Direct Bill / City Ledger - Manual Postings

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Under most circumstances, you will not need to post transactions manually. However, there are some situations where you may need to post them manually:

• If the DB payment did not create the invoice in the customer account, you can post the transaction manually.


• If a payment was posted in Open Item Payments and correctly applied to the invoice(s), but the payment did not post in the customer Account Detail screen, you can manually post the payment. See Post Missing Payment.


• If the DB folio payment was posted to the wrong account, you can credit the invoice in the wrong account and enter the invoice into the correct account. Remember to mark both invoices in the wrong account "paid" so that they will not show up as open items.

Posting Charges Manually

You can post charges manually by going to Direct Bill > Customer Processing > Enter Transactions.

Note: We recommend that you post adjustments in a folio in Hotel and then post a DB payment to the folio. This will create the adjustment posting in Direct Bill. If you do it this way, then your hotel revenue on your Hotel reports will be accurate. If you make the change directly in Direct Bill rather than in Hotel, you will not have adjusted your charges in Hotel.

Making Corrections

If a “T” transaction is incorrect and the transaction was generated at night audit from a DB payment made to a folio, you should NOT correct the transaction in Direct Bill (City Ledger). You should make the transaction in Front Desk into a folio, and then make a DB payment. Otherwise, your Hotel balance will not match your City Ledger balance and your revenue, etc., will be off.

Example: if a guest was charged $100 and should have been charged $90, you should go into a folio and make the $10 credit to the correct charge code. Then, make the correct DB payment, which will send the credit into City Ledger. This way, your receivables will be correct, and your revenue will be correct.

Credits

When posting a credit invoice or a discount, remember to enter a minus sign (-) with the amount.

Note: Credits for guest stays should be posted to a folio within Execu/Suite (PMS). This keeps your hotel room rental and tax figures correct within Execu/Suite. See Posting Charges & Payments.

Example: Say you processed a DB payment in a folio and the invoice was created for the customer in Direct Bill (City Ledger). Then you decided to credit the customer for that invoice. You can create a credit invoice in Direct Bill; however, the room revenue in Execu/Suite will continue to show the revenue for the credited amount since it was done outside of PMS. Accounting generally flows in one direction. In this case it flows from PMS (Guest Ledger) to DB (City Ledger).

See Also:

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Direct Bill Setup

Direct Bill Procedures

DB Reports and Statements