoice can be seen by selecting it and clicking Expand Invoice.

General

This tab displays the basic information of the invoice including Invoice Type, Invoice Number, Company Master name, and the invoice description. Invoice Type identifies how the invoice was created. Folio means the invoice came from a folio transferred to the city ledger. Added means the invoice was manually added using the Add Invoice option. Invoices are usually only added when starting to use roomMaster. See City Ledger Previous Balances for more information.

The Invoice Number is the folio number if the invoice was transferred from the guest ledger or the next available folio number if it was manually added.

The invoice description field is the guest name from the folio if transferred from the guest ledger. It can be edited if needed to give proper information on the account statement sent to the company

Invoice Summary​

  • Original Amount - The amount of the guest folio and any adjustments made directly on the guest folio

  • Discount Amount - The amount of any discounts (terms discounts) for paying the invoice early

  • Invoice Amount - The amount of the invoice original amount minus any discounts

  • Finance Charges - The amount of finance charges assessed on the invoice if the invoice is overdue.

  • Adjustments - The amount of City Ledger adjustments (charges and credits) made directly on the invoice from within the City Ledger

  • Total Due - The amount of the original invoice minus discounts, plus finance charges, +/- adjustments, minus any payments.

  • Amount Paid - The amount paid to date on the invoice

  • Open Amount - The Total Due minus the Amount Paid. This is how much the company still owes you.

Invoice Dates​

  • Invoice Date - For an invoice created from a Folio, it is the date the amount was transferred from the folio, usually the Check Out date. For an invoice added using Add Invoice, it is the date entered when the invoice was added.

Note: The Invoice Date can be changed for an invoice that was added by entering a new Invoice date. The aging of the invoice is reflected immediately on all aging reports upon saving the change.

The invoice date is not restricted by a users security level. Use Menu Profiles to restrict users access to City Ledger functions.

  • CheckIn and CheckOut Dates - The CheckIn and CheckOut Dates from the folio. If an invoice is manually added, the dates are left blank but can be added.

  • Net Due Date - The date payment needs to be posted by before the invoice is considered overdue. roomMaster will calculate the date depending on how the account settings are configured for the company master.

  • Discount Date - The date payment needs to be posted by to receive the Terms Discount, if any. roomMaster will also calculate this date automatically based on the account settings.

  • Late Payment - The last date payment could be posted before being considered late. If you assess Finance Charges, they would be automatically posted the day after this date.

Note: All the dates above can be changed manually, except for the invoice date. If you have made special arrangements for a particular invoice, requiring it be paid sooner or allowing more time, enter the appropriate dates so city ledger reporting is accurate.

  • Last Payment - The date the latest payment was received.

  • Status - The current status of the invoice.

  • Folio already printed with statement - Check this option to not have the folio printed after the first time account statement is printed.

Finance Charges - Click this button to manually add Finance Charges to an invoice. Enter an amount and a voucher. The Late Payment date will default to the late payment cycle set for the company master. If the invoice is not paid prior to this date, another finance charge of the amount entered will be posted against this invoice. For example, if you enter a finance charge of $25 on September 1, with a Late Payment date of September 15, if the invoice is not paid by September 15, $25 will be posted on the invoice on September 16. $25 more dollars will be posted every 15 days until the invoice is paid.

Clicking Remove Finance Charges will void any current finance charges for the invoice and stop any future finance charges.

Remove Discount - Select this option to manually remove any terms discounts applied to the invoice. Once selected, it cannot be undone.

Transactions

Any posting that affects an invoice is listed on the Transactions tab. This is a view only screen. Multiple checks posted from iQ-POS on the same day are displayed in this location and will be included in the Account Statement if the Display guest detail and POS checks for Combined Daily Invoices option is checked on the report prompt. If a voucher is not entered for the City Ledger posting from iQ-POS, the system date and time of the posting is entered by default.

Payments/Write-Offs

Any Payments or Write-offs applied to the invoice are listed on the Payments/Write-Offs tab. This is a view only screen.

Adjustments

The Adjustments tab allows you to post adjustments to an invoice. It is not recommended to make adjustments in this location for any invoices received from the guest ledger. It creates a much better audit trail if adjustments are completed on the guest folio. See City Ledger Disputed Charge for more information.

If you have to do an adjustment from this location, click Insert and enter the account code, amount and voucher, just like posting in a folio in the guest ledger.

Notes

Enter any information regarding the invoice in the Notes tab. Use it as a communication log if questions arise or special circumstances need to be documented.

Reprint Folio​

Use this to print a copy of the original guest folio.

This prints a detailed summary of the invoice including the original amount, payments or adjustments made and the current balance. When Show Foreign Currency button on Transaction screen is selected in Setup > Configuration > Guest Ledger, a prompt will appear to print the memo in an alternate currency. Default Currency will print in the currency set in roomMaster. See Foreign Currency for information on entering alternate currencies.