DATE FOR AGING Application Setting
Group. AR
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Type. Setting
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Application. PMS
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Description. Age invoices based on this value
Property Determination. Opera will age the invoice based on this setting. The default is AR Transfer Date.
Activation / Inactivation Rules.
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<none>
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Available Values.
(See Notes below for more detail on each of the available values.)
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ART (AR Transfer Date)
INC (Invoice Close Date)
COD (Check Out Date)
ING (Invoice Generation Date)
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Add On Licenses/Country Specifics.
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OPP_AR
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Other Application Settings.
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<none>
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Affected Areas
Menus / Screens / Fields.
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<none>
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Reports & Report Forms.
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Aging Summary for All Types (ARALLAGETYPE)
Aging Summary of All Accounts (ARAGINGSUM)
Aging by Type Only (ARAGETYPE)
Aging Summary by Types (ARAGING)
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Notes:
The Available Values (ART, INC, COD, ING) determine the date on which the AR Aging begins.
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ART
(AR TRANSFER DATE)
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The AR Invoice begins aging on the date the Invoice is transferred to the AR account.
This setting can be viewed / changed in:
Setup > Application Settings; Group = AR.
If Auto Transfer Folios parameter is set to Y, the Direct Bill folio is automatically transferred to the respective AR account during the End of Day routine; else if set to N, the user can manually transfer it from the accrued folios directly to AR using the AR > Transfer F/O Data option.
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Modes:
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Automatic Transfer
The Auto Transfer Folios parameter is Y (checked). The Direct Bill folio will automatically transfer into AR during the next End Of Day routine.
Manual Transfer
The Auto Transfer Folios parameter is N (unchecked). The selected Direct Bill folio(s) can manually be transferred into AR from the Transfer F/O Data bin.
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Prerequisites:
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[Setup > Application Settings]
AR PARAMETER
Auto Transfer Folios:
Y (checked) = Automatic Transfer setting
N (unchecked) = Manual Transfer setting
AR SETTING
Date for Aging Value = ART
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EXAMPLES:
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Automatic Transfer
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Reservation is ready to check out.
The payment code is set to Direct Bill.
Cashiering > Billing > Select > Check Out > Confirm Payment Code as Direct Bill > Post.
The invoice is now created and will be transferred into AR during the next End Of Day routine for the business date.
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Manual Transfer
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The reservation has been checked out and End of Day routine for the business date has been completed.
AR > Transfer F/O Data > Select > Transfer > Yes.
Immediately transfers the selected invoice(s) from the Front Office directly into AR.
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INC
(INVOICE CLOSE DATE)
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The AR Invoice begins aging on the date the Invoice is Closed.
This setting can be viewed / changed in:
Setup > Application Settings
Group = AR, Parameter = Close Invoice.
Values:
Y (Yes)
N (No)
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Prerequisites:
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[Setup > Application Settings]
AR PARAMETER
Close Invoice:
Y (checked) = Allows the user to close an invoice to prevent further charges or adjustments to the invoice outside of payment posting
AR SETTING
Date for Aging Value = INC
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EXAMPLE:
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The invoice is complete and final, and no new charges or adjustments will be added to the invoice.
AR > Account Maintenance > Select Invoice > Options > Close Invoice > Inv. Close
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Note: The Close Invoice action cannot be reversed; once an invoice is closed, it cannot be re-opened.
COD
(CHECK OUT DATE)
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The interim bill settled to AR will begin aging only after the reservation is checked out.
This setting can be viewed / changed in:
Setup > Application Settings
Group = AR, Setting = Date For Aging
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Prerequisites:
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[Setup > Application Settings]
AR SETTING
Date for Aging Value = COD
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EXAMPLE:
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Reservation is ready to check out.
Cashiering > Billing > Select > Check Out > Confirm Payment Code as Direct Bill > Post.
The invoice will eventually be transferred to AR Account either automatically or manually after the End of Day routine for the business date is completed.
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ING
(INVOICE GENERATION DATE)
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Aging begins with the date on which an interim bill is generated on a reservation and settled to an AR account.
This setting can be viewed / changed in:
Setup > Application Settings
Group = AR, Setting = Date For Aging
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Prerequisites:
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[Setup > Application Settings]
AR SETTING
Date for Aging Value = ING
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EXAMPLE:
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1
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Reservation is checked in on 09/12/11 and the interim bill is generated for the AR account on the same date. Aging for this interim bill will begin on 09/12/11.
Cashiering > Billing > Select > Settlement > Interim Bill
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Additional Examples:
Example # 1 and Example #2 below use the following AR Aging Levels.
AR Aging Levels
Up to 2
3-5
6-10
11-30
31-60
60 and Over
Example #1
AR>DATE FOR AGING = COD
Business Date 11/17/11
Created new AR Account MICROS – TA01 – Account Code 255851
Created Invoice 259, Bill_no 444 in AR for 1500.00 USD – ar_transfer_date shows as 11/17/11
Created Reservation for Guest, John, Arrival 11/17/11 – Departure 11/22/11 (5 nights), conf. no 3265748, resv_name_id 12225880, room 501, rate code ADDR-ARR. Added routing for all transaction codes to window 2 for MICROS with payment type Direct Bill.
Check in the guest.
Run night audit for 11/17/11
Business Date 11/18/11
Create Interim bill for MICROS, bill_no 445, Invoice 260 for 220.00 USD
Post several charges.
Invoice 259 shows in aging bucket 1 – Day 0
Run night audit for 11/18/11
Business Date 11/19/11
Invoice 259 shows in aging bucket 1 – Day 1
Transfer Invoice 260 into AR – ar_transfer_date shows as 11/19/11
Create Interim bill for MICROS, bill_no 446, Invoice 261 for 300.00 USD
Run night audit for 11/19/11
Business Date 11/20/11
Invoice 259 shows in aging bucket 1 – Day 2
Invoice 260 shows in aging bucket 2 – Day 0
Run night audit for 11/20/11
Business Date 11/21/11
Invoice 259 shows in aging bucket 2 – Day 3
Invoice 260 shows in aging bucket 1 – Day 0 (since guest has not yet checked out)
Transfer Invoice 261 into AR – ar_transfer_date shows as 11/21/11
Run night audit for 11/21/11
Business Date 11/22/11
Invoice 259 shows in aging bucket 2 – Day 4
Invoice 260 shows in aging bucket 1 – Day 0 (since guest has not yet checked out)
Invoice 261 shows in aging bucket 1 – Day 0 (since guest has not yet checked out)
Check Out Guest to Direct Bill. Created Invoice 262, bill_no 447 for 600.00 USD
Run night audit for 11/22/11
Invoice 259 shows in aging bucket 2 – Day 5
Invoice 260 shows in aging bucket 1 – Day 0 - guest is now checked out
Invoice 261 shows in aging bucket 1 – Day 0 - guest is now checked out
Business Date 11/23/11
Transfer Invoice 262 into AR – ar_transfer_date shows as 11/23/11
Run night audit for 11/23/11
Business Date 11/24/11
Invoice 259 shows in aging bucket 3 – Day 6 - Amount 1500.00 USD
Invoice 260 shows in aging bucket 1 – Day 1 - Amount 260.00 USD
Invoice 261 shows in aging bucket 1 – Day 1 - Amount 300.00 USD
Invoice 262 shows in aging bucket 1 – Day 1- Amount 600.00 USD
Run night audit for 11/24/11
Business Date 11/25/11
Invoice 259 shows in aging bucket 3 – Day 7 - Amount 1500.00 USD
Invoice 260 shows in aging bucket 1 – Day 2 - Amount 260.00 USD
Invoice 261 shows in aging bucket 1 – Day 2 - Amount 300.00 USD
Invoice 262 shows in aging bucket 1 – Day 2- Amount 600.00 USD
Run night audit for 11/25/11
Business Date 11/26/11
Invoice 259 shows in aging bucket 3 – Day 8 - Amount 1500.00 USD
Invoice 260 shows in aging bucket 2 – Day 3 - Amount 260.00 USD
Invoice 261 shows in aging bucket 2 – Day 3 - Amount 300.00 USD
Invoice 262 shows in aging bucket 2 – Day 3- Amount 600.00 USD
Aging started at the check-out date of the guest.
When the invoice is created in AR, the creation date = check-out date. Therefore Invoice 259 starts aging immediately.
Business Date 11/26/11
Recalculate the aging.
Invoice 259 shows in aging bucket 3 – Day 8 - Amount 1500.00 USD – Invoice Generation Date 11/17/11
Invoice 260 shows in aging bucket 3 – Day 7 - Amount 260.00 USD – Invoice Generation Date 11/18/11
Invoice 261 shows in aging bucket 3 – Day 6 - Amount 300.00 USD – Invoice Generation Date 11/19/11
Invoice 262 shows in aging bucket 2 – Day 3- Amount 600.00 USD – Invoice Generation Date 11/22/11
Example #2
Business Date 12/01/11
Created new company profile for Bank of America, Name ID 3563755, Account CO48, account code 257100.
Created reservation for Dunkan, Christina, conf.no 3287302, resv_name_id 12247436 for 5 nights in room 106 with routing of all charges to the new company.
Checked in the guest.
Run a night audit.
Business Date 12/02/11
Created interim bill 459, invoice no 272 for 100.00 USD
Run another night audit.
Business Date 12/03/11
Transfer invoice no 272 to AR (trx date 12/02/11)
Created interim bill 460, invoice no 273 for 350.00 USD
Run another night audit.
Business Date 12/04/11
Transfer invoice no 273 to AR (trx date 12/03/11)
Checked reminder letter and age on invoice 272 shows as 2 and on invoice 273 shows as 1)
Both amounts show in aging bucket 1.
Run 2 more night audits
Business Date 12/06/11
Invoice 272 shows correctly in aging bucket 2 and invoice 273 shows in aging bucket 1.
On the reminder screen, aging shows as 4
Reminder letter shows invoice 272 with age 4 and invoice 273 with age 3.
Change the date for aging to COD (Check Out Date)
Recalculate the aging buckets.
Both invoices show in aging bucket 1 which is correct as the guest has not yet checked out.
Reminder screen is not showing any records.
Invoice 272 has an ar_transfer_date of 12/03/11.
Invoice 273 has an ar_transfer_date of 12/04/11.
Check out the guest.
Created final folio no 463, invoice no 275
Run a night audit
Business Date 12/07/11
Transfer invoice no 275 to AR (ar_transfer_date is 12/07/11)
All invoices show in aging bucket 1, reminder screen is not showing anything.
Run a night audit
Business Date 12/08/11
All invoices show in aging bucket 1, reminder screen shows reminder with age 2, which is based on the check out date of 12/06/11.
Run a night audit
Business Date 12/09/11
All invoices show in aging bucket 1, reminder screen shows reminder with age 3, which is based on the check out date of 12/06/11.
Run a night audit
Business Date 12/10/11
All invoices show in aging bucket 2, reminder screen shows reminder with age 4, which is based on the check out date of 12/06/11.
