Crediting Invoices via Direct Bill

Please see the below instructions for crediting an invoice via direct bill.

First, navigate to the stay card from the dashboard. From the stay card, select the BILL & CHARGES button, which will direct you to the Guest Bill. Here, you can add routing to the reservation via the BILL ROUTING button.

At this point, you can pay the outstanding balance via Direct Bill.

Upon doing so, the charges will be moved to the desired company's A/R account.

If you mistakenly direct billed this company (and it does not simply need to be moved to a different A/R account by using the MOVE INVOICE button), you will need to credit them the appropriate amount. First, add a new bill (for many reservations this will probably be Bill #3—it can be any unlocked bill that is not Bill #1). Then, update the entity on the new bill, which has defaulted to the primary guest, to the incorrectly direct billed entity.

If the charges billed were valid but should have been charged to another payment method, post a payment on the intended payment method for the appropriate amount. If the charges were not valid, you should add the same charge but for a negative amount. Ultimately, it should appear like you owe the company a refund for the incorrectly direct billed amount.

Click the green pay button on that same bill. The balance due will be issued as a refund, since it will display as a negative value. Select Direct Bill as the payment type, and press the refund button.

Then, navigate to the A/R account for the company that was incorrectly billed. Now, when you open the company card and navigate to the A/R Transactions tab, you will see the initial invoice as well as the credit invoice on two separate line items.

You can then select the downward facing arrow on the credit invoice.

Click the red MOVE TO CREDIT button.

Now, from the CREDIT section, you will be able to allocate the credit balance to the outstanding invoice.

Upon navigating to the CREDIT section, you will see your manual A/R credit at the bottom of the list of transactions. At this point, select ALLOCATE to allocate the credit.

After selecting ALLOCATE, you will be referred back to OPEN BILLS. Then, select the check box to the left of the invoice you want to credit—at which point, a PAY SELECTED button will appear.

Clicking the PAY SELECTED button will move the invoice to PAID BILLS. Here, you will find the credited invoice.

If you want to resend an invoice, navigate back to the stay card, to the Bill & Charges screen, and then print/email both the original invoice and the credited invoice.