Posting a payment

Use the Post Payment window to post new payments directly to an A/R account without posting to the guest ledger folio. You can only post amounts with only positive values. You can also specify the invoices that are to be paid, and are automatically matched when the payment is saved.

Note: See Property Parameters topic for more information on ARCCTRANDETAIL.
  • You can enable the ARCCTRANDETAIL and FORCETAXINVONPAYMENT property parameters on the Parameters tab of Property Configuration screen.
  • You can apply supervisor approval for high cash payments. See Mobile Supervisor Approval
  • The balance for the selected folio must be more than 0.
  • The Post Payment and the Final check boxes must be on the Tax Invoicing tab.
  1. Select Account Receivable > Property A/R Accounts > Payments.
  2. Select a payment transaction.
  3. Click Action > Post Payment.
    Note: Alternatively, you can select Post Payment from the Actions menu on the Folio tab of Guest Stay, Accounts, and Stay 360 screens.
  4. Specify the information in the Post Payment window:
    Folio
    The folio to which the payment is posted.
    Transaction Code
    The transaction code used to post the payment.
    Note: If the Pay Type for the transaction code is Credit Card Payment, the Card Type is populated with the Credit Card details configured to the A/R account. Also, the Credit Card related fields are enabled.
    Amount
    The amount to be post to the A/R account.
    Currency In
    The currency in which the amount is posted.
    Note: This field is disabled and displays the Property Currency when the Pay Type of the selected transaction code is set to a value other than Cash, Check, or External Payment Processor.
    Device
    The credit card interface. Click Activate Reader to activate the device.
    Note: The CCTINF install parameter must be set to YES.
    Received Date
    The date on which the guest transferred the amount to the property .
    Check / Approval Number
    The check or approval number used by the guest to post the payment.
    Billing Reference
    The billing reference specified in the folio settlement.
    Remaining Amount
    The balance amount (Remaining Amount = Amount paid – Applied Amount) yet to be paid.
    Originating Booking System
    The name of the external booking system of the OTA (Online Travel Agency) to whom the hotel bills the room charges incurred by the guest.
    Note: You must specify this value if the Require Originating Confirmation Number check box is selected for the A/R Account on Property A/R Account screen.
    Originating Confirmation Number
    The confirmation number of the booking systems to which the A/R account is configured.
    Note: The application populates this value.
    Installments
    The number of payment installments available for the guest stay record.
    Note: 
    • The values for this field are defined in the Global Codes.
    • The installment amount is displayed when the selected card has an unused authorization amount.
  5. Specify the credit card details such as Card Number, Expiration Date and the Name on Card.
  6. Select an invoice to match the payment to an invoice, if required.
  7. Click Submit to post the payment.
    Note: 
    • An Approve High Cash Payment window is displayed wherein you must specify the User ID and the Password of the Manager (or approved person). This window is displayed when the posting amount exceeds the high cash payment threshold. You can set the high cash payment threshold in the ANTIMONEYLAUNDERING property parameter. You can post the payment to the folio using the Submit option.
    • A confirmation message is displayed to post the Stamp Duty on the Folio when the invoice amount is equal to or exceeds the threshold limit. The property parameter ITALYSTAMPDUTY must include a value.
    • For Vietnam, you can view the e-invoice number of the transaction (E-invoice Trans ID) only if the property parameter FISCAL is set to VN and the parameter ARTAXINVUSAGE is selected.
    • In Russia, the Cash Bank is automatically assigned based on the Workstation ID URL specified on the Device screen. To enable the feature:
      • The value of the FISCAL property parameter must be set to RU.
      • The FORCETAXINVONPAYMENT property parameter check box must be selected.
      • If the Cash Journal session variable of the current user is blank, the user is not assigned to an individual bank however, one or more shared banks are in use.
      • The user must post a transaction code for which the Paid Out check box is selected.