Posting a payment

Use the Post Payment pop-up to post new payments directly to an A/R account without first posting to the guest ledger folio. You can also specify the invoices that need to be payed, and are automatically matched when the payment is saved.

Note: See Property Parameters topic for more information on ARCCTRANDETAIL.

You can access the Post Payment screen from the Tax invoicing tab on the Accounts screen, if:

  • The FORCETAXINVONPAYMENT property parameter is selected in the Parameter screen.
  • The Balance for the selected Folio must have a value other than 0.
  • The Post Payment and the Final check boxes are selected on the Tax Invoicing tab.

To post a payment:

  1. Select Account Receivable > Property A/R Accounts > Payments.
  2. Select a payment transaction.
  3. Click Action > Post Payment.
  4. In the Post Payment pop-up, specify the information that you need. See additional details about these fields:
    Transaction Code
    Specify the transaction code that you want to use 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 configured to the A/R account. Also, the Credit Card related fields are enabled.
    Amount
    Specify the amount that you want to 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 Install Parameter CCTINF must be set to YES.
    Received Date
    Specify the date on which the amount is received by the property from the guest.
    Check / Approval Number
    Specify the check or approval number through which the payment is made by the guest.
    Reference
    Specify the reference, if any.
    Remaining Amount
    The field displays the remaining amount which is calculated as payment amount minus the applied amount.
    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.
  5. Specify the credit card details such as Card Number, Expiration Date and the Name on Card.
  6. Alternatively, select an invoice if you want to match the payment to that invoice.
  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.