How to Apply Payments to Outstanding A/R Account Balances

Modified on: Thu, 15 Apr, 2021 at 4:40 AM

Applies to:       StayNTouch Cloud PMS    StayNTouch PMS Overlay

How to Apply Payments to Outstanding A/R Account Balances

To apply payments to outstanding A/R account balances, begin by navigating to Financials > Accounts Receivables > Select Account. Within the A/R Transactions tab of the account, you'll see all outstanding invoices for the account. To pay the invoices, simply select the green ADD PAYMENT button. The overall account balance is defaulted for you, and you can process the payment by selecting the PAYMENT TYPE, entering a REFERENCE, and clicking MAKE PAYMENT.

Upon doing so, you will get an AMOUNT PAID! message, and you'll see the amount paid if you click into the CREDIT tab on the left hand side of the screen.

From within the CREDIT tab, you can also allocate the payment accordingly. Once you select the ALLOCATE button, you'll be brought back to the OPEN BILLS tab, where you can select the invoices you'd like to allocate. Note on the bottom of the screen, you'll see the amount you are allocating as well as the remaining balance. After selecting the invoices you'd like to pay, click the PAY SELECTED button, and you'll see that all outstanding guest bills have been paid.

Now you'll see that your account balance is $0.00, and the invoice has been move to PAID BILLS.

If you move back to Financials > Accounts Receivables and select another account, you can apply a partial payment to some invoices. Here, we are receiving a check for $500.00, which can be applied partially to multiple invoices within the account. Once again, select the ADD PAYMENT button, select a PAYMENT TYPE of Check, enter $500.00 in the AMOUNT TO PAY field, enter a REFERENCE, and click MAKE PAYMENT. As a shortcut to speed up the process, you may select the Allocate Payment After Posting checkbox, which will take you directly to the OPEN BILLS tab to begin applying the payments.

From here, select the reservations to which you'd like to apply a partial payment, and then apply that partial payment ($100.00 in this example) against the outstanding balance of each. Once complete, you can click PAY SELECTED, and you'll see the overall balance of each has been reduced accordingly.

If you've made a mistake in your application of payment, you can unallocate the payment in one of two ways.

First, you can select the ALLOCATED tab and expand out the payment method to see where it has been applied.

Similarly, you can view the invoice from the PAID BILLS or OPEN BILLS tabs and expand it out to see where payment has been applied.

In this example, we'll go ahead and unapply $114.92 from one of the invoices paid by selecting the red to the right of the invoice.

You'll now see the credit from the CREDIT tab waiting to be applied, and from here, we can choose an invoice from OPEN BILLS to apply this credit against.

Please note, if a payment was applied incorrectly to an account, it can be refunded using the REFUND button, as long as it is not allocated against any invoice. As long as you've unallocated the payment fully, you can refund it and apply it against the correct account as needed.

The above article explains how to apply payments to outstanding A/R account balances in StayNTouch Cloud PMS. For more information, see this video or contact Customer Support.

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