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View Invoices and Manage Invoice Details
To view the invoice details for an invoice, highlighted the entry in the search results grid (or, to access multiple invoices, mark the invoices you want to open with an X in the X column) and select the Invoice button. The Invoice Details screen appears. From this screen you can:
Note: The Post, Edit, Adjust and Transfer buttons are not available for closed invoices. The buttons are also not available if the AR > No Modify Invoice application parameter is set to Y.
Note: The Adjust button and the Transfer button are not available if the Cashiering > Folio No Reprint application parameter is set to Y.
You can also print the invoice (select the Folio button), or access the profile for the guest (select the Profile button).
Note: The Folio button changes to Report when you have highlighted a credit invoice.
The Invoice Details screen header fields provide the following view-only information:
Account Name. The AR account name on the account being accessed.
Name. Payee name on the reservation.
Group. Group profile, if any, attached to the reservation.
Company. Company profile, if any, attached to the reservation.
Account No. The AR account number.
Folio No. The folio number assigned by OPERA to this bill.
Invoice No. The invoice number.
Fiscal Bill No. (Available when the CASHIERING> FISCAL FOLIO PRINTING and CASHIERING>DISPLAY FISCAL BILL NUMBER application parameters are set to Y.) The fiscal bill number of the folio.
Arrival. Arrival date of the reservation.
Departure. Departure date of the reservation.
Amount. The total amount of the invoice.
Rate Code. Rate code for the reservation.
Rate. The nightly room rate, including the currency.
The grid shows the transactions for the invoice.Buttons can be applied to the transactions you select from the grid.
At the bottom of the screen are tabs that permit you to switch among the invoices you selected from the AR Account screen. Click on a tab to display the invoice details for that AR account invoice.
By default, all invoice entries are displayed in the Invoice Details grid. Select the Advanced button to display the following search options which allow you to filter the display.
Date From/Date To. To display postings for a range of dates, specify the start date in the Date From field and the end date in the Date To field.
Transaction Code. Select the down arrow to choose the transaction codes to display postings.
Transaction Code Subgroup. Select the down arrow to choose the transaction code subgroups to display postings.
Check Number. Enter the check number to search for postings associated with that check.
Cashier Number. Select the down arrow and choose the cashier ID to search for postings made by that cashier.
Remarks. Enter text in this field to search for postings having that text in the Remarks field.
Reference. Enter text in this field to search for postings having that text in the Reference field.
X. An X in this column indicates that the record is selected for an invoice details function. Click in the X column to select the record. Or you may select the record by highlighting it and pressing the spacebar. If you are choosing only one record for a function, you can simply highlight the record without placing an X in this column.
Date. Date the posting took place in the short date format defined for this property.
Code. Transaction code. Each type of transaction has a unique code that identifies it and determines how it is handled by OPERA's internal accounting routines. When a posting is composed of more than one transaction (for example, when tax is automatically generated and added to a food and beverage charge), a separate transaction code may apply to each component, or "line item," of the posting.
Note: The transaction code used for transfers from Front Office to AR is set by the Cashiering > AR SETTLEMENT TRN CODE application setting. The transaction code used for old balances added to an account is set by the AR > AR Bal Trx Code application setting.
Description. Description of the transaction code. If a Check Number applies to the transaction, that number follows the description. (Check Numbers may have been entered manually when the charge was posted, or they can be generated automatically by a POS transaction.)
Amount. Amount of the transaction. Net amounts and taxes are shown separately. For rolled-up transactions (where a plus sign appears in the Code column), the Amount is the total of all line item transactions, including applicable taxes. Double-click on the plus sign to see the individual transaction net amounts.
Supplement. Additional information regarding the transaction.
Reference. Transaction reference information. This field may also include any automatically generated taxes for the previously listed transaction.
Exchange Rate. If a foreign currency was used for this transaction, the then-in-effect exchange rate between the foreign currency and the local currency.
Cashier. The Cashier Name of the OPERA cashier handling the transaction.
User. The User Name of the OPERA user handling the transaction.
Time. The time when the transaction took place.
Group. The transaction code group to which the transaction code for this transaction belongs.
Subgroup. The transaction code subgroup to which the transaction code for this transaction belongs.
Market. The market code for this transaction. By default this is the market code associated with the reservation. If this posting was posted by AR, this is the market code assigned at the time the invoice was posted by AR.
Source. The source code for this transaction. By default this is the source code associated with the reservation. If this posting was posted by AR, this is the source code assigned at the time the invoice was posted by AR.
Room Class. Available when the General > Room Class application function is set to Y. The room class for this transaction. By default this is the room class associated with the reservation. If this posting was posted by AR, this is the room class assigned at the time the invoice was posted by AR.
You can right-click on any entry in the Invoice Details screen search results grid to display the Quick Menu. This feature allows you quick access to the following functions.
Edit. To display the Edit Transaction Details screen for the transaction highlighted in the search results grid, select this option. From this screen you can edit the reference and/or supplement information for a transaction on the current invoice. See Edit Transaction Details, below, for more information.
Delete. Use this option to delete transactions posted on the current business date.
POS Check Details. POS check number and transaction details. Available for transactions posted through the POS interface. Details can be printed.
To add new postings to an invoice, even invoices with a No Show or Checked Out status, select AR > Account Maintenance. On the Account Search screen highlight the account to add a new posting. Select the Select button. From the Account Maintenance screen, highlight the invoice to which you want to add a new posting and select the Invoice button. The Invoice Details screen appears. Select the Post button. The Transaction Posting screen appears. Use this screen to enter the details of the transaction you want to post. (This screen is discussed in detail in Posting Transactions.) Even if a reservation has a status of No Show or Checked Out, postings can be added or adjusted until the invoice is closed.
Note: After a reservation has checked out, posting adjustments transactions can still be applied directly to a guest folio from an XML Interface Type Vendor using the AR Invoice Number assigned. Vendors that support the OPERA XML Posting Specification can utilize this functionality when they have access/knowledge of the OPERA AR Invoice Number.
Once transactions are posted, the amount of a posting can be changed (increased or decreased) by using the Adjustment feature. Postings made on or before the current business date can be adjusted. (Non-essential information such as the transaction Reference and Supplement can be changed at any time via the Transaction Edit feature. (See Edit Transaction Details, below.)
To make flat-amount or percentage changes to invoice transactions based on transaction codes (and/or routing code if the Cashiering > Routing application function is set to Y), select AR > Account Maintenance. On the Account Search screen highlight the account to make an adjustment. Select the Select button. From the Account Maintenance screen, highlight the invoice to which you want to make the adjustment and select the Invoice button. The Invoice Details screen appears. From the Invoice Details screen, select the Adjust button. The Adjust Transaction Codes Postings screen appears.
Note: The AR > Adjustment Allowance application setting determines how long charges remains open to adjustment. The Adjust button on the Invoice Details screen is unavailable if there are no charges on the invoice remaining open to adjustment. In addition, the AR > No Modify Invoice application parameter must be set to N, and the Cashiering > Folio No Reprint application parameter must be set to N for adjustments to be made.
See Adjustments for details on making adjustments using this screen.
To edit the reference and/or supplement information for a transaction on the current invoice, highlight the transaction on the Invoice Details screen grid and select the Edit button (or select the right-click Quick Menu Edit option). The Edit Transaction Details screen appears.
The screen shows the following view-only information:
Room. The room number assigned to the guest. If this transaction was posted following guest check out, this field will be empty.
Name. The name of the guest to whose bill the transaction was posted.
Code. The transaction code for this posting. to the right is the description of the code.
Price. Unit price of the item posted. Currency code appears to the right.
Quantity. Quantity of the item posted.
Amount. The total amount of the posting (Price x Quantity).
Cashier. The OPERA Cashier Name of the cashier who posted this transaction.
Folio No. The folio number of the currently selected invoice.
Arr. Code. Select the down arrow to choose a folio arrangement code. The arrangement code can be used to organize charges on the folio into property-defined categories.
Posting Date. The date and time the transaction was posted to the guest's account. OPERA advances the business date only after the completion of the Night Audit; this means that there may be some charges made after midnight which show the previous day's date as the Posting Date.
Revenue Date. The date when the revenue associated with this transaction was recorded into the property's accounting system. This normally happens when the Night Audit is run.
In order to explain the relationship between posting date and revenue date, consider this example. If the guest has a package allowance associated with their reservation, but does not use it until 2 days after check in, the Posting Date is the date the package item was actually used and posted to the guest's bill. The revenue date is the date of check in.
Article. If the transaction coders several items, the items included in this transaction.
Credit Card No. Credit card number if payment is made by credit card.
Expiry Date. Credit card expiration date, if payment is made by credit card.
The following fields can be edited:
Supplement. Additional information regarding the transaction.
Reference. Transaction reference information. This field may also include a notation of any automatically generated taxes for the transaction.
Check No. If POS check is associated with the transaction, the check number.
Covers. If POS check is associated with the transaction, the number of covers (persons served).
The Transfer Charges feature is available when the AR > AR Postings Transfer application parameter is set to Y. In addition, the AR > No Modify Invoice application parameter must be set to N, and the Cashiering > Folio No Reprint application parameter must be set to N. This feature works in conjunction with the default AR application settings Default Individual Account Type, Default Group Account Type, Default Company Account Type, and Default Travel Agent Account Type.
You can transfer charges from a selected AR account to another AR account. The "source" AR account's balance is decreased by the amount equaled to the postings that are transferred to the "target" AR account. The charges appear on the target invoice associated with the same transaction codes as on the source invoice.
The following transfer options are offered:
Keep in mind the following when transferring individual charges:
On the Invoice Details screen, mark the charges you want to transfer with an X in the X column. Select the Transfer button.
Note: The Transfer button is available when the AR > Transfer AR Postings permission is granted.
The Transfer Type screen appears. The current AR account number and the name of the account holder are shown in the lower part of the screen.
The following information is included on this screen.
Select an Existing Invoice/Create a New Invoice. To transfer the selected charges to an existing invoice belonging to another AR account, choose Select an Existing Invoice. To transfer the charges to a new invoice that will be created to receive them, choose Create a New Invoice.
Existing AR Account/Create AR Account. To transfer the selected charges to an invoice belonging to an existing AR account, choose Existing AR Account. To transfer the charges to a new invoice belonging to a new AR account, choose Create AR Account. (If you choose Create AR Account, Create a New Invoice is automatically selected.)
To Account. Available when you select Existing AR Account. Select the ellipsis to display the AR Account Search screen. Choose the AR account to transfer the charges to. (Alternatively, you can do a quick search by entering an account name (whole or part) in this field and then selecting the down arrow.) The account number and account holder's name appear in the lower right part of the screen.
Choose the account to which the charges are to be transferred from the AR Account Search screen. From the AR Account Maintenance screen, select an available invoice as the target for the transferred charges and press the Select button. (Only Open invoices that are not compressed are available for selection. If no invoices are available, you must close the AR Account Maintenance screen and return to the Transfer Type screen where you can choose the Create a New Invoice option button.)
Note: When transferring charges, OPERA checks to see if any payments were applied to either the source or the target invoice. If such payments are found, they will be un-applied on both the source and target invoices. You must manually re-apply payments as appropriate. If an automatic statement number has been applied to either the source or target invoice (available when the AR > Statement Numbering application function is set to Y), a message prompts you to first unlink the invoice and retry the transfer.
When you create a new AR invoice to receive the transferred postings, OPERA automatically creates the new invoice and the transferred charges are posted to it.
The Profile Search screen allows you to select the profile to create a new AR account. When you select OK to continue, an AR account is created using the account type defaults for the property (see AR Account Setup). OPERA automatically creates the new invoice and the transferred charges are posted to it.
Select the Transfer button to transfer the selected postings from the source account to the target account. You are prompted to generate a new folio for the target account showing the transferred charges. When the source Account Details screen redisplays, the transferred charges are shown as being reversed and "Charge Transfer" is noted in the Supplement field.
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