Applies to:

Stayntouch PMS

Accounts Receivable

In Stayntouch PMS, users can manage Accounts Receivable (A/R) from two places:

1. Accounts Receivable page (Financials > Accounts Receivables)

2. A/R Transactions tab (Available for selection on the Company/Travel Agent Card once an A/R number has been assigned to the card)

Why does the A/R Transactions tab appear on some cards (and not on others)?

Only when an A/R number has been assigned to a Company/Travel Agent card, will the A/R Transactions tab appear on the card.
Click the A/R Transactions tab to reveal a list of invoices associated with that Company or Travel Agent.

Helpful Rules for A/R

The following rules apply to the A/R module:

Payments can be applied in full (equal to the entire balance) or partial (any amount less than the full amount).
It is not possible to partially unallocate an applied payment on an invoice.
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 A/R Transactions

Below is a screenshot of a Company Card that has been opened to the A/R Transactions tab. You will want to familiarize yourself with the following sections on the card:

Payable and On Hold Toggle: The PAYABLE/ON HOLD toggle allows you to switch between payable and on hold invoices.
Search Bar: Begin a prompt to locate an invoice by guest name, confirmation number, or invoice number. Use the FROM and TO buttons to search within a particular date range.
Statement: Access a complete statement for the selected Company/Travel Agent card.
Balance: When a Company or Travel Agent pays for 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 A/R Transactions tab opened to OPEN BILLS:

(2) Actions in A/R

By clicking on the orange chevron arrows on an individual invoice from the A/R Transactions tab, you can reveal additional actions along the right side of the card that relate to the specific invoice. Actions include the following:

STAY CARD: Access the stay card associated with the invoice.
MOVE INVOICE: Move this invoice to a different Company/Travel Agent Card.
PRINT INVOICE: Print the invoice.
POST CHARGE: Post a new charge.
PENCIL ICON/EDIT CHARGES: Adjust a charge (includes changes to the description on the invoice or the amount).
ADD PAYMENT: Post a payment to the account.
REFUND: Refund unallocated payments in full.
MOVE ZERO BILLS TO PAID: This moves bills with a 0.00 balance to the PAID BILLS section.

Note that pagination prompts will appear for cards with numerous invoices:

When processing a refund in the A/R module, the payment details (AMOUNT TO PAY and REFERENCE) are grayed out and disabled (like in the screenshot below):

(3) Add a Payment

As A/R payments are generally not taken for a specific invoice, but rather for an account (to then be split and allocated accordingly), we suggest the following:

Select the green ADD PAYMENT button.
Choose a payment type.
Enter the amount you wish to pay.
Select PAY SELECTED.
Payments are visible within the CREDIT tab, where there is an ALLOCATE button to apply to invoices.
To apply the payment against a certain invoice(s), check the relevant box(es).
You can click PAY SELECTED to settle the full invoice amount, OR you can pay a partial amount by editing the values in the box(es) to the right of the invoice(s).
Click PAY SELECTED.

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 Stayntouch PMS to ensure continuity across PMS systems. This step is used when a property transitions from one PMS to Stayntouch PMS (i.e., OPERA to Stayntouch PMS).

Manual entries should only be done prior to cutover.
Manual entries should not be used for payments.

Details:

Stayntouch PMS 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 mandatory because Stayntouch PMS calculates aging based on the departure date.
Manual entries are recorded in the Journal.
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 Company card:

(6) Insufficient Funds

If, when attempting to allocate a payment, there are insufficient funds, the system will notify the user to add a payment.

(7) Unallocated Payments

From the ALLOCATED section, choose to unallocate funds by payment method. Click the dropdown arrows next to a payment method to view all invoices for that payment method. Click the red X next to an invoice to unallocate that payment.

The payment removal will reflect in the OPEN BILLS and CREDIT sections. Invoices will appear as partial payments.

(8) Process a Refund

The REFUND button can be accessed from the A/R Transactions tab. The A/R Transactions tab can be retrieved from Financials > Accounts Receivables or the Travel Agent/Company Card (see image below).

Once the REFUND button is selected, you will see the payments that can be refunded (see image below).

Fully or partially applied payments need to be unallocated before they can 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 Journal.

(9) Editing Charges on an Invoice

Use the orange chevron arrows to expand the invoice.
Click the purple pencil button next to the charge you want to edit.
Type in the new amount for the charge.
Click ADJUST.
Adjustments post separately; this will result in the adjustment posting on its own line at the bottom of the invoice.
You will NOT be able to change the amount on the adjusted charge (see screenshot below).
Reference notes can be edited for both original and adjusted charge codes.