This is an introduction to the City Ledger module in RoomKeyPMS. Watch this webinar to learn how to create and manage city ledger accounts, invoices and payments.
Click below for more information:
The following video demonstrates how to transfer charges from a corporate guest stay to the city ledger at check-out.
TIP: this is the same process you will use for group guests and wholesaler guests
The following video demonstrates how to transfer charges from a corporate guest stay to the city ledger without checking out the guest.
TIP: this is the same process you will use for group guests and wholesaler guests
The following video demonstrates how to transfer charges to the city ledger at check-out, for guest reservations that are not associated with a corporate account, group block, or wholesaler.
The following video demonstrates how to create a new account in the City Ledger module.
If the new account is going to be associated with a corporate account, group block, or wholesaler, review the FAQ below: How do I attach a city ledger account to a Corporate Account, a Group Block, or a Wholesaler?
The following video demonstrates how to lock an account in the City Ledger. You may lock an account if the organization is taking too long to pay their invoice balance and you want to prevent new transfers from the front desk to this city ledger account.
When the front desk tries to transfer charges to a locked account, they will receive a warning message telling them that the account is locked in the City Ledger. They will need to seek alternate payment for the guestroom charges.
This video will also demonstrate how to unlock an account; once unlocked, the front desk will be able to transfer charges to this account.
The following video demonstrates how to close and re-open an account in the City Ledger.
The following video demonstrates how to create and manage a new invoice, including:
- post a charge
- reverse a charge
- view invoice log
- print (or email) an invoice
For more information about using the New Task button in the Tasks tab, please see our Clerk Management, Permissions and Communication Webinar: How to Assign Tasks and Reminders
This video demonstrates how to print (or email) an account statement. A statement is a collection of unpaid invoices for one city ledger account and includes an aged balance summary at the top of the page.
This video demonstrates how to pay one invoice.
This video demonstrates how to apply a payment to multiple invoices from the Account Details window. This demonstration includes:
- add invoice vs. auto apply
- overpayment and apply remaining credit to account
This video demonstrates how to apply a payment to multiple invoices without accessing the Account Details window.
This video demonstrates how to view a record of payments made to an account, including:
- payment details (and log)
- reverse batch payment
- re-post batch payment
FAQ
Click below for more information:
The following support articles give step-by-step information for how to attach city ledger accounts:
The Checked Out by City Account report will show a list of reservations that were checked out for the current date, or past dates. We recommend that this report is generated at the end of the working day, or during the Night Auditor's end of day reporting process.
In the City Ledger module, select the Reports menu, Aged Balance Report (Summary)
In the City Ledger module, select the Reports menu, City Ledger Transaction Report