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

37 4 New Posting Posting Accounts If you need to make a new posting either to add a new charge to an account or to correct an existing charge, you must first select the required invoice with the cursor and press [4]. This displays the posting screen (below): Figure 23 New 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, enter a negative amount, i.e., type a minus [-] before you type the actual amount (-24.00). Please note: The new posting appears as a separate line item and not as an alteration to the original amount. If you want to make an adjustment to the original amount, Fidelio recommends to use the option 3 Adjustment. Guest Name. Here you can specify a guest name, if a specific guest is associated with the new 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. The text entered here appears on the bottom line of the posting detail screen. 5 Profile Using this option you can edit the account profile. 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 exercise caution when making changes if you do not want to accidentally alter details that relate exclusively to Front Office. Fidelio Front Office V Accounts Receivable 33

38 Posting Accounts 6 Account Setup When you press [6] the Account Setup screen is displayed. With this option, you can view and/or change the account details. Figure 24 Account Setup Screen Field Explanation Account Type. If you need to change the account type, you can enter a new one here. An invalid entry will display a pickbox of valid account types from which you can select the appropriate code. A/R Acc. #. If, for some reason, you need to change the account number, you can do so here. However, Fidelio will only accept account numbers in the format defined in the Global Defaults option from the Setup menu. Credit Limit. This is where the credit limit for the account was entered at the time the account was created. If you want to change the credit limit for this account only, you can do so by overwriting the amount in this field. Include in Batch Statements. A Y/N entry in this field determines whether or not the selected account is to be considered whenever batch statements are printed. Permanent Account. A Y/N entry in this field determines whether or not this account is a permanent account. If you set this field to [Y], the account cannot be deleted (i.e., purged) until the flag has been removed. A/R Address. There are five lines here into which you can enter a second (or Accounts Receivable) address. This address will be used in place of the one on the Front Office profile for all reminder letters and statements sent to the customer. The entry of a second address is optional. All mailings will use the Front Office profile address if no Accounts Receivable address is entered. Contact. In this field you can enter a special contact name for your Accounts Receivable account. It will be displayed on all screens specific to this account. In addition, it will be used as mailing name for reminder letters and statements. This field displays if the field CONTACT {C, 30} exists in FA_CUST.DBF. Phone. Here you can enter a special contact phone number. It will be displayed on all account specific screens. If no number is entered here, the phone number from the profile will be displayed. Fax. Just like the Phone field above, this field is used to store a contact fax number which will be displayed on all account specific screens. If no number is entered here, the fax number from the profile will be displayed. 34 Fidelio Front Office V Accounts Receivable

39 Posting Accounts Last Reminder Sent. This is the date on which the last reminder was sent to this account. The reason it is accessible is that you may need to send another reminder and the easiest way you can get around the Number of days to wait before sending a second reminder (see option Global Defaults) is to remove the date entry from this record. Last Reminder Text. This field contains the name of the last reminder letter that was sent to the account. This name is displayed for information only and cannot be altered. Created By. This shows the name of the user that created the original Accounts Receivable account profile and the date on which it was created. Created On. This is the date on which the Accounts Receivable account was created. 7 Status Displays the current credit status of the account. The default is Credit OK. You can change this as required. For example, if you have sent your first or maybe second reminder and have not received payment, you might set the status of the account to Cashlist. This would mean that if the guest attempts to make a new reservation, Fidelio will display the message: Guest is on the Cashlist, do you still want to make this reservation? Yes/No. If the account has not been settled after several reminders, you can set the status to Blacklist. When an account has this status, a very visible, flashing Blacklist indicator appears on the screen. If a new reservation is requested for the account, the message You have no rights for this operation. Guest is blacklisted. Reservation not possible is displayed. Only users with manager rights will be able to override this message and create the reservation. 8 Remarks This function will display any remarks that have been attached to the account by either the 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. 9 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 (for detailed information on Traces, 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). O History Selecting this option gives you three possibilities. You can view either a detailed Front Office visit history that may be associated with the selected account, the details of all turnaways associated with the account or a summary chart of reservation details. Fidelio Front Office V Accounts Receivable 35

40 Posting Accounts A Activity When you press [A] on a selected invoice, Fidelio will display a screen similar to the following that shows every related posting/adjustment, etc. relevant to the selected invoice since it was transferred from Front Office or created in Accounts Receivable. Figure 25 Activity Screen Column Contents Invoice. This is the invoice number associated with the transaction. T. The codes used to describe the type of transaction are: F = Front Office transfer; P = Payment; C = Compressed; T = Transfer; A = Adjustment. Dept. The department code used to post the transaction. The code SPR indicates an unallocated payment that has been "spread" over this debit. In this case, the Paid From column contains the "invoice number" of the unallocated payment (starting with [P]). Amount. The amount of the transaction. For unallocated payments spread over this open balance, the Amount column is zero. However, the figure is displayed in the Description column and the Paid From column contains the "invoice number" of the unallocated payment. Post Dat. The date the transaction was originally posted. Description. Any text that was entered into the Text field at the time of posting. User ID. The user ID of the person posting the transaction. 36 Fidelio Front Office V Accounts Receivable

41 Posting Accounts Paid From. This column is empty unless the selected invoice has been paid partially or totally with money from an unallocated payment. If this is the case, it will contain the "invoice number" of the payment, which always starts with "P." Please note: You will not see activity for any other invoice on this account. If you want to see details of other transactions, you must use the C All Activity option. B Payment History This function will display a screen similar to the one described above, however, only the payment details will be shown for the selected account. C All Activity This option differs from the Activity option (see A Activity on page 2-36) in that instead of displaying the activity for a selected invoice, it will display all the activities associated with the selected account. Since the screen can get quite cluttered when you select this option, you are first prompted to select a specific folio number or date, so that you have the option of filtering 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 screen content and the codes used to describe the type of transaction are identical to those described for Activity above. D Transfer You have the ability to transfer an amount (or partial amount) from one Accounts Receivable account to another. To do this, first place the cursor on the transaction detail you wish to transfer and press [D]. If any payment has been made to the item you selected, you are warned of this with a message Note: Partial payment has already been made. Press [Enter] to remove this message before you can continue. The following screen will be displayed. Figure 26 Amount Transfer Screen Fidelio Front Office V Accounts Receivable 37

42 Posting Accounts Field Explanation A/R Account. You can enter the "transfer to" account name here. If you enter a partial name, Fidelio will search through the customer database and display a list of all similar account names from which you can select the appropriate account to which the transaction will be transferred. A/R Acct #. If you know the account number to which you wish to transfer the invoice, type the number in this field and press [Enter]. Amount. Once you have selected the transfer target, enter the amount you wish to transfer. The entire amount of the highlighted invoice is defaulted into this field. If you only wish to transfer a portion of the invoice, overwrite the full amount with the amount of the portion you are transferring. Text. This field is not accessible here, but it contains the account name of the from account preceded by an arrow facing left (inferring "from"). Supplement. You can make any entry you require in the Supplement field to explain why the transfer was made. Press [Enter] to complete the transfer. When you have posted the transfer, you will notice that the modified invoice is now identified by the ( ) symbol to the immediate right of the open balance amount. You will also notice that whenever the cursor is sitting on the invoice you transferred, the "transferred to" account name (preceded by a right-facing arrow) and the supplement text is displayed on the bottom border of the transaction screen. Please note: The to and from transfer details will always remain with the transaction. For example, if you look at the account from which the transfer was made, you see the zero amount line. If you put the cursor on this line, the account name (preceded by a right-facing arrow) to which the transfer was made as well as the text from the Supplement field, is shown on the bottom border of the transaction screen. When you look at the account to which the transaction was transferred and select the detail with the cursor, the name of the account (preceded by a leftfacing arrow) from which it came and whatever text is in the Supplement field is shown on the bottom border of the transaction screen. E Compress The E Compress option enables you to compress two or more Accounts Receivable invoices (or Accounts Receivable postings) into one single amount. Please note: This function should be used with caution as it leaves no details of what was compressed and you cannot "uncompress" invoices if you compress the wrong ones! To use this function, you must first select the invoices or charges you want to compress by highlighting them with the cursor and then marking them by pressing either the [+] key (for one invoice at a time) or the [-] key (to mark all lines at once). If you want to unmark one or all of the lines just press either the [+] or [-] key once again. Please note: In order to run a compress, you must mark at least two transactions and they cannot have been posted with today's date. Please note that in Italy it is possible to compress only one item, if the parameter Numbered Folio Receipts {ricevuta} is ON. With the desired invoices or charges selected, either select the menu (press [M]) and select the E Compress option (or simply press the letter [E] to run the compress). 38 Fidelio Front Office V Accounts Receivable

43 F Aging Posting Accounts Selecting the [F] option displays an aging breakdown of currently outstanding transactions for the chosen account. 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). G View Invoice By pressing [G] on a selected invoice, the system will display the Fidelio Front Office folio on the screen in the same way as in Front Office Folio History (for details on this screen, please refer to View Invoice Screen on page 19.) H Statement To produce an Accounts Receivable statement on demand, you can do one of two things. If you want a statement of all current outstanding amounts, just press the letter [H] (or select H Statement from the menu) and the current statement will be printed. If you want a statement that includes only specific transactions (or transactions with a 0.00), first select the items you wish to appear on the statement by marking them individually with the [+] key (you can also select all lines at once with the [-] key). When the lines are selected, press [H]. When the Printed message appears, press [Esc] to return to the Account menu. J 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. K Show Open/All Transactions This option is a toggle that allows you to display only the open transactions (i.e., those with an open balance) for the selected account or all transactions for the account. Fidelio Front Office V Accounts Receivable 39

44 Posting Accounts L Adjustment History This is similar to A Activity, but filters out all adjustments that have been performed for the selected account. When you press [L] on an invoice, a screen similar to the following shows every adjustment to the invoice since it was transferred from Front Office or created in Accounts Receivable. Figure 27 Adjustment History Column Contents Invoice. This is the invoice number associated with the transaction. T. This will always contain "A" for adjustment. Dept. The department code used to post the transaction. Amount. The amount of the transaction. Post Dat. The date the transaction was posted. Description. Any text that was entered into the Text field at the time of posting. User ID. The user ID of the person posting the transaction. Paid From. If an unallocated payment has been used to pay all or part of the balance for this account, this column will contain the invoice number of the payment (starting with [P]) to help identify which payments have been used for which purposes. 40 Fidelio Front Office V Accounts Receivable

45 Posting Research Research The Research option is designed to help you find invoices and transactions when you do not know all the necessary details of the transaction. For example, you can search for an invoice by the name of the guest related to the invoice (even though you do not know the Accounts Receivable account on which it was posted). You can search for all occurrences of a specific invoice amount so that the system will display all invoices over, say, You can even search for invoices paid by a particular check. Once you have found the invoice you need, you can access the account screen or, using the menu provided, perform any necessary operations on the selected invoice. When you select the Research option from the Posting menu, you must first enter your cashier password before you can continue the process. Once the password has been accepted, you are given the following prompt: Figure 28 Research Invoice Screen Field Explanation Invoice Number. Entering an invoice number here and pressing [Page Down] will display either a list showing all occurrences of that invoice (e.g., the original entry and all subsequent transfers and adjustments); or, if there is only a single occurrence, the Account screen for the account will appear at the top of the transaction list with the requested invoice. Date. Entering a specific date in this field and pressing [Page Down] will display all invoices for the requested date. From this list, select the required invoice and press [Enter] to display the Account screen for the relevant account. Amount (From/To). You can enter a single amount in both fields (if you want to find all occurrences of that specific amount) or you can enter a range of amounts in these fields and press [Page Down]. This will display a list showing all invoices for the amount(s) entered. From this list, select the invoice and press [Enter] to display the Account screen. Guest Name. If you are looking for a particular guest name on an invoice, enter the name (or first few letters of the name) in this field and press [Page Down]. This will display either a list showing all occurrences of the guest name or, if there is only a single occurrence, the Account screen for the relevant account will appear, with the requested invoice at the top of the transaction list. Fidelio Front Office V Accounts Receivable 41

46 Posting Research Payment Reference #. Whenever you post a payment (or a bank transfer) you should enter the check (or transfer) number into the Supplement field. The number is then stored as a payment reference number. By entering this number (or part thereof) here and pressing [Page Down], you can list the payment record and all invoices covered by the payment. If you wish to see the Accounts Receivable details for all accounts, leave the prompt fields blank and press [Page Down]. A screen similar to the following will be displayed: Column Contents Figure 29 Accounts List A/R Account. This shows the account name as it is entered on the profile. A/R Acc#. This is the Accounts Receivable account number that has been assigned to the account. Guest. This column contains the guest name associated with the invoice (this was the guest name on the Front Office folio). Date/Time. The date and time fields show the date and time that the guest was checked out of the Front Office system. Amount. This is the open amount of the invoice. Invoice. This column contains the invoice number. This number will be the invoice number (i.e., the Front Office folio number); the compressed invoice number (prefaced with the letter [Z]); or a new invoice (created from Accounts Receivable; the number is prefaced with the letter [N]). If there is no invoice or payment number, for example with group or quick check-outs, this column will show the letters NOBILL. 42 Fidelio Front Office V Accounts Receivable

47 Posting Research 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 (yes/no); information regarding transfer details (for example, Smith means transferred from Smith); the Supplement field, which may contain an explanation for the transfer and finally the Payment Reference # field containing the check or transfer number for the payment. Figure 30 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. Fidelio Front Office V Accounts Receivable 43

48 Posting Research Menu Options When you press [M] from the research function, Fidelio displays a shortened Transaction 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 just press the number from the posting screen, without first selecting the menu. Figure 31 Menu Options 44 Fidelio Front Office V Accounts Receivable

49 1 Pay Posting Research When you receive a payment that covers one specific detail on an Accounts Receivable account, you can select that detail with the cursor and [1]. On the bottom of the screen the valid payment methods are displayed. 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. When you select the desired method of payment, a screen similar to the one below is displayed: Field Explanation Figure 32 Payment Screen Amount. The full amount of the selected detail is defaulted into this field (you can change the amount 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 will contain the description of the method of payment selected. You can overtype this if necessary. Supplement. In this field, you should add the 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. Fidelio Front Office V Accounts Receivable 45

50 Posting Research 2 Account If you want to display all the details of an account to which an invoice is attached, press [2] and a screen similar to the following is displayed: Figure 33 Account Details Column Contents Date. This column will contain either the check-out date (for invoices) or the posting date (for all other items). Guest Name. This column will contain the name of the guest to which the folio applies or an explanation of the charge (e.g., unallocated payment). 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; the number is 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 show the letters NOBILL. Amount. This column will always show the original amount of the invoice, posting or payment. That is, the outstanding amount at the time the folio or posting was entered into Accounts Receivable (this may not necessarily match the amount transferred out of Front Office if the folio was 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 Menu. Pressing [M] or [Space] at this point will produce the transactions menu (refer to Transactions Menu on page 29 for a description of the menu). + 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 marked transactions on the account. 46 Fidelio Front Office V Accounts Receivable

51 Delete. Pressing the [Delete] key will delete the transaction currently highlighted by the cursor, only if the transaction has a zero balance. Posting Research 3 Adjustment It is possible to alter the amount outstanding 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 34 Detail Adjustment 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 in the actual amount (-24.00). Text. This field is displayed for information only 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. Fidelio Front Office V Accounts Receivable 47

52 Posting Research A Activity When you press [A] on a selected invoice, Fidelio will display a screen similar to the following that shows every related posting/adjustment, etc. pertinent to the selected invoice since it was transferred from Front Office or created in Accounts Receivable. Figure 35 Activity Screen Column Contents Invoice. This is the invoice number associated with the transaction. T. The codes used to describe the type of transaction are: F = Front Office transfer; P = Payment; C = Compressed; T = Transfer; and A = Adjustment. Dept. The department code used to post the transaction. Amount. The amount of the transaction. Post Dat. The date the transaction was originally posted. Description. Any text that was entered into the Text field at the time of the posting. User ID. The user ID of the person posting the transaction. Please note: You will not see any activities for other invoices on this account. If you want to see details of other transactions, use the option C All Activity from the menu.) 48 Fidelio Front Office V Accounts Receivable

53 D Transfer Posting Research You can transfer an amount (or partial amount) from one Accounts Receivable account to another. To do this, first place the cursor on the transaction detail you wish to transfer and press [D]. If any payment has been made to the item you selected, you are warned of this with a message Note: Partial Payment Made. Press [Enter] to remove this message before you continue. The following screen will be displayed: Field Explanation Figure 36 Transfer A/R Account. You can enter the "transfer to" account name here. If you enter a partial name, Fidelio will search through the customer database and display a list of all similar account names, from which you can select the appropriate account to which the transaction will be transferred. A/R Acct #. If you know the account number to which you wish to transfer the invoice, type the number in this field and press [Enter]. Amount. Once you have selected the transfer target, enter the amount you wish to transfer. The entire amount of the highlighted invoice is defaulted into this field. If you only wish to transfer a portion of the invoice, overwrite the full amount with the amount of the portion you are transferring. Text. This field is not accessible here, but it contains the account name of the from account preceded by an arrow facing left (inferring "from"). Supplement. You can make any entry you require in the Supplement field to explain why the transfer was made. Press [Enter] to complete the transfer. When you have posted the transfer, you will notice that the modified invoice is now identified by the ( ) symbol to the immediate right of the open balance amount. You will also notice that whenever the cursor is sitting on the invoice you transferred, the "transferred to" account name (preceded by a right-facing arrow) and the supplement text is displayed on the bottom border of the transaction screen. Please note: The to and from transfer details will always remain with the transaction. For example, if you look at the account from which the transfer was made, you see the zero amount line. If you put the cursor on this line, the account name (preceded by a right-facing arrow) to which the transfer was made as well as the text from the Supplement field, is shown on the bottom border of the transaction screen. When you look at the account to which Fidelio Front Office V Accounts Receivable 49

54 Posting Research the transaction was transferred and select the detail with the cursor, the name of the account (preceded by a leftfacing arrow) from which it came and whatever text is in the Supplement field is shown on the bottom border of the transaction screen. G View Invoice By pressing [G] on a selected invoice, the system will display the Fidelio Front Office folio on the screen in the same way as in Front Office Folio History (for details on viewing an invoice, page 19). 50 Fidelio Front Office V Accounts Receivable

55 Posting Credit Cards Credit Cards The Credit Card option allows the user to view and print details of credit card payments from Front Office and to bill the credit card companies for whatever is outstanding. Once billed, the payment details are consolidated into a single-line item. Please note: All credit card transactions are automatically transferred to Accounts Receivable as they occur. You can access these transactions at any time by looking up the appropriate credit card account through the Account option on the Posting menu. The Credit Card option is mainly used to compress the transactions into daily summary amounts. After selecting the Credit Card option and entering your cashier password the following screen is displayed: Figure 37 Credit Card Company Search Field Explanation Credit Card Company. Enter the name of the credit card company with which you want to work or, by leaving the field blank and pressing [Enter], you can display a pickbox of current credit card companies from which you can select the required company. Highlight the name of the credit card company and press [Enter]. Invoices From. In this field enter the start date of the period for which you wish to view the settlements to the selected credit card. The default is one month earlier than the system date, but this can be changed as required. Invoices To. In this field you can enter the end date of the period for which you wish to view the settlements to the credit card selected. The default here is the current Fidelio Front Office date, but this too can be changed as required. Fidelio Front Office V Accounts Receivable 51

56 Posting Credit Cards When you have filled in the required criteria, press [Enter]. A screen similar to the following will be displayed: Figure 38 Posted Credit Card Bookings Remember, this screen is displaying the posted credit card bookings (i.e., the actual postings that were made to guest folios). You will most likely use this screen to compress a group of postings into an amount that matches the daily summary sheet sent to the credit card company for payment. Column Contents Date. This column contains the date on which the credit card charge was posted. Guest Name. This column displays the name of the guest to which the credit card posting was made. Invoice #. This column shows the invoice number assigned to the credit card posting. Amount. This column will always show the original amount of the credit card posting. That is, the actual amount posted to the guest account. Paid. This column will display the amount paid (by the credit card company) if any payment has been applied to an individual transaction. Open. This column will show the amount currently remaining open (outstanding) on any given transaction (i.e., Amount minus payment). Available Options + Mark/Unmark Line. Use the [+] key to mark any single line required. At the bottom of the screen, the system will display the total amount of all marked lines. */- Mark/Unmark All Lines. Use the [*] key to mark all the lines at once and the [-] key to unmark all of the lines. P Print and Compress Marked Postings. When selecting the option to consolidate credit cards, the user will have the ability to print the statement in the local currency, the credit card currency or the reference currency, depending on the parameter settings. Pressing the letter [P] to print the marked lines will not only print the marked lines, but it will automatically consolidate them into one line! When you do this, the system displays a window into which you can enter comments which will then appear on the bottom of the print-out. Fidelio asks: Start consolidating Credit 52 Fidelio Front Office V Accounts Receivable

57 Posting Credit Cards Cards? Yes/No. If you respond with [Y], the printed lines will be removed from the journal. All lines are compressed into one single line which will appear in the city ledger when the credit card company name is entered in the debitor prompt. Also, the period of the consolidated entries is displayed. Please note: You cannot "unconsolidate" the entries once you have consolidated them, so you should use the option Information Print-out [I] (see below) until you are absolutely certain you want to consolidate the selected lines. Please note: If the parameter No VAT For Foreigners {isrealvat} is ON, the user will not be allowed to post new charges or make adjustments. I Information Print-out. Press [I] to print the marked lines for information only. You can enter remarks on the display which will be printed on the bottom of the print-out. Enter the required text or press [Page Down] and press [Y] to start printing. The printed information includes the date, the name of the guest, the invoice number, the credit card number and expiry date, the issue and start number (if applicable), the open amount and the outstanding total. Below is an example print-out: American Express Date: Page: 1 Period: Date Name Invoice Card # Expy Issue Start Open Broadhurst / Bloom / Young Henderson Thompson Dread Brewster Richardson Mulberry Total $ Figure 39 Information Print-out Fidelio Front Office V Accounts Receivable 53

58 Posting Credit Cards 54 Fidelio Front Office V Accounts Receivable

59 Collection Collection Overview Overview This menu gives you access to the collection processes. These are functions such as printing reminder letters, checking the mailing history (i.e., to find out which letters have been sent to a customer and when), printing batch statements or checking and modifying traces that you have assigned to customers' accounts. Figure 40 Collection Menu Menu Options Print Reminder Letter. View and print reminder letters that are due. Mailing History. View a customer s reminder letter mailing history. Batch Statements. Print several account statements at once. Traces. Send internal messages to staff. Fidelio Front Office V Accounts Receivable 55

60 Collection Print Reminder Letter Print Reminder Letter The Reminder Letter option is used to view and print the reminder letters that are due. The creation and timing of reminder letters depends entirely on the setup of Fidelio Accounts Receivable. To determine whether or not a reminder letter is due, the system uses the Reminder Cycle (Setup menu) which you set up in conjunction with the Account Type and checks the parameter Minimum Number of Days Between Sending Two Reminder Letters in the Global Defaults option. If there is an outstanding amount on an account that has aged by the qualifying number of days and the account is of the defined type, the system will automatically select the appropriate letter to send. In addition the system can be configured so that a second reminder is never sent unless the first one has gone to the account, irrespective of the number of days an invoice is outstanding (for details on this configuration, refer to Simple Reminders on page 82). Before any letters are actually printed, the system allows you to preview the letters. From this preview screen you can choose whether or not to send a particular letter to a customer that has qualified for one or you can customize the existing letter to the specific needs of a given customer. When you select the Reminder Letter option from the Collection menu, you will be asked to enter the account type and/or the range of accounts for which you wish to preview the reminder letters. Figure 41 Reminder Letter Search If you leave the range selection fields blank and press [Page Down], you will first see the prompt Start Generating Letters Y/N? If you answer [N] the program is canceled and you are returned to the Collection menu. If your answer is [Y], you will see the system searching the databases for any accounts that meet the criteria defined in the reminder cycle and which should, therefore, receive a reminder letter. 56 Fidelio Front Office V Accounts Receivable

61 Once all the qualifying accounts have been found, the system provides you with a list to preview: Collection Print Reminder Letter Figure 42 Reminder Letters List Column Contents A/R Account. This is the account name to which the letter will be sent. Reminder Letter. This is the name of the reminder letter that will be sent to the customer. This name is defined when the reminder letter is first created (using the Setup menu). Age. This is the number of days that a transaction has to be outstanding before the reminder letter is generated. Please note that if your system has been set up to work with simple reminder letters, outstanding invoices that have not received a reminder yet will show up as first reminders, even when according to their aging they might fall into the second or third reminder bracket. Available Options View. Pressing [Enter] allows you to view the contents of the selected letter. If modifications are necessary, you can make them at this time. When you press [Esc] to return, if you have made any changes to the letter, you will be asked Save Changes? Yes/No. If you want these changes to be accepted, make sure you respond with [Y]. DEL Delete. If you want to completely delete a letter for a particular account, select the appropriate letter with the cursor and press [Delete]. The letter record for that account then ceases to exist. Please note: This function does not delete the letter format, it only deletes the letter that would have been sent to the customer. + Mark/Unmark. If you only wish to print some of the letters, you can do so by marking the letters you want to print out with the [+] key. A check mark ( ) appears next to the entry to show that it is marked. The [+] key is a toggle, so if you need to unmark the letter, press [+] a second time on the required letter. The check mark is gone and the letter is unmarked. - No Print. If you want to skip this record because you do not want to print a reminder until the next reminder cycle has been reached, highlight it with the cursor and press [-]. When you use [F10] to print all the letters on the list, the reminders marked with a minus sign [-] will not be printed. They are removed from the list of due reminder letters and will not appear again until the next aging period has been reached. Fidelio Front Office V Accounts Receivable 57

62 Collection Print Reminder Letter P Print. If you want to print a single reminder letter, select the desired letter and press the letter [P]. This will cause the letter to be printed directly without further warning. F10 Print All. This function is used to print all the due letters. You have two options: You can either print only those letters you previously marked with [+] or you can print only the letters that were not marked previously. Once a letter is printed, a "P" appears next to the age amount on the screen and from that moment on, the system considers the letter as having been sent to the customer (refer to Mailing History on page 59). Statements and Reminders A new function has been implemented that will give the user the ability to print the information from the Second Address database on the statement and reminder letters. This new function is called AR_FULL2ND(). If no Second Address exists, the function will return an empty string. A new code can be used for this, or the expression in the existing code «CUST_ADDR» can be enhanced. Example: (iif(is2ndaddr(),ar_full2nd(),ar_fulladd()) Explanation: The function IS2NDADDR() will check if a Second Address exists for this guest. The address information will be printed based on the following priority: Second Address (GSTADDR.DBF) A/R address (FA_CUST.DBF) Profile address (GAESTEST.DBF) A new function has been implemented, similar to the AR_ADDRESS() function to accommodate the ability to print each line of the Second Address. The function is called AR_ADDR2(). The function can be added to the existing codes «ADDRLINE1» etc. or new codes can be defined. Example to include in existing formula for «ADDRLINE1»: Explanation: (iif(is2ndaddr(), ar_addr2(1,.f.), ar_address(1,.f.)) If a Second Address exists, the First Address line will be printing information from the Second Address database (GSTADDR.DBF), otherwise the First Address line will contain the information from the Profile database (GAESTEST.DBF). 58 Fidelio Front Office V Accounts Receivable

63 Collection Mailing History Mailing History With this option you can check the Mailing History of any given customer at any time and see which letters have been sent and when. You may look at just a specific period if necessary, so when you select this option from the menu, you are prompted to enter a date range through which to search. Figure 43 Mailing History Search If you leave these fields blank and press [Page Down], the mailing history for all accounts will be displayed on a screen similar to the following: Figure 44 Mailing History for All Accounts Fidelio Front Office V Accounts Receivable 59

64 Collection Mailing History Column Contents Date. This is the date that the letter was printed. A/R Account. This is the account name to which the letter was sent. Reminder Letter. This is the name of the reminder letter that was sent to the customer. This name is defined when the reminder letter is first created (using the Setup menu). Age. This is the number of days that a transaction has to be outstanding before the reminder letter is generated. This means that at least one transaction this old has been found outstanding on the account. Available Options View. Pressing [Enter] allows you to view the contents of the selected letter. If you need to modify the letter and resend it, you can do so from here. When you press [Esc] to return, if you have made any changes to the letter, you will be asked Save Changes? Yes/No. If you want these changes to be accepted, make sure you respond with [Y]. P Print. If you want to print a single reminder letter, select the desired letter and press the letter [P]. This will cause the letter to be printed directly. 60 Fidelio Front Office V Accounts Receivable

65 Collection Batch Statements Batch Statements This option enables you to print many account statements at once (in a batch). This is very useful for mass mailings. You are given a number of selection criteria to choose which accounts to include. However, the program will only include accounts if the field Include in Batch Statements? (defined in Account Setup) has been set to [Y]. When you select this option from the menu, you are presented with the following selection criteria: Figure 45 Batch Statements Field Explanation Account Type. If you want to print account statements for one or more account types only, you can enter the account type(s) here. If your entry is not correct, the system will display a multiple pickbox from which you can mark all desired account types with the [+] key. From Acc. No. / To. If you want to print account statements for a certain range of account numbers, you should enter the range here. Minimum Balance. This initially defaults to 0.01 in order to catch all accounts with any debit balance. However, you can override this with any value you choose. The value entered here is the minimum balance an account must have in order for a statement to be produced. Print Zero Balances. This field gives you the option of including account statements with zero balances. The default here is [N]; i.e., unless you change this to [Y], accounts with zero balances are excluded from the batch statement. Date of Last Activity From / To. The dates in these fields automatically default to the date on which the last batch statements were processed. You can define a new range by entering a new date into the To field. If you define a range here, the system includes all accounts who had activity during that range. Please note: This is a criteria range and not a print range. Statements are only printed for accounts that have had transactions in the given period of time, otherwise no statements are printed (even if there are open transactions on an account). Fidelio Front Office V Accounts Receivable 61

66 Collection Batch Statements Print Full Statement. If you want to make sure that a full statement is printed, set this field to [Y]. In this case, Fidelio will also print details that are dated before the From date of activity on the condition that the system finds at least one record that falls within the specified From and To dates. Records dated after the To date will not be printed. Summary by Guest Check. This option is useful for hotels which are using the direct posting option from the Point of Sales to Accounts Receivable and have set up the POS to break down the postings into itemizers. This option will help make your statements look more readable. It compresses the itemized postings and prints one line per guest check on the statement. Just as with the Front Office folio style Summary by Check Number Fidelio will print the description of the default arrangement code of the department code of the first itemizer. Balance Forward Date. The balance forward date can be very useful when you are printing a new statement and want to include a total of the details sent with the last statement. Simply enter the required balance forward date in this field. Fidelio will then summarize all postings for this and all previous dates and print the total into one line. When you have selected the type of statement you want to print, press [Page Down]. The system will display a box called Promotional Text in which you can enter two lines of text. Anything you enter here will be printed on the batch of statements you are about to print. Please note that this information is not stored anywhere but only printed on the statements. In order to skip the text box, press [Page Down]. You can now select in which order the statements are to be printed. You can sort the statements alphabetically by Account Name, numerically by Accounts Receivable Account Number or in Country order by Postal Code. After selecting the desired sort criteria, the message Start Printing? Y/N is displayed. With [N] you can cancel the printing of the statements. With [Y], all account statements that match your selection criteria will be printed. 62 Fidelio Front Office V Accounts Receivable

67 Collection Traces Traces Traces are internal messages to the staff and 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 also create a trace report, which shows all outstanding traces based on the action date. With this option, you can view and edit all traces that have been created for a selected action date. Please note: You cannot create new traces with this option. New traces are entered via the Accounts menu. When you select the Traces option from the menu, you first need to enter the Trace Date, i.e., an action date for which you want to see traces. The default is today's date. If the system cannot find any traces for the required date, it will display an appropriate message. If traces exist for the selected date, the following screen is displayed: Figure 46 Trace Screen Column Contents Date. This is the action date for the trace. It corresponds to the trace date you have entered above and refers to the date on which the relevant action is to be carried out. Trace. This column displays the first 30 characters of the trace text. If the message is longer than that, you can view it in the lower half of the screen when the cursor highlights the respective trace. Available Options Edit. You can edit the trace you are viewing by pressing [Enter]. The first field you can change is the Action Date field. If you want to change the date to a future date, type the new date in the field and press [Enter] (or [Esc] if you do not wish to change the text). Above the first line of text, the system displays the creation date and the ID of the user who first created the trace. This information cannot be changed. Del. If you wish to delete a trace, select the required trace with the cursor and press [Delete]. When you are asked: Are you sure? confirm your intention with [Y]. Fidelio Front Office V Accounts Receivable 63

68 Collection Traces 64 Fidelio Front Office V Accounts Receivable

69 Reports Reports Overview Overview An important function of an Accounts Receivable department is reporting. Fidelio Accounts Receivable offers comprehensive reporting features with several pre-defined reports and an unlimited number of user-definable reports (for detailed information on creating reports, see the Front Office Setup Manual, Writing Reports section). In much the same way as the reports are accessed in the Front Office system, selecting the main menu option Reports loads the report program and presents a list from which to choose the desired report. In accordance with Fidelio standards, reports can be printed to paper, the screen or a data file as required. Provided Reports Aging Report. Lists all the currently outstanding balances for all (or a range) of accounts. Aging Summary Report. Condensed version of Aging report, showing a single line entry of aged amounts for each account type. Credit Limit Report. Lists all accounts that have exceeded their pre-defined credit limits. Days Credit Sales. Allows you to assess how many past days of city ledger transfers it would take to equal the current balance. Posting Report. Detailed aging report. Fidelio Front Office V Accounts Receivable 65

70 Reports Aging Report Aging Report The aging report (procedure FA_AGING) lists all the currently outstanding balances for all (or a range) of accounts, listing the balances by aged amount in columns across the report. The aging used depends entirely on the hotel, as these periods are user-definable. When you select the Aging Report from the Reports menu, the following query window is displayed: Figure 47 Aging Report Definition Field Explanation Account Type. If you enter a specific account type in this field, the report will only list information for customers with that account type. If you leave this blank, all account types will be printed. To Date. You can choose to print the aging report as of a specific date only by entering the date here. This field always defaults to "today's" date. Show Full Address. If you set this to [Y], the full address of every account will be printed on the report. If you leave this as [N], only the account name prints. Show Aging %. If you want to see the outstanding balances for each account shown as a percentage of the overall account balance rather than an actual amount, set this to [Y]. In that case no currency amounts will print. Min. Amount. If you only want to include accounts whose outstanding balances exceed a certain amount, enter the amount in this field. Show Amounts Older than (Days). Sometimes you may want to search for outstanding balances which are older than a certain number of days. In this case you can enter the number of days here before running the aging report. Aging by Month. The default in this field depends on the setting of the parameter Monthly Aging in the Global Defaults option. If the parameter has been activated, the default here will be [Y], otherwise [N]. If you choose monthly aging, 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. 66 Fidelio Front Office V Accounts Receivable

71 Reports Aging Report Once you have made your selection, press [Page Down]. The system now displays the sort criteria for the report: Figure 48 Aging Report Sort Criteria The next prompt asks if you wish to print the report with zero balance invoices. The final output can be sorted by account Name or Account Number or sorted (and subtotaled) by Account Type and within each account type, by either Account Name or Account Number (if the account type sorts are selected, the figures for each account type will be printed on a separate page, showing the account type totals, a single entry showing the totals for all other account types and the total of the Accounts Receivable ledger). Please note: You can print this report in the night audit, if desired. Simply place the procedure FA_AGING in either the FOREGROUND or the BACKGROUND section of the night audit. Fidelio recommends to include the report in the BACKGROUND section since it may take some time to prepare and print the report. The report is sorted by account type and name. Fidelio Front Office V Accounts Receivable 67

72 Reports Aging Summary Report Aging Summary Report This report (procedure FA_AGETS) is a condensed version of the Accounts Receivable Aging Report and shows a single line entry of aged amounts for each account type. After selecting this report you receive the following prompt: Figure 49 Aging Summary Report Defnition The default in this field depends on the setting of the parameter Monthly Aging in the Global Defaults option. If the parameter has been activated, the default here will be [Y], otherwise [N]. If you choose monthly aging, 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. After making your selection you can choose to print the report or to display it on the screen. Please note: The accruals printed on the bottom of the report show the amount that is still to be transferred from Front Office (using option Transfer Front Office Data from the Accounts menu). 68 Fidelio Front Office V Accounts Receivable

73 Reports Credit Limit Report Credit Limit Report This report (procedure FA_CRED) lists all accounts that have exceeded their pre-defined credit limits. The report shows the account name, the credit limit, the current balance and the amount by which the account is over the credit limit. The only prompt for this report is the screen/print prompt. Fidelio Front Office V Accounts Receivable 69

74 Reports Days Credit Sales Report Days Credit Sales Report The Days Credit Sales Report (procedure FA_DCSO) allows you to assess how many past days of city ledger transfers it would take to equal the current balance. The only prompt for this report is the screen/print prompt. The report is based on the following concept: Let us assume the current date is and the Account Receivable balance is $10, The Days Credit Sales Report looks at the last transfers to find out how many days it would take (assuming the transfer activity would continue as before) to equal this balance. Transfer Date Amount No. of Days Accrued Total $2, $2, $1, $3, $1, $5, $3, $8, $2, $11, The table shows that the current balance of $10, would be equaled between day 4 and day 5. This means it will take at least four days. The procedure FA_DCSO determines the exact number of days by subtracting from the balance the accrued total of all complete days ($10, $8, = $2,050.00) before reaching the current balance. Then it calculates the percentage this represents with regards to the last complete day's worth of transfer. $2, represents % of $3,400, the transfer amount from , the last complete day. Consequently, the "Days Credit Sales" are 4.73 days, because this is when the current balance is met. 70 Fidelio Front Office V Accounts Receivable

75 Reports Posting Report Posting Report This report (procedure FA_POST) could be thought of as a detailed aging report. It shows the details of all outstanding postings on all accounts and is sorted by account name only. When you press [Enter] from this report prompt, the following prompt is displayed: Figure 50 Posting Report Definition Account Type. You can have this report printed for a specific account type by entering the desired account type code here. Leaving this field blank prompts the report to print the details for all account types. Print Postings Older than (Days). By entering a number in this field you can determine which transactions will be printed on the report. Only those transactions that have been outstanding longer than the number of days you entered in this field will appear. Aging by Month. The default in this field depends on the setting of the parameter Monthly Aging in the Global Defaults option. If the parameter has been activated, the default here will be [Y], otherwise [N]. If you choose monthly aging, 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. Fidelio Front Office V Accounts Receivable 71

76 Reports Posting Report 72 Fidelio Front Office V Accounts Receivable

77 Setup Setup Overview Overview The Setup function is designed to allow the definition of codes (such as account type and reminder cycle), reminder letters and the system parameters. Menu Options Figure 51 Setup Menu Text Format. Use this option to create or modify any of the standard text formats (e.g., Account Statements, Reminder Letters). Reminder Cycle. Define which reminder letters will be sent to customers and when the desired letter should be sent. Account Types. Define Account Type codes to use in the Accounts Receivable module. Global Defaults. Define the parameter settings that will be used throughout the Accounts Receivable module. Initialize Database. If you are converting from an old Fidelio Accounts Receivable version to a newer version, you should use this option. Fidelio Front Office V Accounts Receivable 73

78 Setup Text Format Text Format This function is used to create and/or modify any of the standard text formats (i.e., Account Statements and Reminder letters). Statements are produced to show the customer the current status of their account. As these are user-definable, their appearance and function can be designed individually according to the hotel's requirements. Reminder letters are customized standard texts which are sent to customers to remind them of how much they owe you and how long the amount has been outstanding. With this function you can create as many statement types and standard letters as you require, in whatever format your hotel desires. Once these have been created, they can be assigned to specific account types to be printed as needed. When you need to create, modify or delete either a statement or a reminder letter format, select the Text Formats option from the Setup menu to display a screen similar to the following: Figure 52 Text Format Preview When one or more reminder letters/statements exist, you will see a display of the letter or statement name (in the box on the right of the screen) and the text of the letter/statement (in the box on the left). The box on the left displays the text of whichever text format is highlighted by the cursor. Available Options Modify. When you highlight a text format and press [Enter] you gain access to the content of the text format. Once you are in the edit mode, there are several edit functions available to help you define (or edit) the text format selected. F1 Help. Pressing [F1] will display a Help window that will list and identify all the available keyboard codes for the text editor. F3 Insert Code. Pressing [F3] from within the body of the text format allows you to select a particular code from the list displayed and insert that code into the text at the current position of the cursor. When you press [F3], instead of seeing every single code available, the codes are broken down into six logical categories from which you can choose the required one. Under each of these categories you will find all of the codes needed to create a reminder letter or an account statement. The categories are Guest/Accounts -containing all guest/account name and address details; Open Items - containing all transaction amounts, aging details, folio numbers, etc.; Reminder Letters - containing the blocks, details and totals by period (see Creating a Reminder 74 Fidelio Front Office V Accounts Receivable

79 Setup Text Format Letter); Formatting - containing form feed and user id; Printer Codes - containing the number of characters per inch, bold, italic underline functions; Date/Time - containing various international date formats and the time of day; and Statement - containing aging period totals, overdue amount and total balance, used to produce an account statement. For a complete list of available codes, refer to Codes Available for Reminders and Statements on page 91). Once you have found the required code, place the cursor on the code and press [Enter] to place the code in the body of the text format at the current cursor position. Esc Exit. Pressing [Esc] will take you directly out of the text editor. If you have made any changes to the text you will be asked Save Changes? Yes/No. You are also asked for the name of the text file to which the letter or statement is to be saved (in case you need to change it). Press [Enter] to return to the Text Format menu. * Search. This function allows you to search through all the existing text formats for a particular character string (e.g., a word, a sentence or a specific code). When you press the asterisk [*], a search prompt (Scan all texts for:) is displayed at the top of the screen. Type in the character string that you wish to find and press [Enter]. If a match is found in any letter or statement, the name of the text format is displayed in a list on the right side of the screen. The text of the first text format in the list is displayed in the box on the left. F Format. Pressing the letter [F] will show you the format (i.e., the paper size and margin details) for the highlighted letter or statement. You can make changes to these details here if necessary. Field Explanation Figure 53 Format Screen Text Name. Here you can change the name of the text, if required. Written By - On / Read/Changed By - On. These read-only fields show the author of the text and when the text was changed last time. Page Length. Enter the page length in number of lines. There are generally six lines to the inch. Please make sure that the setting here corresponds to the line setting on your printer. Page Width. Enter the width of the page in number of characters. The standard setting here is usually 80. Left/Right Margin. Enter the number of characters you would like to use for the left and right margins respectively. If you are using a 10 cpi font, then 10 characters equal one inch. Fidelio Front Office V Accounts Receivable 75

80 Setup Text Format Top/Bottom Margin. Enter the number of characters you would like to use for the top and bottom margins. The standard setting here is four. Tabs. Define the number of characters that you want to use for tab stops. Again, the standard setting is four. Font (10/12/16). Here, you can specify the point size which you want to use for your documents. 10 takes the most space, 16 the least. Heading Line On. This field determines on which line Fidelio will print the header text. Heading Text. If you want to print a line of text at the top of each page as a page header, you can enter that text in this field. If you want to include the page number in the header, type in the «PAGE» code at the position where you want the number to appear. The code delimiters are special characters and can be created by typing in [Alt+174] and [Alt+175] respectively. Fidelio will replace the code with the page number when you print the text. Footnote On. This field determines on which line Fidelio will print the footnote text. Footnote Text. If you want to print a line of text at the bottom of each page as a page footer, you can enter that text in this field. If you want to include the page number in the footer, insert the «PAGE» code at the position where you want the number to appear. Fidelio will replace the code with the page number when you print the text. Start Repeat Line/End Repeat Line. If you are using stationary with a pre-printed box or lines for your reminders and statements, you have to define the area on the paper on which the outstanding amounts are to be printed. In this case use the fields Start Repeat Line and End Repeat Line to specify the beginning and the end of this area. Please make sure that these fields are never set to zero. When you press [Esc] after making any changes, you are asked Save Updates as Standard Format? Answering [Y] to this prompt will mean that the format change you made will be used as the standard format for all future letters created (this will not affect the format of any existing letters). Answering [N] to this prompt, means that only the specified letter will contain the format changes you made. Options (cont.) INS New. If you press [Insert], you can create a completely new text format (i.e., reminder letter or statement). The system recognizes the fact that you may not wish to type the whole layout over again, so you are asked if you wish to copy the text from the text format currently highlighted with the cursor. This can be very helpful, especially if you have a complicated code setup in the letter/statement and only need to change a little of the text. Make sure that when you do want to copy a text format that you have the cursor placed on the correct letter before you press [Insert]. Once you answer the Copy from Current Text? prompt with [Y] or [N] you will be in the edit mode and can change or add text in your newly created text format, respectively. DEL Delete. Placing the cursor on a selected text format and then pressing [Delete] will cause the text format to be deleted completely from the system as long as the format is not attached either to a reminder cycle (for reminder letters) or to an account type (for statements). Before the format is deleted, you are asked Are you sure? Yes/No to which you must give the appropriate response. I Import. This function allows you to import the content of an existing text file into a selected text format. When you press the letter [I], the prompt Text file for import: appears in the top left corner of the screen. At this point, you can enter the name of a specific file or leave this prompt blank and press [Enter] to display a list of text files in the current (FO_DATA) directory. When you select a file from the list displayed (by highlighting the file with the cursor and pressing [Enter]) the content of the file is appended to the end of the text format you have selected on the right side of the screen. E Export. This function is used when you want to copy the contents of a text format to a file which you can then copy either to a diskette or into a word processing system. If you want to use, say, WordPerfect instead of the Fidelio editor to edit a reminder letter, you would export the text to WordPerfect, make the changes then import the changed document back into the selected letter. 76 Fidelio Front Office V Accounts Receivable

81 Creating a Reminder Letter The following steps are designed to help you create a new reminder letter from scratch. Our example letter (below) is a second reminder letter and is made up of two separate parts: a) reference to the overdue invoices and Setup Text Format b) conditional mention of those still current (i.e., 0-30 days). Conditional mention means that if there are no current invoices for an account with overdue invoices, the second section will not print. Fidelio Front Office V Accounts Receivable 77

82 Setup Text Format September 1, 1999 International Sprockets Inc Attn: Bill Smith 1258 Rocky Mountain Drive Wilberforce Godwanaland Dear Mr. Smith, Our records show that, to date, we have not received payment for the following invoices. If you have already sent payment, please disregard this notice. Date Inv # Age Guest Name Open Paid Bradley Marks Spencer Quentin Overdue Amount Below are the most recent additions to your account. Please be so kind as to remit payment for these invoices together with those defined above. Date Inv # Age Guest Name Open Paid Peters Watts Current Amount We would appreciate your attention to these invoices at your earliest convenience. Thank you, Mr. P. Johnson Credit Manager Figure 54 Sample Reminder Letter 78 Fidelio Front Office V Accounts Receivable

83 Setup Text Format To create this letter, you will need to use the following steps: 1. From the main menu, select Setup and press [Enter]. 2. From the Setup menu, select Text Format and press [Enter]. 3. Press [Insert] to create a new letter. The message Copy from Existing Text? Y/N is displayed. For this example, select [N] (the default) and press [Enter]. 4. The system now presents you with a blank green box. This is where you will enter the body of the letter. The first thing we want to place the letter date. Move the cursor to the place where the date should print and press [F3] to display the available code options. 5. From the list of options, select the Date/Time option and press [Enter]. 6. From the list provided, select the desired date format (we are using the English format) with the cursor and press [Enter]. The code «DATE_E» appears at the cursor position. 7. Next, you need to print the account address. Move the cursor to the position where you want the first line of the address and press [F3] to display the available code options. 8. From the list of options, select the Guest/Accounts option and press [Enter]. There are many ways to create the address details required. You can print each line using the individual codes or, as we will do in this example, you can use the Full Address option. 9. Highlight the Full Address option with the cursor and press [Enter]. You will see that the field «CUST_ADDR» appears at the cursor position. 10. Next comes the salutation to the reader. Move the cursor to the desired starting point in the body of the letter and press [F3] to display the available code options. 11. From the list displayed, select the Guest/Accounts option and press [Enter]. 12. From the list displayed, find and select the Salutation Code (CUST_SALU). Press [Enter] to place the code in the letter. 13. Once you have the address and salutation details in place you can begin the actual text. Move the cursor to the position you want the letter to begin and start typing your text (i.e., "Our records show...etc."). 14. After the line that ends "... please disregard this notice" we make reference to the invoices currently overdue. First we have to set up the header for the invoice list. Place the cursor at the point were the first line of the header should print and type a line of underscores [ _ ]. At the end of the line, press [Enter] to move to the next line. 15. With the cursor in the first position under the header, type the column titles (you will have to experiment to get these in exactly the right place as where they actually print depends on the font you are using.) 16. Next, move the cursor to the following line and type another line of underscores [ _ ]. Press [Enter] to move to the next line. 17. Now we are at the place where the invoices are to be listed. First, we have to define the parameters within which the system must search to find the invoices to list. In this first part of the letter, we want to show all outstanding invoices except those that are still current (i.e., 0-30 days old). Since the aging days are user-defined, Fidelio uses blocks to define the various periods, i.e., Block A = this period (the period relating to the selected reminder cycle); Block B = all other periods (except the current period for the selected reminder cycle); and Block C = the actual current period. Using these blocks, you can define combinations as required. For example: Block AB = this & earlier periods; Block ABC = this, earlier and new invoices and so on. As the first group of invoices to be listed contains everything except the current ones, we will use the combination Block AB. In order to list these invoices in detail, we need to use the REPEAT command in front of the Fidelio Front Office V Accounts Receivable 79

84 Setup Text Format field definitions (if we do not do this, we will get only the first transaction found). This is done by pressing [F3] to display the available code options. 18. From the list displayed select the Reminder Letter option and press [Enter] to display the options available. 19. Find and select the REPEAT_AB option (details for this & earlier periods) and press [Enter]. 20. The code «REPEAT_AB» is now in the first position of the line. To add the required fields (date, invoice number, age, guest name, open balance and paid), move the cursor to position immediately after this field and press [F3] once again. 21. From the list displayed, select the Open Items option and press [Enter]. 22. Find and select the OP_DATE (Billing date) field and press [Enter] to place the field in the text. 23. Move the cursor to position immediately after the field definition and repeat steps 21 & 22 for each of the following field codes: OP_BILL (Invoice #), OP_AGE (Age), OP_GUEST (Guest name), OP_TOTAL (Open balance) and OP_PAID (Paid-to-date). 24. Repeat step 16 to create the line below the transaction list. 25. Now you must place the overdue total line into the text. Move the cursor to the position you want the total text to appear and type the words Overdue Amount. 26. Next, the amount. Move the cursor to the right of the word "amount" and press [F3]. 27. Select the Reminder Letter option and find and select the field definition TOTAL_AB (Total overdue). 28. Press [Enter] to place the code in the letter. 29. The next portion of the letter deals with the current invoices. Because we will be dealing with a different block (i.e., current, not overdue), we have to first define the beginning position of that block in the letter. Press [F3] and select the Reminder Letter option. 30. Find and select the BLOCK_C (block for new invoices). Press [Enter] to place the code in the letter. 31. Notice that the code «BLOCK_C» has appeared at the selected position. This code does not print on the letter, however, if there are no current invoices, this code will cause the whole "Current" section of the letter (i.e., the text between «BLOCK_C» and «BLOCK_END») not to print at all. 32. Now you can type your introductory text (i.e., "Below are the most recent..."). 33. When you have completed the text repeat steps 14, 15 and 16 to create the header for the current invoice list. 34. As in step 17, we have to list the current invoices separately, so we need to use the REPEAT command in front of the field definitions, this time for Block C. First, press [F3] to display the available code options. 35. Select the Reminder Letter option and find and select REPEAT_C (New invoices). Press [Enter] to place the code in the letter text. 36. The code «REPEAT_C» is now in the first position of the line. To add the required fields (date, invoice number, age, guest name, open balance and paid), move the cursor to position immediately after this field and press [F3] once again. 37. From the list displayed, select the Open Items option and press [Enter]. 38. Find and select the OP_DATE (check-out date) field and press [Enter] to place the field in the text. 39. Move the cursor to position immediately after the field definition and repeat steps 37 & 38 for each of the following field codes: OP_BILL (Invoice #), OP_AGE (Age), OP_GUEST (Guest name), OP_TOTAL (Open Balance) and OP_PAID (Paid-to-date). 40. Repeat step 16 to create the line below the transaction list. 80 Fidelio Front Office V Accounts Receivable

85 Setup Text Format 41. Now place the current total line into the text. Move the cursor to the position you want the total text to appear and type the words Current Amount. 42. Next, you have to define the amount. Move the cursor to the right of the word "amount" and press [F3]. 43. Select the Reminder Letter option and find and select the field definition TOTAL_C (Total Current). Press [Enter] to place the code in the letter. 44. Now, we can produce a total of everything owed to us by the client. First, move the cursor to the position you want the grand total text to appear and type the words Grand Total. 45. Now define the amount. Move the cursor to the right of the word "Total" and press [F3]. 46. Select the Reminder Letter option and find and select the field definition TOTAL_ABC - Grand Total (overdue+current) and press [Enter] to place the code in the letter. 47. Before you type the closing text (i.e., "We would appreciate..."), enter the END BLOCK command. This will indicate the end of the block to be left out if there are no current invoices. Press [F3] and select the Reminder Letter option. 48. Find and select the BLOCK_END (End of Block) code (this code is common to all blocks, so there is no block letter associated with it). Press [Enter] to place the code in the letter. 49. Notice that the code «BLOCK_END» has appeared at the last cursor position. 50. Now type your closing text. 51. When you have finished entering the text, press [Esc] to exit the function. 52. You will be asked Save Changes? Yes/No. Respond with [Y]. 53. Then you will be asked to give the letter a Text Name. This name is used in the pickbox so you should use as logical a name as possible. This will make selecting the correct letter considerably easier for the users. The letter in the example would probably go out as a second reminder, so we will call it Reminder Letter 2. Type in the name Reminder Letter 2 and press [Enter]. 54. The system returns you to the Reminder Letter function. Once you have checked your letter is correct, press [Esc] to return to the Setup menu. The finished letter format should look like this: Fidelio Front Office V Accounts Receivable 81

86 Setup Text Format <<DATE_E>> <<CUST_ADDR>> <<CUST_SALU>>, Our records show that, to date, we have not received payment for the following invoices. If you have already sent payment, please disregard this notice. Date Inv # Age Guest Name Open Paid <<REPEAT_AB>><<OP_DATE>><<OP_BILL>><<OP_AGE>><<OP_GUEST>><<OP_TOTAL>><<OP_PAID>> Overdue Amount <<TOTAL_AB>> <<BLOCK_C>> Below are the most recent additions to your account. Please be so kind as to remit payment for these invoices together with those defined above. Date Inv # Age Guest Name Open Paid <<REPEAT_AB>><<OP_DATE>><<OP_BILL>><<OP_AGE>><<OP_GUEST>><<OP_TOTAL>><<OP_PAID>> Current Amount <<TOTAL_C>> <<BLOCK_END>> We would appreciate your attention to these invoices at your earliest convenience. Thank you, Mr. P. Johnson Credit Manager Simple Reminders Figure 55 Sample Reminder Letter Text Format To determine whether or not a reminder letter is due, Fidelio uses the Reminder Cycle which you set up in conjunction with the Account Type and checks the parameter Minimum Number of Days Between Sending Two Reminder Letters in the Global Defaults option. If there is an outstanding amount on an account that has aged by the qualifying number of days and the account is of the defined type, the system will automatically select the appropriate letter to send. This is the standard setup for Fidelio Accounts Receivable. 82 Fidelio Front Office V Accounts Receivable

87 Setup Text Format As the standard generation of reminder letters is based purely on number of days, it is possible that accounts receive a second reminder for an outstanding amount falling in the corresponding aging period, even if a first reminder was not sent. If you want to ensure that, irrespective of the number of days an invoice is outstanding, the system will never send a second reminder letter unless a first reminder has been sent, you should configure Fidelio Accounts Receivable for Simple Reminders. This can be done with the following steps: 1. Add the following fields to GZAHL.DBF: GZAHL.DBF Field Name Type/Length/Dec Description REM_LEVEL N 2 0 Reminder level. REM_DATE D 8 0 Printing date of last reminder. 2. Add the following codes to FA_COD. REPEAT TOTAL INVOICES Repeating line for simple reminders Running total for simple reminders Number of invoices for simple reminders How Do Simple Reminders Work? In order to find out whether a reminder is due, Fidelio will check the date of the city ledger posting and compare it to the number of days specified in the Reminder Cycle option. If the system date minus the city ledger date is larger than or equal to the number of days defined for the reminder cycle, Fidelio will print a first reminder for this outstanding amount. Once Fidelio has printed the reminder, the field REM_LEVEL will be marked with "1." For second, third and other reminders, Fidelio will check the parameter Minimum Days Between Sending Two Reminder Letters in the Global Defaults option, the number of days defined for these reminders in the Reminder Cycle option and the field REM_LEVEL. If the minimum number of days between sending two reminder letters has passed and the city ledger posting date has reached the number of days defined for the corresponding reminder cycle, Fidelio will print a reminder. If the contents of the field REM_LEVEL are "1," then Fidelio will print a second reminder, if they are "2," Fidelio will print a third reminder, etc. As you can see, with simple reminders the number of days an amount is outstanding is no longer the only criterion for the type of reminder letter printed. This means, for example, that if an account has city ledger postings of the same period but with different reminder levels, more than one reminder letter will be generated for this account. Fidelio Front Office V Accounts Receivable 83

88 Setup Text Format When setting up simple reminder letters in the Text Format option, make sure that you use the repeating and total line codes for simple reminders. The setup for a simple reminder letter could look as follows: Simple Reminder <<CUST_ADDR>> Date: <<COL_DAT>> A/R Account:<<CUST_ACCT>> Our records show that we have not received payment for the following invoices. If you have already sent payment, please disregard this notice. No. Date Guest NameBill Amnt Amnt Paid <<REPEAT>><<INVOICES>><<OP_DATE>><<OP_GUEST>><<OP_AMNT>><<OP_PAID>> Overdue Amount <<TOTAL>> Figure 56 Sample Simple Reminder Text Format The F Format option of this reminder could look like the following: Figure 57 F Format Sample On the first page of the simple reminder, printing for the detail will start on the line defined for Start Repeat Line and stop on the position entered for End Repeat Line. With more than one page, further city ledger details will always start printing on the position entered for Start Repeat Line. 84 Fidelio Front Office V Accounts Receivable

89 Setup Text Format The printed simple reminder letter will look something like the following: Simple Reminder Lufthansa Attn: Accounting Department Lufthansa StraBe Dortmund Date: Accounts Receivable Account: C12 Our records show that we have not received payment for the following invoices. If you have already sent payment, please disregard this notice. No. Date Guest NameBill Amnt Amnt Paid Johnson Jackson Overdue Amount Page 1 Figure 58 Sample Printed Simple Reminder Fidelio Front Office V Accounts Receivable 85

90 Setup Text Format Creating a Statement The following steps are designed to help you create a new account statement from scratch. Our example statement (below) is a straightforward statement of the customer's account. It shows all currently outstanding invoices and any unallocated payments. On the bottom of the statement is an aging summary. STATEMENT OF ACCOUNT International Sprockets Inc Date: 1 September, 1999 Attn: Bill Smith Accounts Receivable Account: IS Rocky Mountain Drive Wilberforce Godwanaland Our records show that we have not received payment for the following invoices. If you have already sent payment, please disregard this notice. Date Inv # Guest Name Inv Amt Paid Open Balance Bradley Marks Spencer Quentin Peters Watts Amount Due Aging Summary: Figure 59 Sample Statement of Account To create this statement, you will need to use the following steps: 1. From the main menu, select Setup and press [Enter]. 2. From the Setup menu, select Text Formats and press [Enter]. 86 Fidelio Front Office V Accounts Receivable

91 Setup Text Format 3. Press [Insert] to create a new statement. The message Copy from Existing Text? Y/N is displayed. For this example, select [N] (the default) and press [Enter]. 4. The system now presents you with a blank green box. This is where you will enter the body of the statement. First we want to place the words "Statement of Account" in bold text. Move the cursor to the place where the text should print and press [F3] to display the available code options. 5. From the list of options, select the Printer Codes option and press [Enter]. 6. From the list provided, select the Bold Start option with the cursor and press [Enter]. The code «SB» appears at the cursor position. 7. Now type the text, STATEMENT OF ACCOUNT. 8. Next, end the bolding. With the cursor to the right of the last "T" in Statement, press [F3] to display the available code options. 9. From the list of options, select the Printer Codes option and press [Enter]. 10. From the list provided, select the BOLD END option with the cursor and press [Enter]. The code «EB» appears at the cursor position. 11. Next, you need to print the account address. Move the cursor to the position where you want the first line of the address and press [F3] to display the available code options. 12. From the list of options, select the Guest/Accounts option and press [Enter]. There are many ways to create the address details required. You can print each line using the individual codes or, as we will do in this example, you can use the Full Address option. 13. Highlight the Full Address option with the cursor and press [Enter]. You will see that the field «CUST_ADDR» appears at the cursor position. 14. Next comes the date and account number. Move the cursor to the desired position for the date and type Date:. 15. Move the cursor to where the first character of the date should print and press [F3] to display the available code options. 16. From the list of options, select the Printer Codes option and press [Enter]. 17. From the list of options, select the Date/Time option and press [Enter]. 18. From the list provided, select the desired date format (we are using the English format) with the cursor and press [Enter]. The code «DATE_E» appears at the cursor position. 19. Move the cursor to the next line, directly below the "D" of "Date" and type Account #. 20. Move the cursor to where the first character of the account number should print and press [F3] to display the available code options. 21. From the list displayed, select the Guest/Accounts option and press [Enter]. 22. From the list displayed, find and select the Accounts Receivable Account Number code (CUST_ACCT). Press [Enter] to place the code in the statement. 23. Do you want to use a separate cover letter with the address information of the account and some text informing the account contacts that enclosed they will find their account statement? In this case, add the text for the cover letter here. At the end of the cover letter, press [F3], select Statement and End of Cover Page «END- COVER». After placing this code, you can set up the statement layout. 24. Next create the statement column titles. You will have to experiment to get these in exactly the right place as where they actually print depends on the font you are using. Move the cursor to the position where you want the detail header to begin and type Date Inv # Guest Name Inv Amt Paid Open Balance (you can Fidelio Front Office V Accounts Receivable 87

92 Setup Text Format move this text to fit the columns later). Since we want this to be bold, move the cursor back to the first position and press [F3] to display the available code options. 25. Select the Printer Codes option and press [Enter]. 26. From the list provided, select the Bold Start option with the cursor and press [Enter]. The code SB appears at the cursor position. 27. Now move the cursor to the end of the text (i.e., after Open Balance) and press [F3] to display the available code options. 28. Select the Printer Codes option and press [Enter]. 29. From the list provided, select the Bold End option with the cursor and press [Enter]. The code «EB» appears at the cursor position. 30. Next you need to add an underline. The easiest way to do this is to move the cursor to the next line and type a line of either hyphens [ - ] or underscores [ _ ]. You can also create a line by using the ASCII character [ _ ] (One of these characters is produced by pressing and holding the ALT key while pressing 196 on the number pad). The results differ, depending upon the type of printer you use, so the choice is yours! 31. Now for the statement details. This is where the invoice and payment details are to be listed. As you learned from the Reminder Letter setup, in order to print any transaction output, you need to define the block from which transactions should be selected. As this is a statement of the entire account, we need to select all transactions, i.e., Block ABC. In order to list all the transactions in detail, we need to use the REPEAT command in front of the field definitions (if we do not do this, we will get only the first transaction found). This is done by pressing [F3] to display the available code options. 32. From the list displayed select the Reminder Letter option and press [Enter] to display the options available. 33. Find and select the REPEAT_ABC option (details for ALL periods) and press [Enter]. 34. The code «REPEAT_ABC» is now in the first position of the line. To add the required fields (date, invoice number, guest name, invoice amount, paid and open balance), move the cursor to position immediately after this field and press [F3] once again. 35. From the list displayed, select the Open Items option and press [Enter]. 36. Find and select the OP_DATE (Billing date) field and press [Enter] to place the field in the text. 37. Move the cursor to position immediately after the field definition and repeat steps 33 & 34 for each of the following field codes: OP_BILL (Invoice #), OP_GUEST (Guest name), OP_AMNT (Invoice Amount), OP_PAID (Paid) and OP_TOTAL (Open balance). 38. Repeat step 29 to create the line below the transaction list. 39. Now place the Amount Due total beneath the line. Move the cursor to the position you want the total text to appear and type the words Amount Due. Since we want this to be bold also, move the cursor back to the position in front of the "A" of "Account" and press [F3] to display the available code options. 40. From the list of options, select the Printer Codes option and press [Enter]. 41. From the list provided, select the Bold Start option with the cursor and press [Enter]. The code «SB» appears at the cursor position. 42. Now move the cursor to the position immediately after the word "Due" and press [F3] to display the available code options. 43. From the list of options, select the Printer Codes option and press [Enter]. 44. From the list provided, select the Bold End option with the cursor and press [Enter]. The code «EB» appears at the cursor position. 88 Fidelio Front Office V Accounts Receivable

93 Setup Text Format 45. Next, the amount. Move the cursor to the right of the word "Amount" and press [F3]. 46. Select the Statement option and find and select the field definition TOTAL_BAL (Total balance). 47. Press [Enter] to place the code in the statement. 48. The last portion of the statement deals with the aging summary. Move the cursor to where this should begin and type the words Aging Summary:. 49. Move the cursor to the next line and type in the various aging periods. You will need to experiment a little with the exact positioning of this text also, so for the time being, just type the text and move the text later. 50. In order to place text or codes on a fixed printing line you can use the Go to Line «-\» code statements. For example, if you always want to print the aging periods on line 45, insert the code at the beginning of the line before the text: «-\45» To add the aged amounts, move the cursor to the next line, press [F3] and select the Statement option. 52. Find and select the Aging Period 1 Balance (AGING_1) (in this case, 0-30). Press [Enter] to place the code in the statement (It will help you align the fields if you know that each of the aged amount fields is 12 characters long). 53. Move the cursor one space to the right of the code «AGING_1» and repeat step 41, for the second aged amount. 54. Repeat steps for aging periods 3 through When you have finished creating the statement, press [Esc] to exit the function. 56. You will be asked Save Changes? Yes/No. Respond with [Y]. 57. Next, you will be asked to give the statement a text name. This name is used in the pickbox of available statement formats and has to be attached to each customer type in order for a statement to be produced. You may wish to create different formats for your different groups, therefore, you should use as logical a name as possible. This example will be used on all customer types and so we will call it simply Statement. Type in the name Statement and press [Enter]. 58. The system returns you to the Text Formats function. Once you have checked that your statement layout is correct, press [Esc] to return to the Setup menu. Fidelio Front Office V Accounts Receivable 89

94 Setup Text Format The finished statement format should look like this: <<SB>>STATEMENT OF ACCOUNT<<EB>> <<CUST_ADDR>> Date: <<DATE_E>> Accounts Receivable Account:<<CUST_ACCT>> <<SB>>Date Inv # Guest Name Inv Amt Paid Open Balance<<EB>> <<REPEAT_ABC>><<OP_DATE>><<OP_BILL>><<OB_GUEST>><<OP_AMNT>><<OP_PAID>><<OP_TOTAL>> <<SB>>Amount Due <<TOTAL_BAL>><<EB>> Aging Summary: <<AGING_1>><<AGING_2>><<AGING_3>><<AGING_4>><<AGING_5>> Figure 60 Sample Statement of Account Text Format 90 Fidelio Front Office V Accounts Receivable

95 Setup Codes Available for Reminders and Statements Codes Available for Reminders and Statements Following is a list of all available codes which you can use when creating reminders or statements. From both these options you can pick the codes with the [F3] function. Group 1 - Guests/Accounts Short Code Description Code Expression ADDRLINE1 ADDRLINE2 ADDRLINE3 ADDRLINE4 ADDRLINE5 ADDRLINE6 ADDRLINE7 ADDRLINE8 CUST_ACCT CUST_ADDR CUST_CITY CUST_COMP CUST_COUN CUST_FNAM CUST_LTIT CUST_NAME CUST_NUM CUST_REM CUST_SALU CUST_STR1 CUST_STR2 CUST_TITL CUST_ZIP F_CUST Address line 1 Address line 2 Address line 3 Address line 4 Address line 5 Address line 6 Address line 7 Address line 8 Accounts Receivable Account number Full address City Company name Country First name Mr/Mrs Last name Customer number Customerremarks field Salutation Street1 Street2 Title Zip code Guests/Accounts ar_address(1,.f.) ar_address(2,.f.) ar_address(3,.f.) ar_address(4,.f.) ar_address(5,.f.) ar_address(6,.f.) ar_address(7,.f.) ar_address(8,.f.) trim(fa_cust->ar_number) ar_fulladd() iif(empty(gast->ort),'',alltrim(gast->ort)+ ' ') iif(empty(gast->firma),'',alltrim(gast->firma)+ ' ') iif(empty(gast->land),'',alltrim(gast->land)+ ' ') iif(empty(gast->vorname),'',alltrim(gast->vorname)+ ' ') iif(empty(gast->anrede),'',alltrim(gast->anrede)+ ' ') iif(empty(gast->name),'',alltrim(gast->name)+ ' ') str(gast->nummer,8)+' ' iif(empty(gast->notiz1),'',alltrim(gast->notiz1)+' ') iif(empty(gast->panrede),'',alltrim(gast->panrede)) iif(empty(gast->strasse1),'',alltrim(gast->strasse1)+ ' ') iif(empty(gast->strasse2),'',alltrim(gast->strasse2)+ ' ') iif(empty(gast->titel),'',alltrim(gast->titel)+ ' ') iif(empty(gast->plz),'',alltrim(gast->plz)+ ' ') wp_guestget(; Fidelio Front Office V Accounts Receivable 91

96 Setup Codes Available for Reminders and Statements Group 2 - Open Items Short Code Description Code Expression F_OP OP_AGE OP_AMNT OP_BILL OP_DATE OP_GUEST OP_PAID OP_PDAT OP_ROOM OP_SGUEST OP_SUPPL OP_TEXT OP_TOTAL EOP_TOTAL EOP_AMNT EOP_PAID Open items Aging days Invoice amount Folio number Billing date Guest name Payments Payment date Room number Short guest name Supplement Open text items Open balance Euro open balance Euro invoice amount Euro payments wp_colhiget(;wp_repget("fa_cust->(upper(name)+cust_num)gzahl-> (upper(gastname)+gastnr)",1,"gzahl->(upper(gastname)+gastnr)== fa_cust->(upper(name)+cust_num)")) str(sysdat-gzahl->datum,4)+' ' str(gzahl->quantity,12,2)+' ' right(space(10)+trim(gzahl->rechnung),8)+ ' ' dtoc(gzahl->datum)+' ' gzahl->firma+" " str(gzahl->bezahlt,12,2)+' ' dtoc(gzahl->bezdat)+' ' gzahl->zn+' ' left(gzahl->firma,10)+' ' left(gzahl->supplement,20) left(gzahl->text,15) str(gzahl->quantity-gzahl->bezahlt,12,2)+' ' str((gzahl->quantity-gzahl->bezahlt)/peurokurs,12,2)+' ' str((gzahl->quantity/peurokurs),12,2)+' ' str(gzahl->bezahlt/peurokurs,12,2)+' ' 92 Fidelio Front Office V Accounts Receivable

97 Setup Codes Available for Reminders and Statements Group 3 - Reminder Letters Short Code Description Code Expression BLOCK_A BLOCK_AB BLOCK_ABC BLOCK_B BLOCK_BC BLOCK_C BLOCK_END COL_DAT F_COL INVOICES REPEAT REPEAT_A REPEAT_AB REPEAT_ABC REPEAT_B REPEAT_BC REPEAT_C TOTAL TOTAL_A TOTAL_AB TOTAL_ABC TOTAL_B TOTAL_BC TOTAL_C ETOTAL_A ETOTAL_B ETOTAL_C ETOTAL_AB ETOTAL_BC ETOTAL_ABC ETOTAL Block for this reminder period Block for this and earlier periods Block for this, earlier and new periods Block for earlier reminder periods Block for earlier and new periods Block for new invoices End of block Letter date Reminder letter # of invoices - simple reminder Repeating detail line - simple reminder Detail for this reminder period Detail for this and earlier periods Detail for this, earlier and new periods Detail for earlier reminder periods Detail for earlier and new periods Detail for new invoices Running total - simple reminder Total for this reminder period Total for this and earlier periods Total for this, earlier and new periods Total for earlier reminder periods Total for earlier and new periods Total for new invoices Euro total for this reminder period Euro total for earlier reminder period Euro total for new invoices Euro total for this and earlier period Euro total for earlier and new period Euro total for this, earlier, new period Euro running total - simple reminder dtoc(sysdat)+' ' wp_colget(; str(ninvoices,4,0) str(namount,12,2) str(total_a,12,2) str(total_ab,12,2) str(total_abc,12,2) str(total_b,12,2) str(total_bc,12,2) str(total_c,12,2) str(total_a/peurokurs,12,2) str(total_b/peurokurs,12,2) str(total_c/peurokurs,12,2) str(total_ab/peurokurs,12,2) str(total_bc/peurokurs,12,2) str(total_abc/peurokurs,12,2) str(namount/peurokurs,12,2) Group 4 - Formatting Short Code Description Code Expression FF F_FORMATS PAGE USER Form feed Formatting Page number User name chr(12) "Page: "+str(npage,3) alltrim(username) Fidelio Front Office V Accounts Receivable 93

98 Setup Codes Available for Reminders and Statements Group 5 - Printer Codes Short Code Description Code Expression 10CPI 12CPI 16CPI EB EI EU SB SI SU 10 characters per inch 12 characters per inch 16 characters per inch Bold end Italics end Underline end Bold start Italics start Underline start dr_kleioff dr_elit dr_klein dr_emphoff dr_italoff dr_untroff dr_emph dr_italoff dr_untr Group 6 - Date/Time Short Code Description Code Expression F_INTERNAL F_PRINTER DATE_A DATE_E DATE_G REP_E TIME Internals Printer codes Date American Date British Date German End repeat Time of day str(month(date()),2,0)+"/"+str(day(date()),2,0)+"/"+str(year(date()),4,0) str(day(date()),2,0)+"/"+str(month(date()),2,0)+"/"+str(year(date()),4,0) str(day(date()),2,0)+"."+str(month(date()),2,0)+"."+str(year(date()),4,0) transform(time(),"99:99") Group 7 - Statements Short Code Description Code Expression AGING_1 AGING_2 AGING_3 AGING_4 AGING_5 TOTAL_BAL OVERDUE PROM_TXT1 PROM_TXT2 TOTAL_VAT TOTAL_ACC ENDCOVER EAGING_1 EAGING_2 EAGING_3 EAGING_4 EAGING_5 ETOTAL_BAL EOVERDUE ETOTAL_VAT ETOTAL_ACC EAGING_6 STARTEXCL2 ENDEXCL2 Aging period 1 balance Aging period 2 balance Aging period 3 balance Aging period 4 balance Aging period 5 balance Total balance Overdue amount (aging periods 2-5) Promotional message 1 Promotional message 2 Total VAT Total account End of cover page Euro balance aging period 1 Euro balance aging period 2 Euro balance aging period 3 Euro balance aging period 4 Euro balance aging period 5 Euro total balance Euro overdue amount (aging periods 2-5) Euro total VAT Euro total account Euro balance aging period 6 Start exclude text page 2 End exclude text page 2 nsum[1] nsum[2] nsum[3] nsum[4] nsum[5] str(atotal(nsum),12,2) str(atotal(nsum)-nsum[1],12,2) prom_txt1 prom_txt2 total_vat str(balance,12,2) "" nsum[1]/peurokurs nsum[2]/peurokurs nsum[3]/peurokurs nsum[4]/peurokurs nsum[5]/peurokurs str(atotal(nsum)/peurokurs,12,2) str(atotal(nsum)-nsum[1]/peurokurs,12,2) str(total_vat/peurokurs,12,2) str(balance/peurokurs,12,2) nsum[6]/peurokurs 94 Fidelio Front Office V Accounts Receivable

99 Setup Reminder Cycle Reminder Cycle A reminder cycle is used to define which reminder letters will be sent to customers and when the desired letter should be sent. The reminder cycle can be defined by account type if you want to send different letters to your clients based on their account type. However, this does not necessarily depend on the account type. If no reminder cycle definition exists for any given account type, Fidelio uses the generic "catch-all" reminder cycle (All Others) to produce the required reminder letters. This means that you can set up customized reminder cycles for each of your account types; or you could select only one account type (let's say VIP accounts) to have a different, defined reminder cycle and use the generic for everyone else; or you could just set up the catch-all cycle and use the same reminder letter for all accounts. Please note: If your system has been set up for simple reminder letters, the reminder cycle will not be the only criterion for the reminder type that is sent to an account. Instead, Fidelio will make sure that accounts will never receive a second or third reminder for an open amount, if they have not received the first reminder yet. This is irrespective of the number of days the invoice is outstanding (for details on this configuration, refer to Simple Reminders on page 82). The method you use is entirely up to you. In order to set up or modify any reminder cycle codes, you first have to select the Setup menu. From this menu, select the Reminder Cycle option and a screen similar to the following will be displayed: Figure 61 Account Types This is the Account Type selection prompt. The generic reminder cycle (All Others) is already defined by the system. All you need to do to this particular code is define the number of days and the reminder letter to be used for each set of days defined. Available Options Modify. Selecting an existing account type record with the cursor and pressing [Enter] allows you to edit the reminder cycle attached to the selected account type. Fidelio Front Office V Accounts Receivable 95

100 Setup Reminder Cycle INS New. Pressing the [Insert] key allows you to select a new account type to which you can add a days/reminder letter record. When you press [Insert], the account type prompt appears. If you do not remember the account type code you want to use, press [Enter] and a pickbox will appear displaying the valid account types. When an account type is selected, the original account type display is returned, this time containing the code you just selected. DEL Delete. After selecting the desired reminder cycle code with the cursor, pressing the [Delete] key will delete the code and the associated records. It will not delete the Account Type or the Reminder Letter. You will also be asked to Are you sure, Yes/No? Modifying/Creating a Record When you press either [Enter] to modify an existing Reminder Cycle code or [Insert] to create a new code, the first screen that appears is the Days/Reminder record (below). In here, you can create, modify or delete these records. Column Contents Figure 62 Modify/Create a Record Days. This is the number of days a transaction has to be overdue to prompt the reminder letter (below) to be issued. Reminder Letter. This is the name of the reminder letter that will be sent to the customers (of the type defined earlier) with transactions outstanding for the number of days defined in the previous field. This name is defined when the reminder letter is first created (using the Setup menu). Functions Available Modify. Selecting an existing Days/Reminder Letter record with the cursor and pressing [Enter] allows you to edit the number of days field and/or the reminder letter associated with this record. INS New. Pressing [Insert] allows you to create a completely new Days/Reminder Letter record. When you press [Insert], you are asked to enter the number of days and the reminder letter to be used (there is a pickbox of valid letters available here). When you have completed the reminder letter name, press [Enter] to create the code and exit this function. DEL Delete. To delete an account type code, use the cursor to select the code you wish to delete and press [Delete]. When you are asked Confirm Deletion? select [Y]. 96 Fidelio Front Office V Accounts Receivable

101 Setup Reminder Cycle Inserting a Record If you select a particular Days/Reminder Letter record with the cursor and press [Enter], you can edit the data. If you press [Insert] you can create a new Days/Reminder Letter record. The screen for both functions looks similar to the following: Figure 63 Insert a Record Field Explanation Account Type. This field is not accessible, but shows the Account type you selected from the previous screen. # of Days. Here you define when the first reminder letter will be sent to the customer, based on the number of days after the initial invoice was sent. Reminder Letter. In this field you determine which letter is to be sent (a pickbox of available letters will help you, if necessary) when the transaction has aged the defined number of days. Please note: Many hotels will send differently worded reminder letters to a customer depending on the number of days an invoice has been outstanding. To do this, you need to define several reminder cycles for each account type (e.g., after 30 days - Reminder 1, a friendly reminder; after 60 days - Reminder 2, a stronger reminder; and after 90 days - Reminder 3, the final notice.) Fidelio Front Office V Accounts Receivable 97

102 Setup Account Types Account Types This function is used to enter the Account Type codes you wish to use in Accounts Receivable. The choice of types used are completely up to you as are the codes you decide to use. An account type code is used to classify accounts that belong to similar groups (for example companies, individuals, travel agents, club members, etc.). The account code is attached to the account profile and is used mainly for reporting - allowing you to produce, for instance, an aging report that is created for a particular account type only or for the entire ledger, but sub-totaled by account type. Finally, the account type is used to determine which statement format is to be used when printing statements for each account. Please note: If you are using Accounts Receivable to manage your club member accounts, you should create special club member account types starting with a slash [ / ]. This will make it easier for you to find club member accounts. In addition, these accounts will display in a slightly different manner when accessed through the Accounts option from the Posting menu. In the Guest Name column, instead of displaying the guest name (which would of course always be the same for each club member), this column will display the posting Description. When you select the Account Type option from the Setup menu a list of all the current account types will be displayed. Functions Available Figure 64 Account Types Modify. Selecting the desired code with the cursor and pressing [Enter] will allow you to edit the existing Account Type code. INS New. Pressing [Insert] allows you to create a completely new Account Type code. When you press [Insert], you are asked to enter the Code and the Description. When you have completed the description, press [Enter] to create the code and exit this function. DEL Delete. To delete an Account Type code, use the cursor to select the code you wish to delete and press [Delete]. You will be asked Are you sure? select [Y] and press [Enter]. 98 Fidelio Front Office V Accounts Receivable

103 Setup Account Types When you select an Account Type code with the cursor and press [Enter], the screen that appears will look similar to the following: Figure 65 Create/Modify Field Explanation Code. This is the Account Type with which you have decided to classify your Accounts Receivable accounts. All club member account types should start with a forward slash [ / ]. Description. This is where you enter the description of the code defined in the previous field. This description will appear on the posting and inquiry screens as well as on the various reports produced. Statement. In this field, enter the name of the statement format you want to use when printing statements for customers of this account type. All account types must have a statement format attached (even if it is the same one!) A pickbox is available in this field to help you select the correct format. Please note: This pickbox shows the reminder letter formats as well, so be careful not to attach a reminder letter to the account type instead of a statement! The results could be quite interesting. Fidelio Front Office V Accounts Receivable 99

104 Setup Global Defaults Global Defaults This function is used to determine the parameter settings that will be used throughout the Accounts Receivable module. By defining certain parameters in this option, you can control, for example, what Account Type will be used when the system automatically creates a new account for a company, a travel agent or an individual. The global defaults also contain the user-defined aging days, the global credit limit (used when creating a new account - but changeable at the account level) and several other important parameters. To access these parameters, select the Global Defaults option from the Setup menu and press [Enter]. A screen similar to the following will be displayed: Figure 66 Global Defaults Screen Field Explanation Account Type for Companies/Agents/Sources/Groups/Individuals. There are five fields associated with this parameter. They are used to determine which account type code will be assigned to new accounts created from Front Office profiles of companies, agents, sources, groups and individuals. These codes are entered when the system automatically creates new accounts at the time of transfer from Front Office (see field Automatic Creation of Accounts Receivable Accounts at Transfer) or when you manually create a new account in the Accounts Receivable module. Default Credit Limit. The amount entered in this field becomes the default credit limit for every new account created. Of course, this default can be overridden at the time of creation - or any time subsequent to the account creation - by using the Account Maintenance option. Minimum Days Between Sending Two Reminder Letters. The entry in this field is designed to prevent the system from creating a statement or a reminder every time a booking for an account is made. For example, a reminder letter will be generated and sent out as soon as a transaction is overdue for a pre-defined number of days. However, if the same client has another transaction that moves into a different aging period the next day, the system will send off yet another reminder the next day as well. The two letters may well arrive in the mail together! To avoid this happening to you, Fidelio has an internal parameter that is checked prior to creating any new reminder letter for a customer. The number you enter here is entirely dependent on how you do business, but the system will wait this number of days after one reminder letter was sent out before creating a second reminder letter. 100 Fidelio Front Office V Accounts Receivable

105 Setup Global Defaults Automatic Creation of A/R Accounts at Transfer. A Y/N entry in this field will determine if your system automatically creates a new Accounts Receivable account for any invoice checked out to city ledger and for which no current Accounts Receivable account exists. Please note: If you set this option to [Y], the Account Number Required? parameter (below) must be set to [N]. Allowance Period for Adjustments (DWMYU). This parameter is used to determine how long a charge can remain open to adjustment after it was posted in (or transferred to) Accounts Receivable. The possible entries here are D = within 1 day; W = up to one week); M = up to one month; Y = up to one year; or U = unlimited time (i.e., the transaction may be adjusted any length of time after its posting). Age Credits. This option is used to determine whether unallocated postings should be aged according to their posting date. If this is set to [N], on all reports the credits will be displayed in the first column. If this is set to [Y], the program displays the credits in the column that fits the posting date. Monthly Aging. If you want to use monthly aging, set this parameter to [Y]. Monthly aging is frequently used in Asia. It gives the debtor a grace period before starting the aging count. The aging starts at the beginning of the month after the invoice date, i.e., regardless of whether an invoice has been checked out on 2 August or 29 August 1999, the aging will start on 1 September If you set this parameter to [Y], Fidelio will show the message Monthly Aging? Yes/No before displaying the aging screen and enable you to print your aging reports based on monthly aging. Depending on your answer the aging display will be based on the invoice or transfer date (= N) or on monthly aging (= Y). Month by Month Aging. You can select either this option or Monthly Aging. It will not be possible to activate both at the same time. -In the event that Month by Month Aging is activated, on the bottom of the screen the user will not be able to access the line with the normal Aging Levels. Instead the new line for Month by Month Aging Levels will be accessible. -The first three periods will be pre-defined and not changeable. The first period will be the current month, the second period will be the previous month and the third period will be the period between the previous month up until the fourth period. The fourth and fifth periods are user-definable. A/R Account Number Required. A Y/N entry in this field determines whether or not an account number is mandatory for each account. Fidelio does not really need account numbers at all (since the internal numbering is sufficient to allow simple alphabetical account search) but many controllers require that all accounts be numbered. If you have set the Automatic Creation of A/R Accounts at Transfer parameter to [Y], then this parameter must be set to [N] (this is because Fidelio does not automatically assign the account number. This must be done manually). A/R Account Number Picture. The account number field defined in the database is 12 alphanumeric characters long. This is because there are many hotels that use an alphabetical prefix to their accounts. Using the Picture field, you can define exactly what the account number has to look like (e.g., three letters followed by three numbers) and this format must then be kept each time an account number is entered. Also, many hotels do not need the full 12 characters for the account number. If this is the case, you can shorten the number using this field. For AAA999 means that the letters in the account number must be in upper case (!) and that it must have three alpha characters followed by three numbers. So MHH001 would be valid, whereas mhh001 or MH0001 would not. To define a five-digit, numbers-only account number you would Purge Zeroed Invoices after. The entry you make here determines how long you want to keep the details of an invoice after it has been paid in full (or a transaction that has been set to zero). Valid entries are any values between 1 and 999. During the night audit when transactions with zero balances are purged (dependent on the value in this field), the account is checked for any other transaction still existing. If no transactions exist, all activities in the database are deleted. Purge Activity after. You have the ability to purge old invoices if the date of the activity is older than the date of the earliest city ledger transaction for the customer number, plus the days set for activity purge as defined here. Enter [0] (zero) for no purging of activity. Fidelio Front Office V Accounts Receivable 101

106 Setup Global Defaults For example: If the field Purge Activity after was set to 40 days and the earliest city ledger transaction for the particular customer was May 20, 1997, then only activity records which had a date of April 10, 1997 or earlier would be removed. If the Purge Activity after field is set to 0, then the routine will never clear the file. Use Invoice Date for Aging. The handling of aging and when to start aging invoices varies from hotel to hotel and country to country. Next to monthly aging (see Purge Zeroed Invoices after field, above), it is quite usual to start the calculation based on the invoice date. However, as there is always the possibility that the invoices are not transferred to Accounts Receivable immediately so that the debtor might receive the invoice statement much later than the actual check-out date, many hotels prefer to start the aging on the transfer date. If you want to base the aging on the invoice date, set this parameter to [Y], for the transfer date set it to [N]. If this option is set to [Y], Fidelio will look at the date in the field DATUM in GZAHL.DBF for the aging calculation; if it is set to [N], Fidelio will look at the date in the field TRANSFER in GZAHL.DBF. Aging Levels. Fidelio allows the user to define the aging period most suited to their operation. In these fields you define the ending number of days and Fidelio calculates the beginning number. For example, if you enter 30 in the first field, aging period one (current) is 0-30 days, Fidelio calculates that aging period two begins at day 31 and asks you to supply the end day for that period (e.g., 60). Fidelio calculates that the beginning of aging period three is day 61 and asks for the end of this aging period; and so on. This pattern continues until you have filled out all six fields. The last field is automatically calculated as everything over the last number you entered. Month By Month Aging Levels. Fidelio allows the user to define the aging periods for month by month aging; however, the first day of the month is defaulted. This line item is not accessible if Monthly Aging has been marked as [Y]. 102 Fidelio Front Office V Accounts Receivable

107 Setup Initialize Database Initialize Database This function is only necessary if you are converting from an old Fidelio Accounts Receivable version to a newer Accounts Receivable version. When choosing option 1 and credit card postings have been performed on that day, the message appearing on the screen allows the user to select between keep or remove. After you have made the necessary structure changes to your existing databases, running this procedure will copy the required data to the new Accounts Receivable databases and then clear GZAHL.DBF. This initialization is almost always done by Fidelio installers while updating the program and can only be carried out once. If you try to call up the option again, the following message is displayed: Account database (FA_CUST.DBF) is not empty. Initialization already complete. Fidelio Front Office V Accounts Receivable 103

108 Setup Initialize Database 104 Fidelio Front Office V Accounts Receivable

109 Appendix A Appendix A Glossary Glossary account account number account type accounts receivable activity adjustment aging batch statement city ledger In the Accounts Receivable module, any profile to which an authorization for Direct Bill (or City Ledger) has been assigned becomes known as an account. Most accounts have account numbers assigned to them, however, this is neither necessary nor mandatory. The account number is an optional number that can be assigned to an Accounts Receivable account by hotels that wish to use an account number for purposes of identification. The account number format is user-definable and can consist of numbers only or of a combination of letters and numbers. An account type is used to classify accounts that belong to the same group (for example companies, individuals, travel agents, etc.). The account code is attached to the account profile and is used mainly for reporting - allowing you to produce, for example, an aging report that is for a particular account type or for the entire ledger, but sub-totaled by account type. As the term accounts receivable (or Accounts Receivable) implies, it refers to monies not yet received by the hotel for services already rendered. Usually, an Accounts Receivable debt originates from either a guest staying in the hotel or from a function being held in the hotel. No payment is made at the conclusion of the stay/function, but rather, a bill is sent to the appropriate person or company for later payment. While the amount (or part thereof) remains unpaid, it is considered part of the hotel's accounts receivable. Some hotels offer individuals city ledger privileges (see city ledger) which are also considered part of Accounts Receivable. Whenever a transaction takes place in Fidelio Accounts Receivable (i.e., transferring from Front Office, creating an invoice, posting an adjustment, posting a payment) a record of the transaction is created. This record is termed an activity. Activity records will be deleted automatically once they have aged the user-defined number of days after the transactions were settled. An adjustment is posted to alter the amount on an account. The adjustment posting uses the Front Office department codes and the revenue generated by this function is included in the Front Office Night Audit reports on the day the adjustment was posted. The term aging refers to outstanding (unpaid) invoices and is the period of time that elapses between the starting date for the aging calculation and the current date. The number of days for each period and the required starting date are user-defined in the Global Defaults option from the Setup menu. The starting date used for the aging varies from hotel to hotel and country to country and is usually either based on invoice or transfer date. In addition, some hotels like to use monthly aging. When based on invoice date, the aging calculation starts with the date the invoice was issued. With transfer date, the aging starts on the day the invoice was transferred to Accounts Receivable. With monthly aging, the aging starts on the first of the month after the invoice or transfer date, depending on the setup. Batch statements refer to the printing of account statements in a batch so that many statements will be produced at one time (i.e., for mass mailing). When you run this program, a statement will be produced for every account where the Include in Batch Statements field has been set to [Y]. The term city ledger is synonymous with accounts receivable and is often used to mean Accounts Receivable. The term originated from the fact that hotels would extend charging privileges to individuals or companies who were not hotel guests, but who were resident in the city and made regular use of the hotel's facilities. The outstanding amounts were held not in the guest ledger, but in the city ledger. Most hotels keep the city ledger inside the receivables ledger, sometimes identifying the C/L account types differently, so the two items are now thought of as one and the same. Fidelio Front Office V Accounts Receivable 105

110 Appendix A Glossary compress This refers to a function which enables you to compress two or more Accounts Receivable invoices (or Accounts Receivable postings) into one single amount. Please note: This function should be used with caution as it leaves no details of what was compressed and you cannot "uncompress" invoices if you compress the wrong ones! department code detail direct bill folio invoice mailing history mark (tag) original amount partial payment profile This is a Fidelio Front Office term and refers to the code used to post a transaction onto the guest folio. Fidelio Accounts Receivable uses the Front Office department codes when an adjustment is posted. In the Fidelio Accounts Receivable module, the term detail refers to the following pieces of information: check-out date, check-out time, folio number, transfer date, Accounts Receivable account, guest name, room number, cashier number, folio amount, amount paid, current balance, adjusted (yes/no), information regarding transfer details (for example, Smith means transferred from Smith) and the supplement field (which may contain an explanation for the transfer). This is a method of payment set up in Front Office (it may also be called City Ledger or Accounts Receivable transfer, etc.) and is used to settle hotel bills without the exchange of money or the use of credit cards. The direct bill payment method must use department code 903, as this is the code that Front Office and Accounts Receivable use to identify City Ledger (Accounts Receivable) transactions. The guest folio is the element of the Fidelio Front Office system in which all the transactions incurred by the guest during his/her stay are stored. When a guest is checked out to City Ledger (also called Direct Bill or Accounts Receivable), the guest folio is carried over as a single line entry and is then referred to as an Accounts Receivable invoice. An invoice in the Accounts Receivable module is a single line entry on an account representing an amount owed to the hotel by the company or individual named on the account. The invoice is most likely the guest folio from the Fidelio Front Office system, reduced to a single line entry containing the guest name, arrival/departure dates and total amount owed; however, invoices can also be created directly from the Accounts Receivable module. This option was designed to give you the ability to look at any given customer at any time and see which letters have been sent and when. You may look at letters from a specific period of time if necessary, so when you select this option from the menu, you are prompted to enter a date range in which to search. The terms mark and unmark are used to refer to the action of tagging specific transactions. Usually, the [+] key is used as a toggle to mark or unmark single items and the [-] key is used as a toggle to mark or unmark all items in an account. When an item is marked, a check mark ( ) appears next to the item. When an item is unmarked, the check mark disappears. This term refers to the outstanding amount of any invoice at the time the folio or posting was entered into Accounts Receivable (this may not necessarily agree with the amount transferred out of Front Office if the folio was edited in the working area prior to transfer into Accounts Receivable). In terms of payment, the original amount is the full amount of the payment. Original amount is saved for comparison purposes throughout the "life" of the transaction. This term is used to describe the payment of only a portion of either an outstanding invoice or an outstanding balance. Whenever a debit balance remains on an invoice after a payment has been applied, the payment is considered a partial payment. In the Fidelio Front Office system, the term profile refers to the database record containing the guest name (or company, agent, source) name and the address details. As the Fidelio Accounts Receivable module accesses the Front Office databases directly, the term profile means the same thing in Accounts Receivable. 106 Fidelio Front Office V Accounts Receivable

111 Appendix A Glossary purge remarks reminder cycle reminder letter spread statement status trace transaction transfer transfer Front Office date unmark unallocated payment This term refers to the removal of accounts from the Accounts Receivable system. Accounts can only be purged if there are no active transactions for the account. 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. Remarks are comments associated with any profile stored in either the Fidelio Front Office or Accounts Receivable systems. They can be entered from within either module and are accessible to either module from within the other. They do not print out and are only used for internal record keeping. A reminder cycle is used to define which reminder letters will be sent to customers of a particular account type and when the desired letter should be sent. The reminder cycle, however, is not entirely dependent upon the account type. Fidelio provides a generic "catch-all" reminder cycle (All Others) that uses no specific account type and which is used to produce reminder letters for any customers with account types that have not been specifically defined. Reminder letters are customized standard texts and sent to customers to remind them of how much they owe the hotel and how long the amount has been outstanding. Fidelio lets you create as many standard letters as you require, in whatever format is considered most appropriate for their operation. The term spread is used to describe the application of a previously unallocated payment to an outstanding debit on the same account. A statement of an account is a print-out listing the current outstanding amounts and recent payments (see also batch statements). This term refers to the credit status of an account. Currently, three status codes are available, Credit OK, Cashlist and Blacklist. How these are used is up to each hotel. However, Credit OK is the default status applied to all new accounts. Cashlist status means a warning will appear to Front Office reservation clerks before a new reservation can be made and Blacklist status (usually reserved for skippers and the like) means that a Front Office clerk cannot make a reservation for this account (the blacklist ban can be overridden by a supervisor with manager rights). A trace is a message to members of staff which you can enter into the system, along with an action date. On the action date, the message will be either displayed on the screen or printed in a report. Any posting, adjustment, payment or invoice on an account may be referred to as a transaction. The process of moving (all or part of) a transaction from one account to another is called a transfer. Both the "to" and the "from" accounts are recorded on the transaction for audit purposes. This refers to the function which transfers the guest folios checked out to City Ledger from the Front Office databases to the Accounts Receivable databases. (See Mark.) This is the term used to describe a payment posted to an account, but not applied to any particular debits. Fidelio Front Office V Accounts Receivable 107

112 Appendix A Glossary 108 Fidelio Front Office V Accounts Receivable

113 Appendix B Data Dictionary Appendix B Data Dictionary The Accounts Receivable data dictionary contains a list of all databases and index files used in the Fidelio Accounts Receivable application. It is very useful for anyone writing user-defined reports, designing entry screens, doing file maintenance or trouble-shooting. In the Front Office Data Dictionary manual we include the Screen Painter and Interface databases. Sample Layout The files are displayed in alphabetical order. Each file is presented in the following manner. Name of Database File Description of database file. Alias (if existing) Index Name Index Expression Field Name Type/Length/Dec Description Each header includes the name of the database file. The Index files are listed next (if any are defined), along with its definition. The column headers indicate field name, type of field (character, number, date, logical, memo), length of field, decimal positions and the field description. All files which contain a field type MEMO have a corresponding DBT file. To make best use of the data dictionary, knowledge of DOS and dbase or fbase would be very useful. Do not hesitate to consult a dbase manual for such commands as USE, MODIFY STRUCTURE, BROWSE, LOCATE and REPLACE. Fidelio Front Office V Accounts Receivable 109

114 Appendix B Data Dictionary FA_ACTIV.DBF Activity log. Holds the contents of changes/additions made to the Accounts Receivable module. This file is similar to the userlog file in Front Office. Index Name FA_ACT1.NTX FA_ACT2.NTX Index Expression cust_num+dtos(act_dat)+act_tim open_bill+dtos(act_dat)+act_tim Field Name Type/Length/Dec Description ACT_DAT D 8 0 Activity date. ACT_TEXT C 25 0 Short description of activity. ACT_TIME C 8 0 Activity time. ACT_TYPE C 1 0 Activity type (F, P, T, A). AMOUNT N 12 2 Posting amount. CUST_NUM C 8 0 Internal guest number. LNR C 3 0 Department code or SPR for unallocated payments. OPEN_BILL C 8 0 Invoice number if appropriate. PAY_FROM C 8 0 Invoice number of unallocated payment. POST_DAT D 8 0 Date of posting. USERID C 10 0 User identification. 110 Fidelio Front Office V Accounts Receivable

115 Appendix B Data Dictionary FA_AGE.DBF This file holds details on the reminder cycles per account type. Index Name FA_AGE.NTX Index Expression cust_type+str(day_from) Field Name Type/Length/Dec Description CUST_TYPE C 3 0 Account type. DAY_FROM N 12 0 Days on which the reminder letter is active. FIN_CHG L 1 0 Currently not used. LETTER C 30 0 Name of reminder letter. MIN_AMOUNT N 12 0 Currently not used. PERIOD N 3 0 Last reminder letter printed. SURCHARGE N 12 2 Currently not used. Fidelio Front Office V Accounts Receivable 111

116 Appendix B Data Dictionary FA_AGE1.DBF This file holds details on the reminder cycles per account type. Internal use only. Field Name Type/Length/Dec Description CUST_TYPE C 3 0 Account type. 112 Fidelio Front Office V Accounts Receivable

117 Appendix B Data Dictionary FA_COD.DBF Contains the description of the codes that may be used when setting up the user-definable reminders and statements. Index Name FA_COD1.NTX FA_COD2.NTX Index Expression upper(code_type+code_group+shortcode) upper(shortcode+code_type+code_group) Field Name Type/Length/Dec Description CODE_FIELD C Expression being used. CODE_GROUP C 1 0 Help box group to which the code belonged. CODE_TYPE C 1 0 Internal use. REMARKS C 40 0 Short description of the code s meaning. SHORTCODE C 10 0 Code used when setting up the reminders. Fidelio Front Office V Accounts Receivable 113

118 Appendix B Data Dictionary FA_CUST.DBF This file holds all the account information pertaining to profiles which open in Accounts Receivable. Index Name FA_CUST1.NTX FA_CUST2.NTX FA_CUST3.NTX Index Expression upper(name) cust_num ar_number Field Name Type/Length/Dec Description ADDRESS1 C 30 0 Address line 1 (only used if set up in Accounts Receivable). ADDRESS2 C 30 0 Address line 2 (only used if set up in Accounts Receivable). ADDRESS3 C 30 0 Address line 3 (only used if set up in Accounts Receivable). ADDRESS4 C 30 0 Address line 4 (only used if set up in Accounts Receivable). ADDRESS5 C 30 0 Address line 5 (only used if set up in Accounts Receivable). AR_NUMBER C 12 0 Accounts Receivable number. BATCHSTATE L 1 0 To include in batch statements. CONTACT C 30 0 Accounts Receivable contact. CREATED D 8 0 System date the account was created. CREDITLIM N 12 2 Credit limit on the account. CUST_NUM C 8 0 Guest number internal. CUST_TYPE C 3 0 Account type. FAX C 20 0 Accounts Receivable facsimile number. FIN_CHG L 1 0 Not currently used. LASTLETTER C 30 0 Name of last reminder sent. LASTMAIL D 8 0 Date of last reminder sent. NAME C 30 0 Name of account (same GAESTEST.DBF name). PERMANENT L 1 0 Permanent account flag. PHONE C 20 0 Accounts Receivable telephone number. USERID C 10 0 User ID of person who created account. 114 Fidelio Front Office V Accounts Receivable

119 Appendix B Data Dictionary FA_MAIL.DBF This file contains information on all mailing/reminder letters that have been sent. Index Name FA_MAIL1.NTX FA_MAIL2.NTX Index Expression cust_num+dtos(date) dtos(date) Field Name Type/Length/Dec Description CUST_NUM C 8 0 Internal guest number. DATE D 8 0 Date text sent. LETTER C 30 0 Name of text sent. PERIOD N 3 0 Number days from the reminder letter cycle. TEXT M 10 0 Details of actual text sent. Fidelio Front Office V Accounts Receivable 115

120 Appendix B Data Dictionary FA_MAILT.DBF This file contains information on all mailing/reminder letters that have been sent. Internal Use Only Mailing History (Temporary File) Field Name Type/Length/Dec Description CUST_NUM C 8 0 Guest number internal. DATE D 8 0 Date text sent. LETTER C 30 0 Name of text sent. MARK C 1 0 Internal use only. NAME C 30 0 Internal use only. PERIOD N 3 0 Number days from the reminder letter cycle. TEXT M 10 0 Details of actual text sent. 116 Fidelio Front Office V Accounts Receivable

121 Appendix B Data Dictionary FA_SETUP.DBF This file contains the parameter settings for Accounts Receivable. Index Name NONE Index Expression Field Name Type/Length/Dec Description ACTPURGE N 4 0 # of days activities are stored in FA_ACTIV.DBF. Range of days = If no auto deletion, then value = 0. AGE1 N 3 0 Aging period 1. AGE2 N 3 0 Aging period 2. AGE3 N 3 0 Aging period 3. AGE4 N 3 0 Aging period 4. AGE5 N 3 0 Aging period 5. AR_PICTURE C 12 0 Picture validation for entering Accounts Receivable number in Accounts Receivable. AUTOCREATE L 1 0 Automatic creation of Accounts Receivable account at transfer. CORR_PER C 1 0 Allowance period for adjustments (D, W, M, Y, U). COUNTER N 8 0 Internal use only. CR_AGING L 1 0 Aging credits. CREDITLIM N 12 2 Default credit limit for new accounts. CUST_TYPE C 3 0 Default account type for individual profiles. CUST_TYPEA C 3 0 Not currently used. CUST_TYPEC C 3 0 Default account type for companies. CUST_TYPEG C 3 0 Default account type for groups. CUST_TYPET C 3 0 Default account type for travel agents. DUE_DATE N 3 0 Not currently used. FIN_CHG L 1 0 Not currently used. INTEREST N 5 2 Not currently used. LAST_CONV D 8 0 Date of last Front Office transfer. LASTBATCH D 8 0 Date of last batch statement. MIN_COL N 3 0 Minimum days between two reminders. MONTH_AGE L 1 0 Use monthly aging. REFREQUIRE L 1 0 Accounts Receivable number required. TRANPURGE N 3 0 Number of days to automatically purge zero accounts. TRANSDAT L 1 0 Use invoice date for aging. Fidelio Front Office V Accounts Receivable 117

122 Appendix B Data Dictionary FA_TRACE.DBF This file holds all the details on Accounts Receivable traces. It contains one record per trace. Index Name FA_TRACE.NTX Index Expression cust_num+dtos(date) Field Name Type/Length/Dec Description CREATED D 8 0 System date that trace was created. CUST_NUM C 8 0 Internal guest number. DATE D 8 0 Date for trace. TRACE M 10 0 Text of trace. USERID C 8 0 User identification who created trace. 118 Fidelio Front Office V Accounts Receivable

123 Appendix B Data Dictionary FA_TXT.DBF This file contains one record per reminder/statement. The files contains all the details on the setup of the letters and their formats. Index Name FA_TXT.NTX Index Expression upper(txt_type+txt_desc) Field Name Type/Length/Dec Description BOT_MARG N 2 0 Bottom margin. CHANG_DATE D 8 0 System date text changed. CHANG_NAME C 10 0 User identification who changed text. CHANG_TIME C 5 0 Time text changed. CREA_DATE D 8 0 System date text created. CREA_NAME C 10 0 User identification who created text. CREA_TIME C 5 0 Time text created. FOOT_LINE N 2 0 Not currently used. FOOT_TEXT C Not currently used. HEAD_LINE N 2 0 Line number for header text. HEAD_TEXT C Not currently used. LEFT_MARG N 2 0 Left margin. LINE_CPI N 2 0 Not currently used. PAGE_LEN N 2 0 Page length. PAGE_WIDTH N 3 0 Page width. REP_START N 2 0 Starting line for statement detail. REP_STOP N 2 0 Ending line for statement detail. RIGHT_MARG N 2 0 Right margin position. TAB_SIZE N 2 0 Number of character between tabs. TOP_MARG N 2 0 Top margin. TXT_DESC C 30 0 Name of text created. TXT_MEMO M 10 0 Text. TXT_TYPE C 1 0 Internal use. Fidelio Front Office V Accounts Receivable 119

124 Appendix B Data Dictionary 120 Fidelio Front Office V Accounts Receivable

125 Fidelio Accounts Receivable V6.20 List of Figures Figure 1 Accounts Receivable Logon Screen...8 Figure 2 Accounts Receivable Main Menu...9 Figure 3 Accounts Menu...11 Figure 4 Account Search Screen...12 Figure 5 Accounts Receivable Accounts List...13 Figure 6 Purge Conditions...16 Figure 7 "Working Area"...17 Figure 8 Amount Adjustment Screen...18 Figure 9 View Invoice Screen...19 Figure 10 Posting Menu...21 Figure 11 Account Search Screen...22 Figure 12 List of Accounts...23 Figure 13 Select Posting Type...24 Figure 14 Debit Posting...25 Figure 15 Credit Posting Menu...26 Figure 16 Credit Unallocated Payment...26 Figure 17 Credit Existing Postings...27 Figure 18 Invoice Detail...28 Figure 19 Transactions Menu...29 Figure 20 Payment Screen...30 Figure 21 Apply Credit Menu...31 Figure 22 Adjustment Screen...32 Figure 23 New Posting...33 Figure 24 Account Setup Screen...34 Figure 25 Activity Screen...36 Figure 26 Amount Transfer Screen...37 Figure 27 Adjustment History...40 Figure 28 Research Invoice Screen...41 Figure 29 Accounts List...42 Figure 30 Invoice Detail...43 Figure 31 Menu Options...44 Figure 32 Payment Screen...45 Figure 33 Account Details...46 Figure 34 Detail Adjustment...47 Figure 35 Activity Screen...48 Figure 36 Transfer...49 Figure 37 Credit Card Company Search...51 Figure 38 Posted Credit Card Bookings...52 Figure 39 Information Print-out...53 Figure 40 Collection Menu...55 Figure 41 Reminder Letter Search...56 Figure 42 Reminder Letters List...57 Fidelio Front Office V Accounts Receivable LOF-i

126 List of Figures Figure 43 Mailing History Search...59 Figure 44 Mailing History for All Accounts...59 Figure 45 Batch Statements...61 Figure 46 Trace Screen...63 Figure 47 Aging Report Definition...66 Figure 48 Aging Report Sort Criteria...67 Figure 49 Aging Summary Report Defnition...68 Figure 50 Posting Report Definition...71 Figure 51 Setup Menu...73 Figure 52 Text Format Preview...74 Figure 53 Format Screen...75 Figure 54 Sample Reminder Letter...78 Figure 55 Sample Reminder Letter Text Format...82 Figure 56 Sample Simple Reminder Text Format...84 Figure 57 F Format Sample...84 Figure 58 Sample Printed Simple Reminder...85 Figure 59 Sample Statement of Account...86 Figure 60 Sample Statement of Account Text Format...90 Figure 61 Account Types...95 Figure 62 Modify/Create a Record...96 Figure 63 Insert a Record...97 Figure 64 Account Types...98 Figure 65 Create/Modify...99 Figure 66 Global Defaults Screen LOF-ii Fidelio Front Office V Accounts Receivable