Manage your Accounts Receivables

How to access and create a new ledger

1. Access the main menuof your dashboard
2. Go to the Accounts Receivablepage
3. Click to add +New ledger in the top right corner
   
4. Give it a name, write a description if needed, and save it.
   

Transfer Balance to Accounts Receivable

When a folio has an outstanding balance (e.g., after a guest checks out), you’ll see an option to “Transfer to Accounts Receivable”:

1. Access a checked-out reservation with a Balance Due
2. Go to the Folio
3. Click to transfer this balance due to Accounts Receivable. 
   
   

4. Search for a particular ledger if your account has many ledgers and you need to find one quickly.

5. Choose the Accounts Receivable Ledger to transfer the balance in question. 

6. Click to transfer.

7. The transferred amount will appear as a new transaction on the folio with Transfer to Accounts Receivable Ledger.

Managing Accounts Receivable Ledgers

1. Access Accounts Receivables
2. Choose the Accounts Receivable Ledger you used to transfer the balance due and click on it to open.
3. You will see each balance you have transferred to this Ledger.
   • The back office can now use this ledger to track owed amounts and follow up for payment.
4. You can manually add payments using the Add Payment option, which records the amount received and the payment method. Future updates will include more comprehensive invoicing and payment options like credit cards or Pay by Link.
5. Enter the amount, select the Payment Option used
6. Save
   

3. Reversing Transfers

If a balance was transferred to an Accounts Receivable Ledger by mistake, you can reverse the transfer:

1. Click the three dots at the far right of the transferred item and choose Transfer back to folio.
   
2. You can also do it from the Folio, using the option to Undo transfer to Accounts Receivable.

In either case, you will see a modal explaining this action and asking you to verify if you wish to proceed.

If you proceed with the transfer, it will be reversed by adding a transaction. This is necessary to preserve the entire audit trail. You will see a negative credit for the amount you originally transferred on the folio.

Ledger Settings

1. Open the accounts receivable page.
2. Find the Ledger you would like to update.
3. Click on the three dots on the far right of the Ledger you’d like to edit.
4. A pop-up will allow you to choose to edit. It allows you to change the name of your ledger or adjust the description.
   
5. Close a ledger if needed here.
   
6. By default, once you close a ledger, it will not be shown on the list of ledgers on the Accounts Receivable Page. However, you can optionally adjust the search filter to include Closed ledgers if you need to access them.
7. Include Ledger Status Closed in the filter.