Creating a property A/R account

Use the Property A/R Account page 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.

To create a property A/R account:

  1. Select Account Receivable > Property A/R Accounts.
  2. Click New Account.
  3. Specify this information:
    Account Name
    Specify the name of the customer for which you want to set up an A/R account.
    Account Number
    Specify 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
    Specify the Fiscal Name.
    Fiscal Address
    Specify 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
    Select the Fiscal Postal Code, that must be included in the Fiscal Address.
    Note: The values in the subsequent Fiscal fields are populated.
    Fiscal City
    Specify the Fiscal City, that must be included in the Fiscal Address.
    Fiscal State/Province
    Select 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
    Select the Fiscal Country, that must be included in the Fiscal Address.
    Other Restrictions
    Specify any other restrictions that apply to a guest.
    Invoice Method
    Specify the method based on which the invoices are generated by the system. Following are the 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. Following are the 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 the check box to specify if the guest must provide a reference number during check-in, in the property.
    Paperwork Required
    Select the check box to specify if the guest must present any kind of document during check-in, in the property.
    Direct Bill Batch
    If this check box is selected, direct bill settlements for this account are transferred 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
    This check box is selected by the system if a 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 the 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.
  4. In the Property Credit and Aging section, specify the information that you require. See additional details about these fields:
    Credit Limit
    Specify 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
    If this check box is selected, it 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 enables you to track the accounts that have had no activity within a time 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
    If you select the check box the invoices that has yet not been collected, are assigned to be sent for 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.
  6. Click Save Record to save the record.