Long Term Stays and Direct Bills 'Paying As You Go'
Posted by Jeff Tweddale on 08 May 2014 03:21 PM

Because the A/R (accounts receivables area) will allow multiple payments to a "DB:" to be posted to a single folio, the A/R is a 'dynamic' statement.

If these payments are posted 'along the way', the A/R will reference a folio that may have additional payments to it at a later date. For example, if you were to Apply Payment on 5/4 via "DB:<company>" and then do it again on the same booking 2 weeks later on 5/18 for the "DB:<company>" , the original invoice (folio) would be referenced but a new A/R amount would be there. ie, a second payment took place.

To avoid this in a long-term, extended stay scenario, do one of the following;

  • Check the Guest out each week/ month /etc and issue the "DB:<company>" only once at 'checkout' and then create a new cloned booking for the next week/month. Do this each week to cleanly separate what was 'consumed' and what was 'billed' to the Company.

  • For each week, 'Add New Folio' to the booking and post each week's "DB:<company>" payment to a new folio on the same booking. This will create a separate folio (invoice number) that won't change and the booking can be as long as desired. You might even call the folio 'Week 1', 'Week 2', and so on. 
(1 vote(s))
Not helpful

Comments (0)
Post a new comment
Full Name:
CAPTCHA Verification 
Please enter the text you see in the image into the textbox below (we use this to prevent automated submissions).