Fidelio. Front Office. Accounts Receivable

Transcription

1 Fidelio Front Office Accounts Receivable Version 6.20

2 Fidelio Front Office Version 6 Fidelio Accounts Receivable V6.20 Information in this manual is subject to change without notice. MICROS Systems, Inc. makes no warranty of any kind with regard to this material, including but not limited to the implied warranties of marketability and fitness for a particular purpose. MICROS Systems, Inc. shall not be liable for errors contained herein or for incidental or consequential damages in connection with the furnishing, performance, or use of this material MICROS Systems, Inc. All rights reserved. No part of this publication may be reproduced, photocopied, stored on a retrieval system, or transmitted without the express prior written consent of the publisher. dbase III, III+, and IV are trademarks of Borland. All other referenced software or hardware are all registered trademarks or trademarks of their respective companies. All rights reserved. MICROS-Fidelio Regional Offices: Europe, Africa & Middle East Asia Pacific Americas Pub 06T August 11, 2000 Printed in USA

3 Table of Contents Fidelio Accounts Receivable V6.20 Accounts Receivable... 1 Introduction... 1 Functional Highlights... 1 Security... 4 Logging On... 8 The Main Menu... 9 Accounts Overview Account Maintenance Purge A/R Accounts Transfer F/O Data Posting Overview Accounts Pay Apply Credit Adjustment New Posting Profile Account Setup Status Remarks Traces O History A Activity B Payment History C All Activity D Transfer E Compress F Aging G View Invoice H Statement J Year View K Show Open/All Transactions L Adjustment History Research Pay Account Adjustment A Activity D Transfer G View Invoice Credit Cards Collection Overview Print Reminder Letter Fidelio Front Office V Accounts Receivable iii

4 Table of Contents Mailing History Batch Statements Traces Reports Overview Provided Reports Aging Report Aging Summary Report Credit Limit Report Days Credit Sales Report Posting Report Setup Overview Text Format Creating a Reminder Letter Codes Available for Reminders and Statements Group 1 - Guests/Accounts Group 2 - Open Items Group 3 - Reminder Letters Group 4 - Formatting Group 5 - Printer Codes Group 6 - Date/Time Group 7 - Statements Reminder Cycle Account Types Global Defaults Initialize Database Appendix A Glossary Appendix B Data Dictionary Sample Layout Alias List of Figures... LOF-i iv Fidelio Front Office V Accounts Receivable

5 Accounts Receivable Introduction The Fidelio Accounts Receivable program is a fully integrated module which is available with the Fidelio Front Office system, sharing the same databases, guest profiles and user interface. In order to use the enhanced Accounts Receivable module, go to the Front Office Setup program, choose the option Parameters from the Manager menu, select the parameter External Accounts Receivable Module {par_far} and turn the status to ON. Once you have activated the parameter, you can load the Accounts Receivable program from the Cashier menu. If you are already familiar with the Fidelio Front Office program, you will find the Fidelio Accounts Receivable (or Accounts Receivable) module a logical extension to that system. Functional Highlights The Fidelio Accounts Receivable module is built into the Front Office system and, as such, shares the same files, guest (account) profiles and user interface. Following is a short summary of the program's functionality. Easy to learn. Because of the similarity to the Fidelio Front Office system, any user already familiar with Front Office will find the Accounts Receivable module a simple extension of that product. For first-time users, Fidelio Accounts Receivable is intuitive and easy to learn. Prevention of check-out to Accounts Receivable if a guest is not attached to a valid Accounts Receivable account. Full security available at multiple levels. Uses security and user setup from Front Office. Front Office cashier numbers can be used, allowing only one closure per day where necessary. The original Front Office folio can be viewed and modified from within Accounts Receivable. Both the original and the modified folios are saved for future reference. The user can view future Front Office reservations, as well as details of Front Office guest history and turnaway records for each account. Allows the creation of Accounts Receivable accounts from both the Accounts Receivable module or the Front Office system. Allows creation of source profiles directly from within Account Maintenance. Allows the creation of a second, Accounts Receivable-specific set of address, contact name, telephone and facsimile numbers separate from Front Office databases. All Accounts Receivable-related mailings will be directed to the respective Accounts Receivable names, addresses or numbers. No separate Accounts Receivable night audit (or close day) required. Direct bill charges from Front Office are sent to a "working area" where the details can be modified prior to updating Accounts Receivable. User-definable reminder cycles and aging periods. Aging calculation can be based on invoice date or transfer date. In addition, monthly aging is available. Unlimited number of account types. Definition of club member account types for improved handling of club member accounts. Default and custom credit limits with the Credit Limit report. Fidelio Front Office V Accounts Receivable

6 Accounts Receivable Introduction All searches in Accounts Receivable can be run using either the guest name or a unique, user-defined alphanumeric account number or account type. Unlimited remarks per account. Uses same Remarks file as Front Office to ensure that important information is accessible to both front and back-of-house staff. A three-level credit status available per account. Compatible with Front Office credit status levels Cash OK, Cashlist and Blacklist. Payment history file allows inquiry of payment details per account. Activity file maintained per account. Allows inquiry on all activities for a single invoice or all activities for the entire account. Single-letter menu access to all posting functions. The user can toggle between viewing all transactions at once or open transactions per account. Whole or partial invoices can be transferred between accounts. Postings can be made directly to Accounts Receivable accounts, using Front Office department codes or articles. If required, it is also possible to post paid-outs to Accounts Receivable accounts. Corrections to Accounts Receivable postings are reflected in the Front Office revenue so that the statistics match throughout the system. Payments can be applied to a specific charge, automatically distributed to the oldest outstanding charges, distributed to marked charges, spread selectively or left unallocated (to be allocated when necessary). Payments that have been spread to cover different charges can always be traced in the payment history. Invoices or individual transactions can be found using invoice number, posting date, amount or amount range, front office folio number, guest name, payment number, account name or account number. Integrated credit card facility. Quick, 12-month transaction summary available on screen. Trace file for each account, with user ID and date inserted automatically. Statements can be produced individually (on demand) or as a batch for quick, end-of-month mailing. Ability to purge Accounts Receivable accounts individually or by batch as required. Accounts can be flagged as permanent to prevent deletion. Automatic purging of cleared transactions after a user-definable period. Built-in text editor with easy-to-use code insert feature for the creation of reminder letters. The user can create an unlimited number of different reminder and statement letters in different languages, for different periods and account types. Automatic reminder printing program allows the user to set filters to eliminate the printing of certain letters. Reminder letter history feature tracks exactly which letters were created and when. Any letter can be changed and/or reprinted from history. Standard Front Office report generator can create all kinds of journals, detailed transaction reports and full lists of open Accounts Receivable charges. Procedural reports are also available for aging, posting, days credit sales and credit checking. Users can access the EFT interface from inside Accounts Receivable. Each posting will automatically go out for approval from the credit card company. 2 Fidelio Front Office V Accounts Receivable

7 Accounts Receivable Introduction Combined with the MICROS 4700 and 8700 Direct posting to Fidelio Accounts Receivable. With the MICROS 4700 or 8700, you can post directly from the POS to the Accounts Receivable account without having to detour to Fidelio Front Office. In addition, with the MICROS 8700 HMS, you can look up the MICROS guest check from an invoice in Accounts Receivable at the touch of a key. Fidelio Front Office V Accounts Receivable 3

8 Accounts Receivable Security Security The security for Fidelio Accounts Receivable is set up and maintained in the Front Office Setup and Configuration Program (FSTAMM) and can, as such, only be accessed by the Systems Supervisor. Accounts Receivable security is divided into four distinct user groups: Accounts Receivable Supervisor (SUP), Accounts Receivable Manager (MAN), Accounts Receivable Clerk (CLK) and Inquiry only (INQ). Just as in Front Office, a user can be a member of more than one group. As a guide to the security setup, the following table shows the functions available to each user group per security level. Accounts Receivable Security Levels n = full access,? = inquiry access, blank = no access Accounts Receivable FUNCTION SUP MGR CLK INQ ACCOUNTS Maintenance Account Setup n n?? Purge n n Status n n Aging n n n n Profile n n?? Year View n n n n Future n n n n All Activity n n n n Reminders n n n n Remarks n n n? Traces n n n? New n n Batch Purge n n Transfer Front Office Data n n n 4 Fidelio Front Office V Accounts Receivable

9 Accounts Receivable Security Accounts Receivable FUNCTION SUP MGR CLK INQ POSTINGS Accounts Detail n n n? Pay n n n Apply Credit n n n Adjustment n n n New Posting n n n Profile n n?? Account Setup n n?? Status n n Remarks n n n? Traces n n n? History n n n n Activity n n n n Payment History n n n n All Activity n n n n Transfer n n n Compress n Aging n n n n View Invoice n n n n Statement n n n n Year View n n n n Show Open/All n n n n Delete Transaction n Research Accounts Detail n n n? Pay n n n Account n n n? Adjustment n n n Activity n n n n 5 Fidelio Front Office V Accounts Receivable

10 Accounts Receivable Security Accounts Receivable FUNCTION SUP MGR CLK INQ Transfer n n n View Invoice n n n n Credit Cards n n n? COLLECTION Print Reminder Letters n n n View Letter n n n Delete Letter n n n No Print n n n Print n n n Print All n n n Mailing History n n n? View/Modify Letter n n n? Print Letter n n n n Batch Statements n n n Traces n n n? REPORTS n n n n SETUP Text Format Edit Search Format n n n n 6 Fidelio Front Office V Accounts Receivable

11 Accounts Receivable Security Accounts Receivable FUNCTION SUP MGR CLK INQ Add Delete Import Export n n n n Reminder Cycle Modify n??? Add Delete n n Account Types Modify n??? Add Delete n n Global Defaults Initialize Database Enter Old Balances n n n Fidelio Front Office V Accounts Receivable 7

12 Accounts Receivable Logging On Logging On Just as in the Front Office system, the first thing that you have to do to access Accounts Receivable is log on. Your user ID and password are defined by the Systems Supervisor using the Fidelio Front Office system setup program and may give you access to the Fidelio Front Office program as well as to Accounts Receivable. Figure 1 Accounts Receivable Logon Screen When you have typed your name and password into the logon screen, the Accounts Receivable main menu is displayed. If you have not used the option Transfer Front Office Data for more than seven days, the program will display the message Last transfer of Front Office data at <date of last transfer>. Press any key to access the Accounts Receivable main menu. 8 Fidelio Front Office V Accounts Receivable

13 Accounts Receivable The Main Menu The Main Menu When you have logged into Fidelio Accounts Receivable, you will see the main menu of Accounts Receivable. Figure 2 Accounts Receivable Main Menu Menu Options Each main menu option will be described in a separate section of this manual. Briefly, the system is structured as follows: Accounts. Used to transfer Accounts Receivable data from the Front Office, maintain, create and purge Accounts Receivable accounts. Posting. Used to edit or post transactions to Accounts Receivable accounts, correct and print invoices and statements on demand and process credit cards. Collection. Used to print reminder letters, check mailing history, create batch statements and enter or view traces. Reports. Used to run all Accounts Receivable-related reports. Setup. Used to define the global defaults, the required Accounts Receivable types, the reminder cycles, reminder letters and statements and initialize the Accounts Receivable databases. Fidelio Front Office V Accounts Receivable 9

14 Accounts Receivable The Main Menu 10 Fidelio Front Office V Accounts Receivable

15 Accounts Accounts Overview Overview This section of the Accounts Receivable module is used to edit, add or delete account profiles and the account information associated with them (i.e., customer type, credit limit, status, etc.). You cannot access or change any transaction details with this function. Figure 3 Accounts Menu Menu Options Account Maintenance. Use this option to edit account profiles and parameters (i.e., name and/or address details, status, etc.). Purge A/R Accounts. Use Purge A/R Accounts to remove customer records and their closed details from the Accounts Receivable system (when purging an account, Fidelio only removes the Accounts Receivable number from the profile and does not delete the profile itself). Transfer F/O Data. Select the Transfer F/O Data option to transfer the Front Office folio details to Accounts Receivable. Only guests that were checked out of the Front Office system using the City Ledger (Direct Bill) payment method will be transferred. Fidelio Front Office V Accounts Receivable 11

16 Accounts Account Maintenance Account Maintenance When you select the Account Maintenance option from the Accounts menu, you will be presented with the following account selection prompt: Figure 4 Account Search Screen Field Explanation A/R Account. You can select a specific Accounts Receivable account to work on by entering the name (or part thereof) in this field and pressing [Page Down]. A/R Acc #. You can select an account by entering the account number of the desired Accounts Receivable account in this field. Account Type. By entering a specific account type code in this field, you can display only the accounts that have been assigned this code. Account Selection. This field is used to determine which accounts (from those selected above) will be displayed. You can select all accounts (A); just those accounts that have an open balance (B); or only those accounts without a balance (N). Show Balance. This defaults to [Y] and means that each account balance is displayed. If you do not want to see the balance, set this to [N] and the Contact field will be displayed in place of the balance. 12 Fidelio Front Office V Accounts Receivable

17 Accounts Account Maintenance If you prefer to see a listing of all current accounts, simply leave all fields blank and press [Page Down]. A screen similar to the following will be displayed: Figure 5 Accounts Receivable Accounts List Column Contents A/R Account. This shows the account name as it is entered on the profile. Balance (displayed only when Show Balance is set to [Y]). This displays the current balance of the Accounts Receivable account. Contact (displayed only when Show Balance is set to [N]). This displays the text entered into the field Account Billing Contact for company profiles (uses field KONTAKT2 in GAESTEST.DBF). City. This is the city as it appears in the address of the profile. Stat. This is the current credit status of the account. Possible options are Credit OK, Cashlist or Blacklist. Type. This shows the account type that was assigned to the customer. V. This is the Front Office VIP code assigned to the account. A/R Acc. #. This is the Accounts Receivable account number that has been assigned to the account. The account number is not required by Fidelio, but rather is available as an option for those hotels who wish to maintain an account number. The account number format is defined in the Setup program and allows account numbers to consist of all numbers or a combination of letters and numbers. Please note: Account numbers are not generated by Fidelio and for that reason, an account of the assigned numbers used must be maintained manually. Available Options All of the following functions apply to the account which is highlighted with the cursor at the time the function is selected. 1 Account Setup. This option allows you to view and/or change the Accounts Receivable specific account information. The data defined here is independent of the Front Office profile. The screen displays the account type, account number credit limit, whether or not the customer is to be included when batch statements are printed, permanent account status and the Accounts Receivable-specific address. If you do not enter a specific address, the system will use the address from the Front Office profile. You can also enter a contact name and specific phone and Fidelio Front Office V Accounts Receivable 13

18 Accounts Account Maintenance fax details. The address and contact details will be displayed on all screens related to the specific account. The Account Setup screen also displays the date when the last reminder was sent as well as the name of the reminder letter, the user ID of the person who created the account and the date the account was created. The name of the last reminder letter and the account creation details are displayed for information only and cannot be altered (refer to 6 Account Setup on page 34 for a detailed description of the available fields). 2 Purge. Selecting this option will delete the account. You are asked to confirm your intent to delete the account. Accounts with active transactions and accounts that are flagged as "permanent" cannot be deleted. 3 Status. When you select the Status option, the available status codes are displayed in a box on the right side of the screen. Select the desired status with the cursor and press [Enter] to apply the status code to the selected account. 4 Aging. This option shows a total of all outstanding transactions for the displayed customer. The amounts per aging period are shown separately. Remember, the aging periods are user-definable and so will reflect whatever setup is used in your property. If the parameter Monthly Aging in the Global Defaults option has been set to [Y], after selecting this option the message Monthly Aging? Yes/No is displayed. With [Y] the aging reckoning will be based on the first of the month after the invoice or transfer date. Without monthly aging, the aging calculation starts on the day of the invoice or transfer (this again depends on the setting in Global Defaults). 5 Profile. Using this option you can edit the account profile. When you select this option, a submenu displays asking if you want to modify the Front Office guest profile or the Second Address profile. Remember, when doing this, you are actually editing the Front Office or Second Address profile (since Front Office and Accounts Receivable share the profile database), so you must exercise caution when making changes if you do not want to accidentally alter details that relate exclusively to the Front Office or Second Address profile. 6 Year View. This option shows you a month-by-month total of accrued debits, accrued credits and a net total for the selected customer's account. The display shows a period of twelve months with the most recent period at the top of the screen. 7 Future. This function will display details (i.e., the number of reserved rooms and the expected revenue by months) of any future reservations held in the Front Office system for this account. 8 All Activity. When you select this option you are first prompted to select a specific folio number or date. This means that you have the ability to filter out the activities you do not wish to see. You can either select a specific date from which to begin showing the activities or you can limit the display to activities related to a specific folio (invoice) number. If you leave both fields empty and press [Page Down], you will see the details of all transactions. The codes used to describe the type of transaction are: F = Front Office transfer; P = Payment; C = Compressed; T = Transfer and A = Adjustment. This function accesses a log file of everything that was ever posted to this customer's account. 9 Reminders. This function will display a history of the reminders that have already been sent to the account. You see the date the reminder was sent, the account name to which the reminder was sent, the actual reminder letter that was used and the age of the transaction that prompted its sending in the first place. You also have the ability to view or reprint the letter from this screen. A Remarks. This function will display any remarks that have been attached to the account by either Front Office or Accounts Receivable. From here you can edit existing remarks or add new remarks. Remember, the remarks you enter here are shared with Front Office - and will be displayed in Front Office as they are to you. Do not remove any Front Office remarks without consulting the appropriate Front Office person. B Traces. Traces are internal messages to the staff that are attached to an account. They are used to note a specific action which should be carried out at a specific time (action date). You can create, view and edit traces for each account at any time by selecting this option. Press [Insert] to create a new trace, [Enter] to change the date or text of an existing trace or [Delete] to delete a trace (refer to Traces on page 63). The system automatically stores the creation date and the user ID for each trace. You can also create a trace report, which shows all outstanding traces based on the action date (you define this date when creating the trace). 14 Fidelio Front Office V Accounts Receivable

19 Accounts Account Maintenance N New. When an account profile does not exist, you can create a new account profile by selecting the [N] option. This first prompts you to enter an account name. When you press [Enter] you will see the list of Front Office profiles that may match the name you entered. You may either select the appropriate account with [Enter] or press [Insert] to create a completely new profile. A new profile is created in exactly the same way as it is in Front Office, so you must first determine if this is a profile for a company, agent, source, group or individual. When the profile is completed, a message stating New Accounts Receivable account created is displayed. Press [Enter] to remove the message and display the account setup details. You will notice that some of the fields here are already filled with the default information defined in the Global Defaults option. You must confirm or change the following fields: Account Type (defaulted); Account Number (if this is a mandatory requirement in your hotel, you will not be able to continue without entering an account number); Credit Limit (defaulted); whether or not the customer is to be included when Batch Statements are printed (defaulted); and the Permanent Account Status. You can also enter an Accounts Receivable Address at this time. This address will be used in place of the one on the profile for all reminder letters and statements sent to the customer. The entry of a second address is optional and all mailings will use the profile address if no Accounts Receivable address is entered. The last reminder letter details are not relevant here and the account creation details are displayed for information only and cannot be altered (refer to 6 Account Setup on page 34 for a detailed description of the available fields). Fidelio Front Office V Accounts Receivable 15

20 Accounts Purge A/R Accounts Purge A/R Accounts When you need to remove customers and their closed details (i.e., inactive details with a zero balance) from the Accounts Receivable system, you can run the Purge A/R Accounts function. Accounts can only be purged if there are no active transactions for the account. You should be aware that while an account may have a net balance of 0.00, if this is caused by the fact that there are equal and offsetting debits and credits, the transactions are considered as being active. Therefore, the account will not be purged. When purging an account, Fidelio only removes the Accounts Receivable number from the profile and does not delete the profile itself. To remove a profile entirely, you will have to go to the Front Office system and use the Profile function to delete the profile. Accounts marked as permanent will never be purged (if you need to purge one of these accounts, you must set the field Permanent Account in the Account Maintenance option to [N]). When you select the Purge A/R Accounts option from the Accounts menu, you are prompted for the purge criteria the system should use: Purge Conditions Figure 6 Purge Conditions Account Type.You can either purge Accounts Receivable accounts by Account Type which gives you the option of purging all accounts of a specific account type; or A/R Account From/To. You can purge a certain Account Range (you might use account range to systematically purge accounts whenever you have a spare moment, e.g., A through F one day, G through P another and so on). 16 Fidelio Front Office V Accounts Receivable

21 Accounts Transfer F/O Data Transfer F/O Data This function transfers the details of all guest folios that were checked out to city ledger from the Front Office databases to the Accounts Receivable databases. The function can be run as frequently (or as infrequently) as you wish. The transfer is date-oriented so you can transfer all details, a selection of marked details or specific single items from any selected date. All folio details are first sent to a "working area" where you can check that the correct account has been used and that the correct amounts have been charged. If any changes are required, they can be made before the information is transferred to Accounts Receivable. When you select the Transfer F/O Data option from the menu, you are asked to enter the date up until which you wish to view the transaction details (this means that all not previously transferred items up to and including the date you specified will be displayed). The date defaulted into this field will always be one day behind the current hotel date. When you have typed in the date and pressed [Enter], a list of folios ready to be transferred from Fidelio Front Office will be displayed on a screen similar to the following: Figure 7 "Working Area" Column Contents A/R Account. This is the name of the Accounts Receivable account to which the Front Office folio (from now on called an invoice) will be posted. A/R Acct #. This is the Accounts Receivable account number assigned to the account named above. The account number is not required by Fidelio, but rather is available as an option for those hotels who wish to maintain an account number. The account number format is defined in the Global Defaults option from the Setup menu and allows account numbers to consist of all numbers or a combination of letters and numbers. Please note: Account numbers are not generated by Fidelio and so a manual account of numbers used must be maintained. Guest. This is the name of the guest that has stayed in the hotel (from the Front Office folio). For company accounts, for instance, this name will help to identify the invoice in Accounts Receivable. Fidelio Front Office V Accounts Receivable 17

22 Accounts Transfer F/O Data Date & Time. These two columns show the date and time that the folio was checked out of the Front Office system. Amount. This column contains the total amount of the invoice being transferred to Accounts Receivable. Invoice. This is the invoice number associated with the folio in Accounts Receivable. Available Options V View Invoice. Pressing the letter [V] will display the folio details in the same way as in the Front Office Folio History option. If a folio has been modified, you will be asked Show the most recently modified folio? Yes/No before the folio is displayed. If (for some reason) the folio details have already been transferred to diskette and purged from the Front Office, you will be prompted to enter the appropriate backup diskette before the folio can be displayed (see page 19 for more information on viewing an invoice). Modify. This option is used when you need to change the account assigned to the folio. When you press [Enter] you are prompted to enter either the new account name or the new account number. If you enter a partial name, you will be given a list of accounts. Highlight the desired account with the cursor and press [Enter] to select this account. If you need to create a new account, you have to press [Esc] and create the new account using the Account Maintenance function. + Mark/Unmark. The [+] key is used here as a toggle to mark or unmark folios for transfer. To mark a particular folio, select the folio with the cursor and press [+]. You will notice that a check mark ( ) appears beside the invoice number. To unmark this folio, place the cursor on the folio and press [+] once again. The check mark now disappears and the folio is unmarked. A Adjustment. This option is used when you need to alter the amount of the folio (invoice). Obviously, you cannot access the actual transactions that were posted in front office (as these have been audited already). However, you can post a new transaction to the folio. To do this, you must first highlight the required folio using the cursor. Next, press the letter [A] and you will be prompted to enter your cashier password. Once you have entered your password, the following screen will be displayed: Figure 8 Amount Adjustment Screen 18 Fidelio Front Office V Accounts Receivable

23 Accounts Transfer F/O Data You are prompted to enter the Department Code you wish to post (a pickbox is available for this field if you are not sure which code to use), the Amount (it is possible to enter a negative amount in the Amount field for a credit booking) and any explanation you consider to be necessary for the adjustment in the Supplement field. Please note: Any transaction you add to the folio will be included in today's revenue for Front Office. Also note that the additional transaction(s) will not be reflected on the folio (you can, however, modify the folio manually to reflect this change). P Profile. Pressing the letter [P] gives you access to the profile. You can use this function to check that you have the correct account profile attached or to edit the profile in cases where the address may by incomplete or incorrect. Remember, when you are doing this, you are actually editing the Front Office profile (since Front Office and Accounts Receivable share the profile database), so you must exercise caution when making changes. You do not want to accidentally alter details that relate exclusively to Front Office. F10 Transfer. This function is used to perform the data transfer. When you press [F10], four options are available to you. You can transfer all folios that are marked; you can transfer all folios that are not marked; you can transfer everything; or you can transfer the single item currently highlighted by the cursor. Selected/Remaining. These two running totals are updated dynamically to show you the total value of the folios you have selected and the total value of those remaining in the holding area. When you press [V] to view the invoice, a screen similar to the following will be displayed. Available Options Figure 9 View Invoice Screen Read. Pressing [Enter] allows you to view the entire selected folio by scrolling through the details. + Print. Pressing the plus key [+] will cause a copy of the folio to be printed directly. * Print Range. When you press the asterisk [*] you can print a range of folios. The range can be selected either by folio number or by date. You are prompted to define the range required. Fidelio Front Office V Accounts Receivable 19

24 Accounts Transfer F/O Data T Typewriter. This function is designed to be used just as you would use a typewriter to create a "correct" invoice. In other words, any changes you make to the invoice using this function are strictly cosmetic and will NOT be recorded anywhere else in the system. Pressing the letter [T] will open up the folio in much the same way as pressing [Enter] did to read the folio. However, using this function, you now have the ability to alter anything on the folio and then reprint it. Please note: You must be aware that any change you make to the folio is only changing the text file, therefore the changes you make here will not be reflected in any of the financial databases or reports. When you have completed the changes, Fidelio will store both the original and the modified invoice for future reference (the modified invoice is identified with the ( ) symbol to the immediate left of the Number column). This feature is useful if you have had to make several adjustments to the folio and you want the guest to see only the clean, correct folio. 20 Fidelio Front Office V Accounts Receivable

25 Posting Posting Overview Overview The Posting menu is the starting point for all transaction-related functions. Figure 10 Posting Menu Menu Options Accounts. With the Accounts option you can view the details of a transaction, post transactions directly to an account, make payments, etc. Research. The Research option lets you search for invoices and transactions. Credit Cards. You can carry out your credit card processing with the Credit Cards option. Fidelio Front Office V Accounts Receivable 21

26 Posting Accounts Accounts When you select the Accounts option from the Posting menu, depending on your setup, you will first be asked to enter your cashier number and password or your password only. After typing your password and pressing [Enter], you will be presented with the following account selection prompt: Field Explanation Figure 11 Account Search Screen A/R Account. You can select a specific Accounts Receivable account by entering a name (or part thereof) in this field and pressing [Page Down]. A/R Acc. #. You can select an account by entering the account number of the desired Accounts Receivable account in this field. Account Type. By entering a specific account type code in this field or selecting one from the pickbox, you can display only the accounts that have been assigned this code. Show Balance (Y/N). This defaults to [Y] and means that each account balance is displayed. If you do not want to see the balance, set this to [N] and the Contact field will be displayed in place of the balance. 22 Fidelio Front Office V Accounts Receivable

27 If you prefer to see a listing of all current accounts, simply leave all the selection fields blank and press [Page Down]. A screen similar to the following will be displayed: Posting Accounts Figure 12 List of Accounts Column Contents A/R Account. This shows the account name as it is entered on the profile. Balance (displayed only when Show Balance is set to [Y]). This displays the current balance of the Accounts Receivable account. Contact (displayed only when Show Balance is set to [N]). This displays the text entered into the field Billing Contact for company profiles (uses the field KONTAKT2 in GAESTEST.DBF). City. This is the city as it appears in the address on the profile. Stat. This is the current credit status of the account. Possible options are: Credit OK, Cashlist or Blacklist. Type. This shows the account type that was assigned to the customer. VIP Code. If the profile was assigned a Front Office VIP code other than zero it will be displayed here. A/R Acc #. This is the Accounts Receivable account number that has been assigned to the account. The account number is not required by Fidelio, but rather is available as an option for those hotels who wish to maintain an account number. The account number format is defined in the Setup menu and allows account numbers to consist of all numbers or a combination of letters and numbers. Please note: Account numbers are not generated by Fidelio and so a manual account of numbers used must be maintained. Posting a Charge/Viewing Existing Postings When you select an account with the cursor and press [Enter], one of two possible screens will be displayed, depending on whether or not the account has existing transactions. If there are no postings for the account, you have the option of posting a credit or a debit transaction. If postings exist, Fidelio will display them on the screen. Fidelio Front Office V Accounts Receivable 23

28 Posting Accounts No Existing Postings If there are no transactions on the selected account, the following screen is displayed: Figure 13 Select Posting Type Here you are asked what kind of posting you want to make to the account. A Debit, a Credit or none at all ([Esc]). 24 Fidelio Front Office V Accounts Receivable

29 Posting Accounts Debit Postings If you select the Debit option and press [Enter] you will see the following prompt: Figure 14 Debit Posting Field Explanation Department. Select the appropriate department code (a pickbox is available in this field) and press [Enter]. Just like in Fidelio Front Office, you can also specify article numbers here, i.e., post articles directly to the account. Type a period [.] and press [Enter], the field size will change to four digits. Now enter the article number or select one from the available pickbox. Amount. Type the amount of the new transaction in the Amount field. If you need to reduce the original amount, you must enter a negative amount, i.e., type a minus [-] before you type the actual amount. Guest Name. Here you can specify a guest name, if a specific guest is associated with the debit posting. The name will later be displayed in the Guest Name column for this transaction. Supplement. This field may be used to enter any information you need to keep about this transaction. Please note: All revenue generated using this process will be included in today's Front Office revenue totals, irrespective of the date the transaction should have been posted. Fidelio Front Office V Accounts Receivable 25

30 Posting Accounts Credit Posting If you select the Credit option, you are presented with the Unallocated Payment screen. Figure 15 Credit Posting Menu There are four options on this screen. Since there are no previous transactions on the account, the second, third and fourth options are not required (for a detailed description of all four options, refer to 2 Apply Credit on page 31). Once you have selected the Unallocated Payment option, the payment detail screen is displayed with all available payment methods from the Front Office system. After selecting the desired payment method, a screen similar to the following is displayed: Figure 16 Credit Unallocated Payment 26 Fidelio Front Office V Accounts Receivable

31 Posting Accounts Field Explanation Amount. This is where you enter the amount of the payment. Text. This field will contain the description of the selected payment method. You can overwrite this if necessary. Supplement. In this field you can enter additional text, such as a payment reference number, check or bank transfer number. The entry will be stored in the Payment Reference # field and can be used later (in the Research function) to find all invoices settled with this payment. Please note: The Supplement field becomes mandatory when you have selected to settle the payment by check (i.e., to enter the check or bank transfer number). When you exit the screen and return to the invoice list, you see the unallocated payment with its own invoice number starting with "P." This invoice number is used to help trace unallocated payments which have been spread over different open balances (refer to 2 Apply Credit on page 31). Existing Postings When you press [Enter] on an account with existing transactions, a screen similar to the following is displayed: Figure 17 Credit Existing Postings On the top of the screen, Fidelio will display address information, the Accounts Receivable number, name and phone number of the account contact and the credit status of the account. As you move the cursor up and down over the list of existing transactions, on the bottom left of the transaction box, Fidelio will display the guest name, posting description or, for compressed transactions, the period range and any Supplement text that was entered with the transaction in the middle. Column Contents Date. This column contains either the check-out date (for invoices) or the posting date (for all other items). Guest Name. This column contains the name of the guest to which the folio applies or an explanation of the charge (e.g., unallocated payment). If the selected account is attached to a club member account type (starting with a slash, e.g., /CM for club member), instead of the guest name this column will display the posting Description. Fidelio Front Office V Accounts Receivable 27

32 Posting Accounts Invoice #. This column will show either the invoice (Front Office folio) number, the compressed invoice number (prefaced with the letter [Z]), a new invoice (created from Accounts Receivable) number (prefaced with the letter [N]) or a payment number (prefaced with the letter [P]). If there is no invoice or payment number, for example with group or quick check-outs, this column will display NOBILL. Amount. This column will always show the amount of the invoice, posting or payment as it was at the time the folio or posting was entered into Accounts Receivable (this may not necessarily agree with the original amount which is the amount of Front Office transaction before it was transferred, because the folio may have been edited in the working area prior to transfer into Accounts Receivable). Paid. This column will display either the full amount of a payment (when associated with an unallocated payment) or show the accumulative total paid to date on any given transaction. Open. This column will show the amount currently remaining open (outstanding) on any given transaction. In the case of unallocated payments, the open amount is negative (i.e., a credit). Available Options Detail. When you select a particular invoice with the cursor and press [Enter] you will see the following information: check-out date, check-out time, folio number, transfer date, Accounts Receivable account, guest name, room number, cashier number original amount, current amount, amount paid, current balance, adjusted (Y/ N), information regarding transfer details (for example Smith means transferred from Smith); the supplement field, which may contain an explanation for the transfer; and the payment reference number. Figure 18 Invoice Detail Please note: If you are using MICROS 8700 and the POS has been configured for Direct Posting to Accounts Receivable, at the bottom of the detail window you will see [Ctrl+B] for Guest Check. In this case, with [Ctrl+B] you can view the POS guest check corresponding to this posting. M Menu. Pressing the letter [M] at this point will produce a menu with the available functions (see Transactions menu below). + Mark One Line. Pressing the [+] key will mark only the transaction currently highlighted with the cursor. Pressing the [+] key a second time will unmark the transaction. - Mark All Lines. Pressing the [-] key will mark all transactions on the account. Pressing [-] a second time will unmark all the marked transactions on the account. 28 Fidelio Front Office V Accounts Receivable

33 Posting Accounts DEL Delete. Pressing the [Delete] key will delete the transaction currently highlighted by the cursor. You can only delete a transaction when it has a zero balance. In addition, you need to have supervisor rights for carrying out this option. Transactions Menu When you press [M] or [Space] from the posting function, Fidelio displays the Transactions menu. From this menu you can select any option by simply typing the option number or letter. Once you know the option number or letter you require, you can access all options directly from the postings screen, just by pressing the number or letter, without first selecting the menu. Press [M] or [Space] for the following menu options: Figure 19 Transactions Menu 1 Pay When you receive a payment that covers one specific detail on an Accounts Receivable account, you can select that detail with the cursor and press [1]. The screen splits in two and the valid payment methods are displayed on the lower half. Please note: Processing the payment may take longer when you select an on-line payment method (i.e., a credit card) since the system has to go out for authorization of the amount when the EFT interface is active. Fidelio Front Office V Accounts Receivable 29

34 Posting Accounts After selecting the desired method of payment, a screen similar to the following is displayed: Figure 20 Payment Screen Field Explanation Amount. The entire amount of the selected detail is defaulted into this field (you can change the amount at this time if you are making a partial payment). Please note that if the selected payment method is a foreign currency, Fidelio will not default an amount into this field. Text. This field contains the description of the selected payment method. You can overtype this if necessary. Supplement. In this field, you can enter additional text, such as a payment reference number, check or bank transfer number. The entry will be stored in the Payment Reference # field and can be used later (in the Research option) to find all invoices settled with this payment. Please note: The Supplement field becomes mandatory when you have selected to settle the payment by check (i.e., to enter the check number). 30 Fidelio Front Office V Accounts Receivable

35 2 Apply Credit Posting Accounts The screen displayed here depends on which kind of posting or payment the cursor is positioned when you select the 2 Apply Credit option. Figure 21 Apply Credit Menu If the cursor is on any transaction other than an unallocated payment or a credit posting, then four options will be available: 1) To post the amount as an Unallocated Payment, meaning that (at the time of posting) it does not belong to any of the existing debits; 2) to Apply Payment to Oldest Outstanding Charges; 3) to Apply Payment to Marked Charges by first marking certain charges for payment (using the cursor and the [+] key); and 4) to Apply Payment Selectively which allows you to determine how much of each invoice is to be paid by the settlement you posted. Once you have selected the application method, the payment detail screen is displayed. This is where you enter the payment method as well as the amount. Add the check, credit card or bank transfer number in the Supplement field if the payment was made with these methods of payment and remember that for on-line payment methods, the system has to obtain approval from the credit card company first. However, if the cursor is placed on an unallocated payment transaction when you select the Apply Credit option, you are presented with seven options. In addition to the four options described above, you can Spread Payment to Oldest Charges or Spread Payment to Marked Charges (the latter spread operation requires that you mark the charges which should be paid before selecting the Apply Credit option). You also have the option to Spread Payment Selectively, if you want to distribute the unallocated payment to debits on the account. If the cursor is placed on a credit transaction when you select the Apply Credit option, you are presented with six options. In addition to the four options described above, you also can Spread Credit to Oldest Charges or Spread Credit to Marked Charges. Fidelio Front Office V Accounts Receivable 31

36 Posting Accounts 3 Adjustment It is possible to alter the outstanding amount on any account by posting an adjustment. Select the detail that you want to alter with the cursor and press [3]. The following screen is displayed: Figure 22 Adjustment Screen Field Explanation Department. Enter the department code for which you want to post the adjustment (a pickbox is available if you do not know which code to use). When you press [Enter], the department code description will appear in the Text field. Amount. This field should contain the amount you are adjusting. If you need to reduce the original amount, enter a negative amount, i.e., type a minus [-] before you type the actual amount (-24.00). Text. This field is displayed for your information and shows the description of the department you entered above. Supplement. In this field you can enter any text that will explain why the adjustment was made. Whatever you enter here will be displayed on the bottom border of the transaction screen whenever the adjustment transaction is highlighted with the cursor. Please note: The modified invoice is now identified with the [ ] symbol to the immediate right of the open amount. 32 Fidelio Front Office V Accounts Receivable