CLOUDPM CITY LEDGER USER GUIDE

Transcription

1 Multi-Systems Inc. December 13, 2012 Page 1 of 11

2 Table of Contents City Ledger... 3 City Ledger Database... 3 Creating City Ledger Department Codes... 3 Adding City Ledger Department Codes to Accounting Defaults... 3 Adding the Direct Bill Hold Type... 4 Creating a City Ledger Account... 4 Finding a City Ledger Account... 4 Displaying a City Ledger Account Statement... 5 Displaying a City Ledger Account Invoice... 6 Posting to a City Ledger Account Invoice... 7 Correcting a Posting to a City Ledger Account Invoice... 7 Adjusting a Posting to a City Ledger Account Invoice... 7 Transferring a City Ledger Account Invoice... 8 Posting Check Payments to a City Ledger Account Invoice... 9 Posting Credit Card Payments to a City Ledger Account Invoice... 9 Disputing a City Ledger Account Invoice Removing a Disputed Status from a City Ledger Account Invoice Creating a City Ledger Account Manual Invoice Viewing City Ledger Balances & Aging Multi-Systems Inc. December 13, 2012 Page 2 of 11

3 City Ledger The City Ledger portion of CloudPM is used to manage those accounts which have direct billing privileges. Direct Billing is where the guest themselves doesn t pay for the charges. These guest balances are sent to a City Ledger Account. Where a Statement is then sent to the client periodically, and is made up of Invoices of the guest folio total charges. Accounts are usually created after a credit check and an approved credit limit is determined. This Credit Limit allows you to know the balance of the account compared to their approved billing limit. If a folio is checked out to Direct Bill as a form of payment, the folio balance transfers to City Ledger immediately & automatically. City Ledger Database The user will need to set up parameters and create codes, which determine how City Ledger operates. City Ledger Department Codes will need to be created the Direct Bill Code and also the Direct Bill Routing code. Once completed, they will need to be entered into the Accounting Defaults. Then the City Ledger Purge settings will need to be set. The Direct Bill code will also need to be added to the Hold Types, under Misc. Codes. All this activity is setup through the GM Functions Module. Creating City Ledger Department Codes 1. Choose GM Functions from the navigation bar on the left hand side of the screen. Note: You can either click on GM Functions or right click on GM Functions and choose to Open in same tab or Open in a new tab from the Main 2. Click on the arrow next to Accounting. Then click on Department Codes. You will be creating two codes one for Direct Bill and a code for Direct Bill Routing. 3. Click on New located on the ribbon bar. Create the Code for Direct Bill, Description, Group, Type (needs to be Credit), Payment (needs to be Direct Bill), Allow (check Operator Post, Operator Adjust, Operator Correct and Charge Route), and Sort Order (if necessary). Click on the Save button when finished. 4. Click on New located on the ribbon bar. Create the Code for Direct Bill Routing, Description, Group, Type (needs to be Debit), Allow (check Operator Post, Operator Adjust, Operator Correct and Charge Route), Require (Posting Password, Voucher, Reference), and Sort Order (if necessary). Click on the Save button when finished. Adding City Ledger Department Codes to Accounting Defaults 1. Choose GM Functions from the navigation bar on the left hand side of the screen. Note: You can either click on GM Functions or right click on GM Functions and choose to Open in same tab or Open in a new tab from the Main 2. Click on the arrow next to Property Settings. Then click on Accounting Defaults. Fill in the Direct Bill code and the Direct Bill Routing code. Click on the Save button when finished. Multi-Systems Inc. December 13, 2012 Page 3 of 11

4 Adding the Direct Bill Hold Type CLOUDPM CITY LEDGER USER GUIDE 1. Choose GM Functions from the navigation bar on the left hand side of the screen. Note: You can either click on GM Functions or right click on GM Functions and choose to Open in same tab or Open in a new tab from the Main 2. Click on the arrow next to Misc. Codes. Then click on Hold Type. Click on New. Create the Code, Description, & check the box for Guaranteed. You can also add a Display Order, if desired. Click on the Save button when finished. Creating a City Ledger Account 2. Under New on the navigation bar on the left hand side of the screen, choose New Account. 3. Enter an account number. Note: If you choose to not enter an account number, CloudPM will automatically assign a number, once the account has been created. You cannot use letters only numbers. 4. Leave the status as Active. Note: There are two additional statuses that you can choose Active Temporary and Inactive. An Inactive status will not allow you to guarantee a reservation, check in or check out to a City Ledger account. 5. Fill in the Account Name. Clicking on the Save button on the ribbon bar, will then create your account. 6. There are additional fields that can be populated to provide further information for the newly created account and would be necessary when sending out City Ledger Statements. Those fields include Company, Contact L/F Name, Address, State/Prov, Postal Code, Telephone, , and Billing Code, Tax ID, Comments & Payment Type. Note: The red X beside the Payment Type, will clear the field. Choosing a credit card as a Payment Type requires you to enter a valid credit card number. 7. Note: Flagging a City Ledger account as tax exempt and or the choice for room/tax or incidentals is only informational at this time. Finding a City Ledger Account Multi-Systems Inc. December 13, 2012 Page 4 of 11

5 Displaying a City Ledger Account Statement 5. Choose Statement in the Show box on the ribbon bar. 6. Once on the Statement screen, on the ribbon bar, you will see options to either Dispute Invoice, Transfer Invoice, or create a Manual Invoice. Multi-Systems Inc. December 13, 2012 Page 5 of 11

6 Displaying a City Ledger Account Invoice CLOUDPM CITY LEDGER USER GUIDE 5. Choose Statement in the Show box on the ribbon bar. 6. Double click on any invoice to display it on the Statement screen. The invoice will then display in the lower portion of the Statement screen. 7. The ribbon bar below the Invoice section allows you to Refresh, Post, Correct, Adjust, Transfer, Print & Close Window. Note: Once an invoice is at a zero balance then the Close Invoice option will display. Multi-Systems Inc. December 13, 2012 Page 6 of 11

7 Posting to a City Ledger Account Invoice CLOUDPM CITY LEDGER USER GUIDE 5. Choose Statement in the Show box on the ribbon bar. 6. Double click on any invoice to display it on the Statement screen. The invoice will then display in the lower portion of the Statement screen. 7. From the ribbon bar below the Invoice section, click on the Post button. 8. Enter the Department, Debit/Credit and any additional fields that may required. Click on Save on the Invoice ribbon bar, when finished. Note: Clicking re-fresh will make the Close Window active. Correcting a Posting to a City Ledger Account Invoice 1. If the posting to a City Ledger Account Invoice is incorrect, you may correct the posting by clicking on the Correct button located on the ribbon bar below the Invoice section. Note: the option to Correct may not be available for some line items and can only be done on the same Business Day. Adjusting a Posting to a City Ledger Account Invoice 1. You may Adjust Item or Adjust Amount on a City Ledger Account Invoice. Adjust Item allows a full adjustment of a posting, where Adjust Amount allows you to enter an amount either to do a partial adjustment or you can enter the full amount to do a full adjustment to a posting. Multi-Systems Inc. December 13, 2012 Page 7 of 11

8 Transferring a City Ledger Account Invoice You may transfer an invoice from one account to another and you may also transfer an invoice to an invoice. 1. In the first case, you would highlight the invoice you want to transfer and then click on the Transfer Invoice button in the Statement box on the ribbon bar on the top of the screen. 2. From a pop-up box, you then will be asked to choose the account that you want the invoice to be transferred to. You may choose the account by filling in one of the filter fields Account # or Account Name or by clicking Search to get a complete list of accounts. Double click on the correct account, and you will get another pop up box asking you if you want to transfer the invoice # to the new account. Clicking Yes transfers the invoice and choosing No cancels the transaction. 3. In the second case, you would double click on the invoice and then choose the drop down arrow on the Transfer button on the Invoice ribbon bar and choose to either Transfer Item or Transfer Amt. To Transfer the Item, select Transfer Item from the Invoice Tool Bar, you then will receive a pop-up box. You will then be given filter options, to transfer to Invoice#, Account #, & Account Name. Click Search, and then Double click on the correct invoice. You will now be returned to the Statement Window. To Transfer an Amount, select Transfer Amount from the Invoice Tool bar, you then will receive a popup box. You will then be given filter options, to transfer to Invoice#, Account #, & Account Name. Click Search, and then Double click on the correct invoice. You will now be returned to the Statement Window. Next you will need to select under the Department Code field either Transfer Credit or Transfer Debit option. Note: If you are transferring a debit balance then you would select Transfer Credit. If it is a credit invoice then select Transfer Debit. Multi-Systems Inc. December 13, 2012 Page 8 of 11

9 Enter any additional fields that may be required. Click on Save on the Invoice ribbon bar, when finished. Note: Clicking re-fresh will make the Close Window active. Posting Check Payments to a City Ledger Account Invoice 5. Choose Statement in the Show box on the ribbon bar. 6. Choose Payments in the Show box on the ribbon bar. 7. The City Ledger Payments screen appears. The invoices with balances will display in the lower portion of the Payments screen. 8. Enter the Department for the check 9. Enter the Amount of the check 10. Enter any additional fields that may be required. 11. Select the invoices that will be paid by checking the box in the Apply Pmt column 12. If needed, the payment amount can be edited for each invoice in the Apply Pmt column 13. Click on OK; the system will create a new Receipt Invoice. The Receipt Invoice will show the total payment amount, and will transfer the selected payment amounts to pay off the selected invoices. This will allow a CloudPM user to view which invoices have been paid off by a single lump-sum payment applied to the Account. Posting Credit Card Payments to a City Ledger Account Invoice Multi-Systems Inc. December 13, 2012 Page 9 of 11

10 5. Choose Statement in the Show box on the ribbon bar. 6. Choose Payments in the Show box on the ribbon bar. 7. The City Ledger Payments screen appears. The invoices with balances will display in the lower portion of the Payments screen. 8. Enter the Department for credit card 9. Enter the Amount of the credit card 10. Enter any additional fields that may be required. 11. Select the invoices that will be paid by checking the box in the Apply Pmt column 12. If needed, the payment amount can be edited for each invoice in the Apply Pmt column 13. Click on OK 14. Credit Card Authorize the window will display 15. Enter in the credit card information and click OK Multi-Systems Inc. December 13, 2012 Page 10 of 11

11 16. Once the credit card is authorized the system will create a new Receipt Invoice. The Receipt Invoice will show the total payment amount, and will transfer the selected payment amounts to pay off the selected invoices. This will allow a CloudPM user to view which invoices have been paid off by a single lump-sum payment applied to the Account. Note: In the Credit Card Settlement Process, each credit card transaction displays a Folio # corresponding to each transaction. Payments made to a City Ledger invoice or a City Ledger receipt invoice will display as: [Invoice Number][I] the Invoice #1974. Example: 1974I indicates I for City Ledger Invoice, and 1974 to represent Disputing a City Ledger Account Invoice 1. To dispute an invoice, highlight the invoice in question and click on the Dispute Invoice button on the ribbon bar at the top of the screen. A pop-up box will appear referencing the Account #, Invoice# & Account Name. In the Reason box, enter the reason why the customer is disputing the invoice. Click OK and a check box will appear on the far right side of the statement screen. Removing a Disputed Status from a City Ledger Account Invoice 1. To Remove a dispute from an invoice, highlight the invoice in question and click on the Dispute Invoice button on the ribbon bar at the top of the screen. A pop-up box will appear referencing the Account #, Invoice# & Account Name. Click on the Clear option and you will be returned to the Statement window. Creating a City Ledger Account Manual Invoice 1. To create a Manual Invoice, retrieve the City Ledger Account. On the ribbon bar on the top of the screen, select Manual Invoice. A new invoice will be created below the Statement screen. Fill in the appropriate fields and click on the Save button. The Manual Invoice is then complete. Note: Clicking re-fresh will make the Close Window active. Viewing City Ledger Balances & Aging 2. Click on Balances & Aging. From the Select Report drop down, choose either Balance Report or Aging Report. If you choose Balance Report, you will see the city ledger accounts with their Balance, Credit Limit and Over Limit. If you choose Aging Report, the default will display an Aging Summary view. You also may choose a Detailed Aging Report, that when displayed, will show a down arrow. If you click on the down arrow beside the account name, all invoices for the account will be displayed in detail. Note: you also have an option to Include Zero-Balance Invoices, if you so desire. Multi-Systems Inc. December 13, 2012 Page 11 of 11