1. User Guide
  2. OPERA Cloud
  3. Financials
  4. Accounts Receivables
  5. Managing Accounts Receivables Accounts

Managing Accounts Receivables Accounts

To create an AR Account you must first select or create a profile to link to the AR Account; the AR Account then inherits the name of the profile. You can create multiple AR Accounts for a single profile; each AR Account will have a unique AR Address (address type). An AR account number will be automatically generated for a new AR account when the Automatically Assign Account Number OPERA Control is active.

Note:

Permanent AR Accounts with a zero balance are not purged; non-permanent accounts with a zero balance are purged or can be deleted.

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Adding Accounts Receivables Accounts

  1. From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.

  2. Click I Want To . . .  and select Create Account.

  3. Search for and select the Profile.

    1. If no profile exists, click I Want To . . . and select a profile type listed to create a new profile. See Creating a Guest or Contact Profile and Creating a Sales Account Profile.

    2. You can then select the newly created profile for the AR account.

  4. On the Account Setup screen, complete the following:

    • Primary Account: Select to make this the primary Accounts Receivables account for this profile. A profile can have multiple Accounts Receivables accounts at the same property, however, only one of those accounts can be designated as the primary account for that property. The primary account is used as the default, for example, when the profile has multiple accounts and an account is listed on a screen or appears in a report.

    • Opt In Email for Reminders and Statements. Select to include AR Account in email delivery of Statements and Reminders.

    • Permanent Account: Select the Permanent Account check box if this account is to be a permanent Accounts Receivables account. As long as this check box is selected, the account cannot be deleted.

    • Month End Calculation: Select the check box to calculate the Payment Due Date based on the last day of the month for the Bill Generation Date and add the number specified in the Payment Due Days field to determine the Payment Due Date that appears on the folio.

    • Include In Batch Statements: Select to include the account when running batch statements. You might not want to include certain accounts such as internal accounts or credit card accounts in batch statements.

    • Property: Enter or select the required property from the list. Property list will be determined by your current location.

    • Account Type: Select an Account Type. Account Types help you to categorize your accounts receivables accounts for searching and reporting. Account types are also used to determine the statement format to be used when printing statements for each account and the reminder cycle for that account. For more information, see Configuring Accounts Receivable Account Types

    • Account Number (ID): Enter an AR Account ID according to the format specified in the Account Picture OPERA Control and can be alpha-numeric. This field is disabled when the Automatically Assign Account Number OPERA Control is active; an account number is automatically generated.

    • Credit Limit: Specify the maximum amount of credit available to this account, or the amount of the letter of credit provided by the account holder. You can change this amount if necessary. If you attempt to settle to direct bill and the transaction would exceed the credit limit for the account, a warning message prompts you to indicate whether you wish to proceed with the action.

    • Contact: Enter the name of the AR account contact. If you enter a contact here, the contact is used for AR purposes only (for example, for statements and reminder letters).

    • Payment Due Days: (Available when the Payment Due Days OPERA Control is active). Enter or select a number between 0-999 that indicates the number of days until the payment is due for the AR account. This date can be displayed on the AR Folio (generated in AR) by adding the AR_PAYMENT_DUE_DATE merge code to your customized folio template(s), indicating the payment due date, for example, AR Pay Due Date 07/07/21. For more information, see Configuring Pay Days.

      Note:

      When you create an AR Account for a profile that already has a Payment Due Days value setup, the number automatically populates to this field. But if you create an AR Account for a Profile that does not have the Payment Due Days already configured, the number entered here does not get copied back to the Profile. 

    • Address. By default, this field is populated with the primary address from the profile linked to this AR account. Change this information if AR correspondence is to be directed to a different address. If you enter an AR address, the address is used for AR purposes only, such as for statements and reminder letters. 

    • Phone. By default, this field is populated with the primary phone number from the profile linked to this AR account. Update as required.

    • Email: By default, this field is populated with the primary email address from the profile linked to this AR account. Update as required.

  5. Click Save.

Editing Accounts Receivables Accounts

  1. From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.

  2. Enter search criteria and click Search.

  3. Select the AR Account then click I Want To... then select Account Setup.

  4. Click Edit in the Account Setup panel.

    1. Restricted: Select this checkbox to prevent additional invoices being created in Accounts Receivable, or prevent guest ledger (Front Office) invoices being settled by Direct Bill to this AR account .

    2. Restricted Reason: Select a reason for restriction from the list.

    3. Update other details as required

  5. Click Save.

Distributing Accounts Receivables Accounts

When the OPERA Multi-Property Reservation Cloud Service is active, you can distribute AR Accounts to other properties from a Hub location.

Note:

The AR Account Type must exist in the destination properties.

  1. From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.

  2. Enter search criteria and click Search

  3. Select the AR Account then click I Want To... then select Account Setup.

  4. Click the vertical ellipsis Actions menu and select Distribute.

  5. Search and select the destination properties then click Select.

  6. Check the result for failures.

Deleting Accounts Receivables Accounts

Note:

AR accounts cannot be deleted in the following scenarios:

  • You cannot delete an AR account if it is a non-zero balance. To delete all no-balance accounts of a specific account type, or all no-balance accounts having account numbers in a specific range, use the AR Account Search screen search criteria to filter the accounts.

  • You cannot delete an AR account if the account is a Permanent Account. If you need to delete a permanent account, you must first un-select the Permanent Account check box on the Account Setup screen.

  • You cannot delete an AR account if there are window routing instructions on the reservation that routes charges to that account for the current business date or for a future date. This restriction applies even if there are no charges posted to that AR account.

  1. From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.

  2. Enter search criteria and click Search.

  3. Select the AR Account then click I Want To... and select Delete Account.

  4. Click Delete to confirm.

Parent topic: Accounts Receivables