Managing Direct Bill Transfers

When the 'Direct Bill' or 'AR Settlement' payment method is used to settle the balance of a reservation account billing window, the charges are processed during End of Day creating an invoice that must be transferred into the applicable AR account.

When the Accounts Receivables, Automatic Transfer of Direct Bill Folios OPERA Controls is enabled, the invoice transfer occurs automatically. If not enabled, the invoice transfer must be performed manually, giving you an opportunity to review and validate the invoices prior to transfer into their AR Accounts.

When the Date for Aging OPERA Controls is set to ART (AR Transfer Date), invoices do not commence aging until they are transferred to their AR accounts.

Note:

Invoices listed in the Direct Bill Transfer area are reported as accruals on the Trial Balance.

The Direct Bill Transfer screen provides the following information:

Selection check box. Select an invoice check box, to perform the functions that become active on the screen.
Account Name: The name of the AR account to which the invoice will be transferred.
Account Number: The AR Account number to which the invoice will be transferred
Name: The profile linked to the Front Office folio/reservation.
Date: The date when the payment was made to direct bill.
Folio No: The folio number assigned to the guest's bill.
Invoice No: The invoice number assigned to the invoice.
Amount: The total amount of the direct bill payment. This is also the amount of the invoice.

Viewing a Folio

To view and print a copy of the invoice:

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Direct Bill Transfer.
Select or confirm the Property, select or enter any other search criteria, and click Search.
In search results, select the invoice you want to view or print and then click View Folio.

Linking an Invoice to a Different AR Account

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Direct Bill Transfer.

Select or confirm the Property, select or enter any other search criteria, and click Search. The Account Name and the Account No. fields on the Transfer Invoices to AR screen show the destination AR account for the invoice.
Click the invoice and click Select Account. The Transfer Edit screen appears, listing all the available AR Accounts.
Search for the specific account using the search criteria to filter search results.
Select the account and click OK.
When the message asks: Are you sure? Select Yes to transfer the invoice to the selected AR account.

Note:
The transferred invoices are immediately removed from the list.
Select No if you do not want to transfer this invoice to a different account at this time.

Viewing and Managing Invoice Details

To view and manage the invoice charges prior to transferring to the AR account:

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Direct Bill Transfer.
Select or confirm the Property, select or enter any other search criteria, and click Search.
In search results, select the invoice you want to view and click Manage Invoice Details.

Transferring Invoices to AR

To transfer Front Office invoices through to their AR accounts:

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Direct Bill Transfer.
Select or confirm the Property, then select or enter any other search criteria, and click Search.
In the search result, select the invoices you want to transfer to AR and click Transfer Selected Invoice(s).

Note:

The transferred invoices are immediately removed from the list