Creating a property A/R account

Use the Property A/R Account screen to create and maintain the property specific data for an A/R account. All accounting activities related to a given property can be accessed and performed through the Property A/R Account page.

The accounting data maintained in the Property A/R Accounts page is specific to the user's property. The following fields are defaulted by the system from the Maintain A/R Account Profile page:

Account Name Account Number Salesperson
Date Opened Account Type Invoice Method
Reference Number Required Paperwork Required Paperwork Description
Other Restrictions Primary Contact details

Auto Create AR Profile: When you create and save a new record in the Property AR Account page, only property A/R account record is created if the Account Name in the Property A/R Account page can be matched by the system to an existing record in the Maintain A/R Account Profile page. If user enters a new Account Name that cannot be matched to an existing record in the Maintain A/R Account Profile page, the system creates a new A/R Profile in the background with the fields in the table above copied from the Property A/R Account record to the newly created A/R Profile record.

  1. Select Account Receivable > Property A/R Accounts.
  2. Click New Account.
  3. Specify this information:
    Account Name
    The name of the customer for whom the an A/R account is created.
    Account Number
    The account number if the GenerateCorporateAccountNumber parameter is set to Manual Entry. The account number is generated automatically if you set the GenerateCorporateAccountNumber parameter to Auto Generate in the Maintain Application Controls page. To access this page, select Administration > Security > CRS Application Parameters > Application Control tab. You can change the parameter.
    Fiscal Name
    The Fiscal Name.
    Fiscal Address
    The Fiscal Address assigned to a company by the tax authorities in Spain.
    Note: This address can differ from the postal address of the company.
    Fiscal Postal Code
    The Fiscal Postal Code, that must be included in the Fiscal Address.
    Note: The values in the subsequent Fiscal fields are populated.
    Fiscal City
    The Fiscal City, that must be included in the Fiscal Address.
    Fiscal State/Province
    The Fiscal State/Province, that must be included in the Fiscal Address.
    Note: The Country related to the selected State/Province is defaulted in the Fiscal Country field.
    Fiscal Country
    The Fiscal Country, that must be included in the Fiscal Address.
    Other Restrictions
    The restrictions apply to a guest.
    Invoice Method
    The method based on which the invoices are generated by the system. Available options:
    • One Invoice Per Account: An account may have multiple folios but only one invoice is generated for an account.
    • One Invoice Per folio: An invoice is generated for each folio.
    Status
    The status of the account. Available values:
    • Active
    • Inactive
    Requires Originating Confirmation Number
    Select this check box to specify the Originating Confirmation Number, which is required on the Folio screen when posting a direct bill settlement to an A/R Account.
    Note: The Originating Confirmation Number and Reference number are displayed on all the A/R screens.
    Reference Number Required
    Select this check box to specify if the guest must provide a reference number during check-in, in the property.
    Paperwork Required
    Select this check box to specify if the guest must present any kind of document during check-in, in the property.
    Direct Bill Batch
    Select this check box to transfer the direct bill settlements of the account to A/R during the EOD Direct Bill Batch process. If this check box is clear, direct bill settlements are posted to the A/R account immediately and not routed through the EOD direct bill batch process. The Direct Bill Batch check box is selected or cleared by the system based on the install parameter ARBATCH:
    • If the ARBATCH is set to NO, the Direct Bill Batch check box is cleared by the system.
    • If the ARBATCH is set to YES, the Direct Bill Batch check box is selected by the system.
    Requires Approval
    Indicates that the new Property A/R account is created from the Guest Stay or Lease pages. If this check box is selected, it indicates that a manager needs to approve billing before any direct bill settlements can be posted to this account from a guest ledger account. This check box works in conjunction with a new property parameter ARREQAPPROVAL. When the ARREQAPPROVAL parameter check box is selected, and the Requires Approval check box is selected for an A/R account , an error is displayed in the Folio tab if you post a direct bill settlement for that account.
    Allow A/R Invoicing
    Select this check box to enable the posting and invoicing for an A/R account. A/R invoicing is required when the property transfers credit card balances to the Accounts Receivable. This check box is only selected to settle the internal credit card invoices.
    Note: 
    • This check box is only enabled, when the ARTAXINVUSAGE parameter is selected.
    • For accounts associated with credit cards, the charges are not included in the tax invoicing process associated with the guest ledger. Therefore, these accounts must use the A/R invoicing process.
    • This option is available only for the accounts associated with a credit card, when the FRANCENF525COMPMODE parameter is selected. For compliance with the NF525 regulations, the Accounts Receivable functionality is not utilized to generate invoices for customers.
    Auto Invoice Charges
    Select this check box to create an End of Day job which generates invoices automatically for all A/R accounts with open charges.
    Note: This check box is enabled only if the ARTAXINVUSAGE property parameter is set to True and the Allow A/R Invoicing check box is selected.
  4. Specify this information in the Property Credit and Aging section:
    Credit Limit
    The credit limit of the A/R account. The charges can be transferred from the guest folio to the A/R account till the credit limit is fully utilized.
    Outstanding Charges
    The balance amount of all the charges that are yet to be invoiced.
    Outstanding Invoices
    The unpaid balances of all the invoices that are yet to be paid.
    Unmatched Payments
    The remaining amounts of all the payments that are not fully matched with the invoices. This amount is displayed as a negative value.
    Credit Hold
    Indicates that the account is on credit hold. An account for which the Credit Hold check box is selected, cannot be added to the guest stay or lease.
    Last Activity Date
    This date to track the accounts that have had no activity within a period. The field displays the later of the two dates between the last A/R charge posting date and payment posting date.
    Assign to Collections
    Select this check box to collect the assigned invoices and sent the collection to the individual or the organization.
    Account Balance
    The amount in the A/R account which is yet to be collected from individual or the organization.
    Note: 

    The application calculates this amount by subtracting the Unmatched Payments from the sum of the Outstanding Charges and the Outstanding Invoices.

    Payment Due Days
    The number of days by which the payment must be made for an A/R account.
  5. Specify this information in the Primary Contract session:
    Bank Name
    The bank name of the organization.
    Bank Number
    The bank number of the organization.
    Registration Number
    The registration number of the organization.
    Note: The field values are populated if an existing account is selected.
    e-Invoicing Partner ID
    A unique identification code to identify the e-Invoicing Partner.
    Peppol GLN Number
    The Global Location Number (GLN) that is used by Peppol Interface to identify the invoice payer within the Peppol network..
    Note: You must specify this value if Peppol interface is used.
    Peppol GLN Type
    The code of Peppol network (electronic address) associated with the account.
    Note: You must select the Value (PEPELT). The available values are stored in Global Code PEPPELT.
    Peppol Payment Type
    The code of the payment option used in Peppol.
    Note: You must select the Value (PEPELT). The available values are stored in Global Code PEPPELT.
    Peppol e-Invoice
    Select this checkbox to determine that all A/R Invoices for this A/R Account should be sent to Peppol interface with the third-party provider Comarch.
    Note: The Peppol related fields such as Peppol GLN Number, Peppol GLN Type, Peppol Payment Type, Peppol Customer Reference, Peppol Order Reference and Peppol Dimension and the setting of the Peppol e-Invoice checkbox are used to initially populate the respective fields on the Tax Invoice tab.
  6. Click Save Record to save the record.