A/R Invoices

This report is used to print an individual A/R invoice, or to print a batch of A/R invoices. The report is run automatically by the Invoice / Statement Batch screen when user generates an invoice batch, or can be printed at any time by selecting it from the reports menu. The invoices/reports are generated based on data created when a user generates an invoice batch. Also, you can sort the invoices by invoice number.

You can chose to print a batch summary to print only a summary page of the invoices and not the actual invoices, or to print a batch summary page along with the actual invoices.

You can chose to print details to list all charge details in chronological order for each invoice charge on all Invoices created, instead of summarizing by transaction code.

When run as a batch, the report includes an Invoice Batch Summary page that displays which accounts invoices were generated for which includes a header section, an account section, and an invoice detail section. The header section includes the property, date printed, user, and invoice date. The account section includes account name, account number, and invoice total. The invoice detail section includes invoice number, invoice ammount, delivery method, and delivery status. After the Invoice Batch Summary page the report displays each individual invoice that was generated in the batch. When an invoice has multiple invoice items they will be sorted by guest name as default, if there is no guest name the invoice items are sorted by the charge ID. The individual invoices include a header section, an invoice summary section, an invoice header section, a charge details section, and a remittance advice section. The header section includes the invoice number, attention, account name, street address, city, state, postal code, and country. The invoice summary section includes the invoice date, account number, due date, amount due, and reference to any original adjusted invoice. The invoice charges section includes the guest name, property name, tax invoice number, confirmation number, third party confirmation number, room number, check in and check out dates, and P.O./Reference. The charge details section includes the transaction date, charge description, quantity of each transaction code, amount of the transaction, total amount of charges for the transaction code, and guest sub-total. The remittance advice section includes remit to, remittance address, invoice number, invoice date, account number, due date, invoice amount, amount paid, and remittance instructions.

You can filter the A/R invoices by batch ID, invoice ID, or account ID. Invoice ID and Account ID report parameters allow multiple selections.

You can filter the A/R Invoices by specifying the batch ID, account ID, invoice ID, and from invoice number to invoice number. You can sort printed invoices by guest name or guest confirmation. You can select a print format of charge detail, transaction code summary, or transaction code summary by date. You can select to include a parameter page, to print a batch summary, to include a batch summary, to group by transaction type, and to include payments. You can sort the report by account name, account number, account type, or invoice number.

You can chose to print details to list all charge details in chronological order for each invoice charge on all Invoices created, instead of summarizing by transaction code.

The following are some important points to be noted:

• The Attention column displays the Billing Contact name and address that must be printed on the A/R invoice. See Billing contacts
• If Charge Detail is selected as the print format, the system prints all invoice charge details separately with no summary details.
• If Transaction Code Summary is selected as the print format, the system prints the charge details based on the print format selected. The charge details are grouped and subtotal is calculated based on the transaction type.
• If Transaction Code Summary by Date is selected as the print format, for a given charge the system prints a summary of all invoice charge details with the same transaction code and posting date in a single line. When multiple charges are combined into the same invoice each charge is grouped and summarized separately.
• There are two sort options. The Sort By selection sorts the invoice documents within the batch. The Sort Invoices By selection sorts the invoice items within a batch where there are multiple invoice items.
• For leases the check in and check out columns are populated with the lease schedule start and end dates.