Stayntouch PMS How To Create An A/R Account
To create an A/R account to allow for direct billing or city ledger privileges, navigate to Revenue Management > Company & TA Cards.
Type in the search bar to find specific cards.
Click on Add a New Card to create a new company or travel agent card, if the entity you wish to work with is not already present.
The difference between company and travel agent cards is primarily that travel agent cards can be commissionable.
In this case, we are creating a company card. From here, all additional information regarding the company can be filled in. Please note, the main contact and business information on the Summary tab can be different from the Accounts Receivable contacts that you establish in a later step.
By saving the new company card, you'll be presented with some extra options, such as CREATE ACCOUNT. Users with permission can click the CREATE ACCOUNT button to create an A/R account. In this example, an ACCOUNTS RECEIVABLE NUMBER has been automatically populated. A/R numbers can also be entered manually by the user.
When an A/R account is created, the bill routing should be set up, as well. Select the appropriate option from the billing groups and set the payment type to Direct Bill.
Save the set up when complete.
When an account is created, two new tabs will appear—A/R Account and A/R Transactions. If you move to the A/R Account tab, first you can choose to enable or disable ALLOW DIRECT DEBIT to indicate the Direct Bill agreement is active or inactive for this account.
The primary address information on the Summary tab can be ignored for A/R statements by turning off the USE MAIN ADDRESS toggle and entering the necessary information.
Similarly, if the A/R contact is different from the primary business contact, this can be adjusted by turning off the USE MAIN CONTACT toggle and entering the necessary information.
In the PAYMENT DUE field, the standard aging days for this account can be filled in. This is a reference field only, which will display on your statement. Stayntouch PMS works with a 30, 60, 90, and 120 aging bucket system. This field is generally only used if a company has a shorter time frame than 30 days in which to pay their statement.
From now on, any bills that have checked out with this company card associated, will appear here. This account can also be viewed via Financials > Accounts Receivables by searching for the A/R account in the search bar.