Invoicing for Accounts Receivable (Fiscal Documents)

This article explains how to manage post-stay billing by transferring charges from a checked-out reservation to an Accounts Receivable (AR) account and generating an invoice from there.

Overview

For properties using the new Fiscal Documents Service, you can now move outstanding balances from a reservation to a centralized AR ledger. This allows you to manage corporate billing or delayed payments separately from the individual reservation folio.

Step 1: Move Folio Charges to Accounts Receivable

Before you can invoice from AR, you must transfer the charges from the reservation.

1. Requirement: The reservation must be Checked Out and have a balance due.

2. Navigate to the reservation folio.

3. Select the Move to Accounts Receivable action.
   

4. Choose an existing AR account from the list.

   • Note: All folio charges are transferred together; you cannot select individual charges for this transfer.

   • Note: Payments recorded on the reservation are not transferred.

   • Undo: If you make a mistake, this transfer action can be undone.
     

Step 2: Create an Invoice from the AR Account

Once the charges are moved, the invoicing process happens within the Accounting module.

1. Navigate to Accounting-> Accounts Receivable and select the relevant account.

2. Click the + Invoice button.
   

3. Complete the Recipient Form: Choose whether to bill a Person or a Company.
   

4. Select Charges: The charges transferred from the reservation will be available for selection.

5. Set Due Date: You can specify a custom due date for the AR invoice.
   

6. Add Payments (Optional): If you need a payment to appear on the AR invoice, you must add it directly to the AR account using the + Add Payment action.

Important Details & Limitations

• Invoice Appearance: Transferred charges currently appear as a single line item labeled "Transfer to Accounts Receivable Ledger".

• Source Filter: You can find these invoices in Accounting -> Invoices and Documents by filtering the Source to "Accounts Receivable".

• Individual Folios Only: Currently, transfers to AR are supported for individual reservation folios only; Group folios are not yet supported for this workflow.

• Availability: This feature is only available for properties migrated to the Fiscal Documents Service.