- Managing Accounts Receivables (AR) in Rover
- Overview of AR Transactions
- Actions in AR
- Submit a Payment
- Identify a Partial Payment
- Manual Balance Entry
- Insufficient Funds
- Unallocated Payments
- Process a Refund
- Edit Charge Codes
Managing Accounts Receivables (AR) in Rover:
In Rover, users can manage Accounts Receivables (AR) from two places:
1. Accounts Receivable page (Settings > Financials > Accounts Receivables)
2. AR Transactions tab (Available for selection on the Company/Travel Agent Card once an AR number has been assigned to the card)
Why does the AR Transactions tab appear on some cards (and not on others)?
- Only when an AR number has been assigned to a Company Card or Travel Agent Card will the AR Transactions tab appear on the card.
- Click the AR Transactions tab to reveal a list of invoices associated with that Company or Travel Agent.
Helpful Rules for AR:
The following rules apply to the AR module:
Allocations can be full (equal to the entire balance) or partial (any amount less than the full amount).
Only the entire balance on an invoice can be unallocated (users cannot partially unallocate funds).
To apply a negative adjustment, users must adjust the full amount and then post the correct amount (users cannot post partial adjustments).
Allocating and unallocating payments will have NO impact on the Journal (as the transaction has already been recorded).
Partially paid invoices (with unallocated amounts) will remain on the Balance tab.
If there is a fully paid invoice, and you unallocate the amount on the invoice, the invoice will return to the Balance tab and the entry will be removed from the Paid Bills tab.
(1) Overview of AR Transactions:
Below is a screenshot of a Company Card that has been opened to the AR Transactions tab. You will want to familiarize yourself with the following sections on the card:
Search Bar: Begin a prompt to locate an invoice by guest name, confirmation number, or invoice number. Use the From and To button to search within a particular date range.
Include Payments: Review those invoices with a payment.
Statement: Access a complete statement for the selected Company/Travel Agent Card.
Balance: When a Company or Travel Agent pays for the the total balance the Company or Travel Agent owes the property.
Paid Bills: This includes partially paid invoices and fully paid invoices.
Unallocated: Payment methods and their available credit. Invoices linked to this payment will appear here.
Allocated: Payment methods and the amount that has been moved to an invoice. Invoices linked to this payment will appear here.
Sample AR Transactions tab opened to the Balance:
(2) Actions in AR:
By clicking on the orange chevron arrows on an individual invoice, you can reveal additional actions along the right side of the card. Actions include the following:
Add Payment: Post a payment to the invoice.
Refund: Refund the full amount on the invoice (refunds cannot be partial amounts).
Stay Card: Access the Stay Card associated with the invoice.
Move Invoice: Move this invoice to a different Company Card/Travel Agent Card.
Post Charges: Post a new charge.
Pencil Icon / Edit Charges: Adjust a charge (includes changes to the description on the invoice or the amount.).
The AR Transactions Tab:
Note that pagination prompts will appear for cards with numerous invoices:
When processing a refund in Rover’s AR module, the payment details (Amount to Pay and Reference) are greyed out and disabled (like in the screenshot below):
(3) Submit a Payment:
Locate the invoice you want to post the payment.
Check the box beside the invoice (this will select the invoice).
Next, choose the green Payment button.
Submit a payment by choosing the payment type, amount, fees, etc.
Then select Make Payment.
Only when the payment method can cover the invoice’s full amount, will the Pay All button appear for selection at the bottom of the page.
(4) Identify a Partial Payment:
The wallet icon will appear on an invoice that has a partial payment applied to it.
When a partial payment has been allocated to an invoice, the amount will appear beside a red “x”.
Select the “x” to unallocate the amount.
The amount will be released back as available credit under the Unallocated section.
(5) Manual Balance Entry
Entering Manual Balances is the process of manually creating a record in Rover to ensure continuity across PMS systems. This step is used when a property transitions from one PMS to Rover PMS (i.e., OPERA to Rover PMS).
Manual entries can only be done prior to cutover.
Manual entries should only be used for non-revenue amounts.
Rover automatically names these entries Manual Balance (see example below). However, you can change/edit the name by clicking on the text.
The Invoice No. will be blank until a user enters a number into the space.
The departure date is a mandatory because Rover calculates aging based on the departure date.
Manual entries are recorded in the Journal (not in the AR Ledger).
There is no limit to the number of manual entries you can add here.
Use the green “+” button to add a new manual entry.
Make sure to click Save.
Click Add Manual Balance to begin adding Manual Balance entries.
Two examples of Manual Entries on a Travel Agent Card:
(6) Insufficient Funds
If while allocating a payment, there are insufficient funds, Rover will notify the user to add a payment (see note at the bottom of the page):
(7) Unallocated Payments
From the Unallocated section, choose to allocate funds by payment method:
Invoices will appear below partial payments from the unallocated window:
(8) Process a Refund
- The refund button has been added to the AR Transactions tab. The AR Transactions tab can be retrieved from the Accounts Receivables page or the Travel Agent/Company Card (see image below).
- Once the refund button is selected, a pop-up presents the payments that can be refunded (see image below).
- Allocated or unallocated payments can be refunded.
- Partial allocations cannot be refunded. Partial allocations can be identified by the ‘wallet’ icon.
- Refunds can ONLY be applied for the full amount. (As a result, the amount and reference field cannot be edited - like in the screenshot below.)
- Refunds are recorded in the AR Ledger and Journal.
(9) Edit Charge Codes
Users have the ability to edit or remove charge code reference fields from the Accounts Receivable tab/page.
Adjustments post separately; this will result in the adjustment posting on its own line (beneath the original posting).
Once an adjustment is applied, you will NOT be able to change the amount on the adjusted charge code (see screenshot below).
Reference notes, however, can be edited for both the original and adjusted charge codes.