Entering Old Balances for AR Accounts

This utility is available to enter AR Account balances from an incumbent accounts receivable solution into OPERA Cloud Accounts Receivable.

Once AR Accounts have been created you can use this utility to create individual back-dated invoices or enter totals per aging period creating one back-dated invoice per period.

Prior to using this utility please ensure:

1. AR configuration is complete.

2. An AR Old Balances (sales, non-revenue) transaction code is configured.

3. All the AR OPERA Controls have been set; especially the Default Market, Source and Room Class settings and Old Balance Transaction Code setting.

Your assigned role(s) must be granted the AR Enter Old Balances task to access this utility.

Entering AR Accounts Old Balances

1. From the side menu, select Toolbox, select Data Management then select AR Enter Old Balances.

2. Select the property and enter other search criteria and click Search.

3. In the search result, click the Account Name of the AR Account you wish to enter balances for.

4. In the Enter Old Balance panel select either tab:

   1. Single Folio Balances to enter details of individual invoices; complete the following:

      1. Guest Name: Select a profile from list to create an invoice in a specific profile name. Default with the profile for the AR Account.

      2. Date: Select the original invoice date; this will ensure the correct aging is calculated in OPERA Cloud.

      3. Supplement: Enter any supplemental information for this invoice.

      4. Reference: Enter any reference number for this invoice

      5. Click Save.

      6. On the Invoice Details panel complete the following:

         • Folio No: Enter the invoice number for which you are entering an old balance.

         • Original Amount: Enter the total amount on the old invoice. This amount is tax inclusive. You may specify the individual tax amounts in the Tax 1-20 set of fields.

         • Tax 1-20: Enter the tax bucket number.

         • Trx Code: Select a tax transaction codes for the selected tax bucket number.

           • Click Add to post additional taxes for the invoice.

         • Paid Amount: Enter the amount paid against the original amount of this invoice (partial payment).

         • Currency: Click to select a currency from the list for the invoice amount. The default is your property local currency.

         • Foreign Amount: View-only field showing the amount displayed in foreign currency.

         • Total: View-only field showing the outstanding total balance on this folio, if any.

      7. Click Post.

   2. Sums Per Aging Period to enter balances per aging period; complete the following:

      1. Guest Name: Select a profile from list to create an invoice in a specific profile name. Default with the profile for the AR Account.

      2. Aging Periods: Enter a total in each of the aging levels. OPERA Cloud will create back-dated invoices for the balances entered with an invoice date that falls in the middle of the period covered by the aging bucket. For example, if the business date is 06/29/04 and 150 is entered into the  first aging bucket, which is 0 to 10 Days, an invoice dated 06/25/04 is generated for the 150 amount. 06/25/04 is the date for day 5, the mid-point, in the 11-day period between 06/29/04 (day 0) and 06/19/04 (day 10).

      3. Date of Oldest Item: Required if an amount is entered in the oldest aging bucket. Enter a date that will serve as the end point for the period covered by the oldest bucket; this will allow OPERA Cloud to compute a mid-point when assigning a date to the invoice for this balance.  The default date is the minimum date if the balance is to fall within this aging bucket.

   3. Click Save.

5. Repeat process for the next AR Account.

Note:

Once complete you can generate the OPERA Cloud AR Aging report(s) to reconcile the AR Account balances with those in the incumbent AR system. See Generating Reports.