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.