Creating accounts

To create accounts:

  1. Select Front Desk > Account.
  2. Click New Record.
  3. Specify this information:
    Account Type
    The type of account that you want to create, such as advance deposit account, group account, credit card account and guest account.
    Note: 
    • The Tax Invoice tab is disabled in case the account type is set to Credit Card. In this tab you can view this information:
      Number of Guests
      The screen report displays:
      • Number of guests (including adults and children) for guest stay invoice.
      • Number of persons for event invoice.
      • Value 0, for master bill invoice, profile account invoice and house account invoice.
      Note: You can modify this value.
    • The Credit Card Transaction, Guest Ledger Offset, Deposit Ledger Offset, A/R Ledger Offset, and Lease Deposit Ledger Offset fields are available only if the account type is set to Credit Card.
    Account Name
    Select the name of the account.
    Note: The VVIP guest accounts can only be accessed based on correct VVIP user authorization. See, VVIP functionality.
    POS Comp Posting Account
    Select the check box to indicate that the account is a POS Comp Posting Account.
    Note: 
    • This check box is enabled only if the Account Type field is set to House Account.
    • This check box is applicable only for single House Account with Active status.
    POS Account
    Select the check box to indicate the House Account as POS account.
    Note: 
    • This check box is enabled only if the Account Type field is set to House Account.
    • This check box is applicable only for a House Account with Active status.
    Start Date
    Select the date on which the account must become effective. By default, the date of the property is populated.
    End Date
    Select the date on which the account must become ineffective. Charges can still be posted to the account on the end date. The account is not ineffective until the day after the end date.
    Tax Status
    Specify the tax status of the account. You can specify any account as tax exempt except the following:
    • Gift Card
    • Credit Card
    • Advance Deposit
    • Sundry Account
    Note: 
    • When an account is configured as tax exempt, but the transaction code used for posting is configured with a Tax Group, the taxes are still calculated but the tax lines are not posted on the account’s folio. The tax posting information is stored in a Tax Exempt table for later reference and reporting.
    • If you specify the Tax Status for a Group Account, the tax status is updated for the group.
    e-Invoicing Partner ID
    A unique identification code to identify the e-Invoicing Partner. For an existing partner, the value is populated and protected.
    Guest Currency
    The currency used by guest to make payments and settle charges. By default, the property currency is displayed.
    Note: 
    • The value is defaulted based on the account selected.
    • The value cannot be modified for the account types such as, Advance Deposit, Credit Card, and Cross Property Charge.
    • The property parameter SECONDCURRENCYSHOWN must be defined.
    Status (Account)
    Specify the account status. For example, active, inactive.
  4. In the Accounts Details section, the default values are retrieved from the records that you created in the following menu.
    • GROUP SALES : When you select the value Group Account in the Account Type field.
    • PROFILES: When you select the following values in the Account Type field:
      • Organization Account
      • Travel Agent Account
    Reference Identifier
    The code used to identify the account. The following values are retrieved:
    • Organization ID for an organization account.
    • Reference ID for a group account.
    • IATA number in case of a travel agency account.
    Note: Bank Name, Bank Number, and Registration Number are defaulted based on the selected account.
    Credit Limit
    The total credit limit associated with the account.
    Available Credit
    The total credit limit available for the guest. The value in this field is updated based on the amount specified in the Credit Limit field.
    Reference Status
    The status of the reference code.
  5. In the Associations section, specify this information:
    A/R Account
    Select the account receivable. All the transactions related to the account are posted to this A/R account. This field is disabled if you select the following values in the Account Type field
    • Advance Deposit Account
    • Guest Account
    A/R Status
    The status of the account receivable.
    Paperwork Required
    Displays the paperwork description specified in the A/R account.
    Billing Reference
    The billing reference required for the A/R account.
    Credit Card Transaction
    Specify the transaction codecode for the credit card transaction.
    Note: This field is enabled only if the Account Type is set to Credit Card.
    Guest Ledger Offset
    Specify the transaction codecode for the guest ledger offset.
    Note: This field is enabled only if the Account Type is set to Credit Card.
    Deposit Ledger Offset
    Specify the transaction codecode for the deposit ledger offset.
    Note: This field is enabled only if the Account Type is set to Credit Card.
    A/R Ledger Offset
    Specify the transaction codecode to offset the account receivable (A/R) ledger amount.
    Note: This field is enabled only if the Account Type is set to Credit Card.
    Lease Deposit Ledger Offset
    Specify the transaction codecode to offset lease deposit ledger amount.
    Note: This field is enabled only if the Account Type is set to Credit Card.