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ACCOUNTS

RECEIVABLES
- OPERATIONS

TABLE OF CONTENTS

OPERATIONS

1. Transaction Entry (AR)


2. Match Bills - Receipts

3. Travel Agent Commissions


4. Credit Card Consolidation
5. Outstanding Update
6.___Receipts_Untagging

7._____Statement_of_Accounts

8._____Rollback_Statement_of_A_C

OPERATIONS
This menu consists of various functions that are involved in the daily operations of the Accounts Receivables module of
the Property.
On the main screen, click Accounts Receivables

and select Operations, you can view the following screen:

1.

Transaction Entry (AR)


In this option, you can manually record account wise details of debit bills, payment receipts and adjustment transactions
and posting of above transactions can be done to Financial Management module depending on its interlinking options.
You can also view and partially amend debit transactions that are auto posted (bills settled on credit) from the Front Desk,
Point of Sale, Banquets & Conferencing & Membership modules.

Click Transaction Entry (AR) under Operations to view the following screen.

Column/
Fields
Company

Description
Enter or select the company code for which you want to record the

Doc #
Outlet
Property
Bill # / Bill
date
Currency
Exchange
Rate
Amount/
Value
Commission
%
/
Commission
Net Amount

Credit Card
Details
Description
Cash
Bank
Details

transactions.

This field displays the auto generated transaction reference number,


which can be referred in modify, browse and delete options.
Select an Outlet from where the bill is generated.
Select the Property from the list.

Enter the Bill number and Bill Date. Bill Date entered should be less
than or equal to the Current System Date.
Select the required Currency.

The exchange rate value defined using Exchange Entry for the
selected currency will be displayed here. This field is not editable.

Enter the bill amount. If the currency is not a local currency, then the
Amount entered is calculated with the Exchange Rate and the
exchange amount is displayed in the Value field.
Travel Agents and Credit Card Companies are given a certain
amount of commission for providing business to the Hotel. If the
selected Company is a Travel Agent or a Credit Card Company, then
specify the Commission % or
Commission amount in their relevant fields.
This field displays the balance amount after deducting the
commission percentage or amount from the total value of the bill.
Therefore, the total amount outstanding from the Debtors will be
the Net Amount i.e., the total amount after deducting the
commission (if applicable).
If the transaction was made using a Credit Card, then it is mandatory
to specify the Credit Card Details such as the Credit Card Type,
Credit Card Number and Authorization Number.
Enter a brief description regarding the transaction. This field
accepts alpha-numeric characters of length up to 100.
Select this option if the Debit and Credit transactions are made by
Cash.
The bank details are entered when entering credit transactions
made by Cheque.

Enter the bank name, branch, cheque number, date and place of the
bank.
Select an option whether the cheque is local or Outstation.
Click
to pre-define the
bank details such as Bank Name, Branch Name, and Bank Place.


1.
Click this button to post the debit entries. Debit option is used to enter online bills like Credit Card, Bills on Hold and
Company Settlements. All sales credited to companies are automatically posted as debit entries in the Accounts Receivable
module. You can also view the Debit transactions that are auto posted from various modules.

2.

3.

Click

to add a debit transaction.

Enter the appropriate details in the relevant fields as explained in the above table and click

1.

Click this button to post the credit entries. Payments received from a Company against a bill raised can be posted
using the credit entry option. The amount received can be posted in two different methods.

Method 1: The amount can be matched against an outstanding / pending bill by selecting the bill number in the Bill #
field or multiple Bills can be matched by clicking the POST button.
Method 2: Amount received can be posted without matching or allocating it to any specific bill/s. Only the receipt
details such as the Receipt Number, Receipt Date and the Receipt amount will be recorded. The system identifies this
amount as unallocated and the same can be matched against bill/s through the Match Bills Receipts option (explained
separately).

Note : The selection of Method 1 and 2 is based on ACR Module Attribute #6 Activate Invoice Matching. If this option is
set to No, you can post the receipts against the pending bills, by selecting the bill number. Else you can record the
receipts through this option and the same will be matched against outstanding bills in the Match Bills Receipts option
(explained separately).
2.
Specify the Company Code, Outlet, Property Code, Currency, Exchange Rate, Amount Paid and Value to post the
credit entries.
3.
Select a Bill number, if the amount is allocated against any bill. Press F1 to view a list of all bills rose against the
specified Company Code.
4. Enter the Receipt # and Receipt Date in the relevant fields.

Note : Receipt # is generated automatically, if ACR Module Attribute #1 Require Receipt Number Generation for Credit
Entries is set to Yes, else you have to manually enter a unique number in this field.

Multiple Bill Settlement
The system supports multiple bill settlements against a single amount received.

1. In the Credit Entry Screen, specify the Company Code and click the
following screen.

button to view the

2.
3.

4.

5.


Select the Property where the credit transactions have to be posted.
Enter Invoice #.
Click

to view the following screen.

Enter the Receipt date, amount, currency code and click


Column/ Fields
Bill date/ Bill #
Outlet
Property
Currency
Exchange Rate
Exchange paid
Bill Amount
Settled Amount
Receipt Amount
Adjust Amount
Balance Amount

Description

Displays the Bill # and Bill date.


Displays the Outlet.

Displays the Property.

Displays the Currency.

Displays the currency conversion rate in this field


Displays the amount after conversion.
Displays the total bill amount.

Displays the total settled amount for the bill amount.


Displays the amount entered in the receipt.

Displays the amount adjusted in the bill amount.

Displays the pending balance amount from the bill


amount.

6.
Click
to adjust the received amount to the bills. The received amount can be settled to one or more
bills depending on the outstanding amount.
7. Select the bill numbers for which you want to settle the amount.


8. The bill amount and Adjusted Amount is displayed automatically. You can change the Adjusted Amount for the
desired settlement amount. The Calculated Amount field shows the amount adjusted in terms of the local currency.

Note : In case a bill is raised in foreign currency, the system automatically converts it into the local currency by
multiplying the amount with the exchange rate. Foreign exchange rate varies from day to day. When this happens, there is
a possibility that during the time of settlement, the hotel might incur a profit or a loss depending on the foreign exchange
rate. This is known as book profit or loss. In order to avoid this gain or loss, the Accounts Receivable System provides for
bill exchange rate at the receipt level. By this we mean that the exchange rate, which existed on the date of billing, will be
considered at the time of settlement also. The current exchange rate, which maybe different at the time of settlement will
not be considered.
9. Enter the Commission amount and click
. The settled amount will be displayed in the Settled amount
column and the status in
column will change to Y as shown in the below screen.

10. Click

to enter the Bank details in case the Company or guest pays by Cheque.

11. Enter the details as shown above and click


12. Click

13. If the Amount received from the Debtor is greater than the total outstanding amount, then you will get an option to

generate a Receipt for the Balance amount. Select an option Yes/No to generate a receipt and click


You will get a message that the transaction was saved successfully.

Click this button to make adjustment entries.

Adjustment entries are also known as Journal Entries or Rectification entries. While posting Debit entries, if the Bill has
been posted to the wrong Company or amount posted is greater or lesser than the Actual amount, then this option can be

used to rectify the transaction. In other words, Adjustment amount can be either Positive (+) or Negative (-). If the
Adjustment is positive, then it is a Debit adjustment and if it is negative, it is a Credit adjustment.
1. Adjustments can be done only on existing bills. Select a Company code for which Adjustment entry has to be posted.
Press F1 in the Bill Number field to select the bill for which the adjustment is being made.
2. Enter the Adjustment Number and Date in the specified fields.
3. Select the currency depending on your requirement. In case a foreign currency is selected, then the exchange rate
applicable will be as of the date of adjustment.
If the actual value of the bill is more than the amount entered, then the difference amount has to be added to the bill
4.
amount. In this case, a debit adjustment takes place. In such a situation, you need to enter the difference amount in the
Amount column. This amount is added to the existing bill and is displayed as a single record. This record is interpreted as
Journal Voucher Debit for the bill number selected.

Example:
If the actual value of the Bill is 800.000 but has been posted incorrectly as 750.000, then 50.000 have to be added to the
bill amount. In this case, you need to enter 50.000 in the Amount field.
If the actual value of the bill is less than the amount entered, then the difference amount has to be deducted from the bill
amount. This is a credit adjustment. In such an instance, you have to enter the difference amount with a minus (-) sign at
the beginning of the figure. This amount is deducted from the bill amount.
This record is interpreted as Journal Voucher Credit for the bill number selected. In other words, if the value of the Bill is
800.000, but has been posted incorrectly as 850.000, then enter 50.000 in the Amount field.

Note : You are not allowed to attribute Commission to adjustment entries. As adjustment entries are manually entered,
Updations / deletion of such entries are allowed.

Browse
The Browse button found on the main screen enables you to browse or Search the existing transaction.
Click

to get the Search Criteria as shown below.


1. The search sequences provided in this screen are Document Number, Company, Company Name, Bill #, Bill Date and
Receipt #.

2. You can search for the transactions based on any one of these criteria. Enter the details and click
information related to the criteria is displayed in the Transaction Entry screen.

, the

1. Click this button to view the Front Office bill details for the specified bill # as shown below. You can view the bill
details only for the auto posted bills from Front Office or Point of Sale module.

Click this button to view the contact details and other details of the Company selected.


Important Note:
Transactions that are auto posted from the Front Office and Point of Sale Modules and those that are manually posted
using this option have to be posted to the Financial Management module so that it can be reflected in the Books of
Accounts.

You have an option to post all manually entered Debit, Credit and Adjustment transaction from the Transaction Entry
option. To do this, follow the below steps:

1. Specify Account Codes for Sundry Debtors, Cash, Bank and Commission in Link AR to Finance parameter under the
Setup of Financial Management module.
2. To enable posting of transaction to FA you have to activate the link between the two modules. In the INI file, also
referred to as Base Default switch settings file, set setting # 56 ACR2FAS To 0, which indicates the Link has been
enabled. By Default this is set to 1, which indicates the Link is disabled. (For a detailed explanation on the INI file
and the process of activation / deactivation of settings in the INI file, refer the menu option Create INI Files under
System Setup module).
3. Once the above steps are done, you are allowed to post entries directly to Financial Management module. In other
words, while saving the entries in Transaction Entry option under Accounts Receivables, the FA Transaction
screen is displayed and you are required to post the transaction to proper account codes. (For more information on
FA Transaction Entry refer the menu option in the Financial Management module).

Note: Once the Invoices are printed, transactions cannot be modified. However, if the INI switch # 74
ACRALLOWUPDATION is set to 0 you can update the Company Name / Branch of transaction even after the invoice is
printed. By default the setting is set or 0, you can change it to 1, which indicates that modifications cannot be done.

2. Match Bills - Receipts



In this option, you can match all unallocated receipts against the existing outstanding bills of a Company. When multiple
bills are generated for a Company, you can record the received amount without settling it to any bill. In other words you
can record and store the received amount without specifying the bill number in the Bill # field. This amount is treated as
un-allocated amount.

Click Match Bills - Receipts under Operations to view the following screen.

1.
2.

Select the company from which the amount is received. Press F1 key to view a list of all companies.
Select the currency from the Currency field.

3.

Click

to view the Selection Criteria screen.

4.
Select the Property and enter the invoice #. Click
to view all the Receipts and Bill details.
5.
Choose the receipt from the Receipt details section by double clicking on it. The Option column changes to Yes once
a receipt is chosen. You can select only one receipt at a time.
6.
From the Bill details section choose the bill(s) for which the amount received has to be adjusted by double clicking
on it.
7.
The Option column changes to Yes once a bill is chosen. You can select multiple bills against one receipt.
8. The screen with the Bill amount, Adjusted amount and Equivalent Local amount (if the selected currency is not the
local currency) is displayed as shown below. You can change the Adjusted amount if you wish to settle the received
amount to multiple bills.

9.

Click

to view the below screen.


10. Click on Save to save the record. In situations where the amount received is greater than the total outstanding
amount, the balance amount will be displayed as unallocated amount the next time you load this option.

3.

Travel Agent Commissions


In this option, you can view and specify the commission percentage for all travel agents based on the rooms booked and
released. You can view the bill and commission details for the room bookings made through travel agents for a given
period. Bill details are displayed with or without the commission amount.

Click Travel Agent Commissions under Operations to view the following screen.


1.
Enter the Company name
from which the amount is received. Press F1 key to view a list of all companies.


2.
Enter the date range in the From and To Date field. Date entered should be less than or equal to the current system
date.
3.
Select the currency from the list.
4.

Click

6.

Click

5.

Else, select

to view the bill details for a particular commission %. Enter the commission %.

to load the details.

to view all the bill details.

7. Enter the % commission for the desired bill and click Save. You can specify different commission % for different bills
and the same will be updated in the corresponding transaction.

4. Credit Card Consolidation



In this option, you can consolidate multiple bills settled through a single credit card by guest. This option enables to
consolidate all bills as a single entry and generate the Credit Card Register accordingly to follow up with the Credit Card
Company for payments.

Note : These bills are consolidated for the Credit Card Register only. In all other transactions these bills are considered as
multiple entries.

Click Credit Card Consolidation under Operations to view the following screen.

1. Enter the Company code and Date for which the information has to be processed. Press F1 key in the Company
code field to get a list of pre-defined Credit Card companies.

2. Click
3.

. The Doc #, Bill Number / Date, Outlet, Card Type/Number, Amount, Option and description of
all bills as on the specified date is displayed.
In the Option column, specify a number to group the bills settled using a single credit card.


In the screen below, the bills tagged as 1 signifies that these bills will be consolidated and sent as a single bill to the Credit
Card Company.

5.

Outstanding

Update

In this option, you can update the existing outstanding balances recorded in the system. The Hotel processes the
Statement of Accounts (SOA), which is the last and final financial statement for a month. Once the SOA is processed, the
transactions pertaining to that month cannot be modified or deleted. In case there is a clerical mistake like an incorrect
bill date or number has been entered in the transaction, the Outstanding Update option can be used which allows you to
modify the required details in the transactions.

Click Outstanding Update under Operations to view the following screen.


1. Select the Company Code for which the transaction details have to be modified. Press F1 key in the Company Code
field to view the existing company codes. A list of existing transactions for various companies is displayed.

2. Select the transaction that has to be updated.

3.

Modify the appropriate details and click


Note : You can modify only certain fields such as the Bill Number / Date, Description and Bank details / Credit Card
Details.

6. Receipts Untagging

The Receipts Untagging is the option to untag the receipt from the bill.

To untag the receipt:

1. Click Receipts Untagging under Operations to view the following screen.

2. Enter the company code in the Company Code field or double click the
displayed as shown below.

button, the company profile help screen is

3. Click the company name from the list and then click the
to previous screen.

4. Select the currency from the dropdown

button to select the company name and go back

5. Enter the Receipt # which needs to be untagged or double click the


shown below.

button to open the Receipt Help screen as

a. Select the search criteria (Receipt Date or Bill #) by which the user need to find the receipt #.

b. Enter the date range for Receipt Date criteria or Bill # for the Bill # criteria and then click the Enter button and the
result will be displayed as shown below.

c. Select the Receipt # from the displayed results and then click

to go back to previous screen.

6. Click

to load the receipt details.


7. Double click in the UnTag column to untag the Receipt, the No option will convert to YES.

8. Click the

button to save the entered information.

7. Statement of Accounts


The Statement of Accounts is the last and final financial statement that is processed for a month. If a Statement of
Accounts is processed for the month, it implies that the transactions for the month are closed and cannot be modified or
deleted. However, in case any clerical error occurs and you need to modify a transaction, you have to cancel the statement
of account by using the Rollback Statement of A/c option (explained separately), make the required modifications and regenerate the same.

Click Statement of Accounts under Operations to view the following screen.


Specify the Month / Year in this field for which the Statement of Accounts has to be processed. You are allowed to enter
the Month / Year only for the first time the SOA is processed, and then onwards by default the subsequent Month / Year

will be reflected.

The Statement of Accounts option is used only to process the statement. To view or print the report, select SOA Print
under Reports & Lookups.

Note : The user is not allowed to enter the first month of SOA. The first month is taken from AR start date and when the
SOA is run, the next month will be displayed and the month field is non editable.

8. Rollback Statement of A/C


In this option, you can cancel the Statement of Accounts (SOA) report to enable addition or modification of the existing
transactions for the required month.
The Statement of Accounts report is required to be processed after all transactions for the month have been recorded.
Once the report is processed, the month is closed and no transactions can be added or modified.

Click Rollback Statement of A/C under Operations to view the following screen.


Enter the required Month / Year in the Cutoff (MM/YY) field. The SOA report process will get cancelled from the entered
Month / Year till the last processed Month / Year.

Example: If the report has been processed for March and April 2007 and you want to add or modify transactions for
March 2007, then enter the Cut Off (MM/YY) as 0307. This will cancel the SOA from March 2007 to April 2007, thereby
allowing you to make the required changes. After updating the transactions, you have to reprocess the Statement of
Accounts to enable closure of the respective months transactions.

Note : Transactions cannot be modified if invoices have been processed or bills (debits) matched to receipts (payments)
using the respective menu options. To modify such transactions, the respective invoices have to be cancelled using option
Print Invoice / Reminder under Billings. To modify debit transactions, which have been matched using option Match Bills
Receipts, delete Credit transaction/s using option Transaction Entry. After the required transactions have been
modified, the deleted credit transactions should be re-recorded and matched using option Match Bills Receipts.

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