Manage AR Accounts, Invoices, and Payments (Video Transcript)
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In this video you will learn how to view and manage accounts receivable invoices
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in OPERA cloud. Let's get started. First let's transfer any front office guest ledger invoices
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settled with the AR direct bill payment method through to their respective AR accounts.
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AR direct bill settlement is often used when a company is accepting chargebacks for specific
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charges such as, meals and accommodation for an employee. Go to financials, account receivables
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then select direct bill transfer. To view a list of direct bill invoices ready for transfer into
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AR, Click search. Next select an invoice to view the folio, manage invoice details, or go to the
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AR account. I can use this area to confirm the correct AR account is linked to the invoice and
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to verify the invoice charges against any purchase order received. In this example I select the check
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box next to the invoices I want to transfer into AR, and then select transfer selected invoices.
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If the direct billing invoices are not manually transferred, as in this example, then you can
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set up OPERA cloud to auto transfer direct bill invoices during the end of day process. Next
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let's learn how to manage invoices in accounts receivable. First to find the AR account, go
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to financials, select accounts receivables, then select manage accounts receivables. Click search.
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Now click the balance to open manage account invoices for the AR account.
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Select the check box next to the invoice. Now I have the option to manage the invoice details,
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view the folio, edit the invoice, transfer, finalize or apply a payment to the invoice.
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In this example I select apply payment to settle the invoice.
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Next I select the method magnifying glass and select the payment method from the list
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and then click select. You can select to apply the payment as an unallocated payment to the
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AR account or to the oldest invoice. In this example, I select the option to apply the payment
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to the selected invoices. Now enter the credit card number, expiration date, and the amount.
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Click save payment, and then click post payments. You can select the option to
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email or print a payment receipt, then select the report destination, and then click process.
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Now you can see the invoice payment and the batch report successfully processed. Click close. Now
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let's learn how to create an invoice. Click new. Create the invoice with the default information or
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I can change the invoice name, source, or market code, in room class if needed. In this example,
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I leave the default values. Enter the price, then select the transaction code magnifying glass
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and select the code from the list, then click select. You can click add row to add more
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amounts to the invoice. Then click the green check mark to post the charge. Any additional
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taxes or charges are calculated and displayed. Then click create invoice. A new invoice for
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100 dollars is displayed in the AR account. Next let's learn how to transfer this invoice.
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Select the check box next to the invoice and click transfer. To find the AR account to
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transfer the invoice to I can enter any search criteria, and then click search.
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Select the destination AR account from the list of results and then scroll down and click select.
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Then click transfer. Now let's go to the manage account invoices to confirm the invoice transfer
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to the destination AR account. Go to financials, account receivables and then select manage account
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receivables. Click search. Click the AR account balance. Now I see the invoice 9110 has been
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transferred to the Acme Corporate AR account and the transferred column displays a check mark. Next
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let's learn how to finalize an invoice. Once an invoice is finalized you can no
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longer make adjustments to the invoice. Select the checkbox next to the invoices you want to finalize
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and then click finalize invoice. Now I see finalized just below the invoice number.
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Finally, let's learn how to combine and compress multiple invoices into a single invoice.
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First I select multiple invoices and then click compress invoices. Now enter any information.
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In this example I enter Thursday's invoices in the supplement field then click compress
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invoices. Now the parent invoice folder icon displays next to the new parent invoice.
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I can click the plus sign to expand the parent invoice and view the compressed invoice details.