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

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.
Click I Want To . . . and select Create Account.
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.
On the Account Setup screen, complete the following:
1. Primary Account: Select check box to identify this AR Account as the primary account for the profile. A profile can have multiple AR accounts at the same property, however, only one of those accounts can be designated as the primary account for that property and is used when the AR account is listed in OPERA Cloud or outputs on reports.
2. Opt In Email for Reminders and Statements. Select to include AR Account in email delivery of Statements and Reminders.
3. Permanent Account: Select check box to identify this AR Account is a permanent account. Permanent AR accounts cannot be deleted. See Deleting Accounts Receivables Accounts.
4. 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.
5. 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.
6. 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.
  1. Restricted Reason: Select a reason for restriction from the list.
7. Property: Enter or select the required property from the list. Property list will be determined by your current location.
8. Account Type: Select an Account Type from the list. Account Types help you to categorize your AR Accounts for searching and reporting. Account type selection also determines the AR Statement template to be used and the reminder letter cycle for this AR Account. For more information, see Configuring Accounts Receivable Account Types
9. 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.
10. 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.
11. 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).
12. 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.
13. Address. By default, this field is populated with the AR Address of the profile linked to this AR account. The AR Address is used for AR purposes such as for statements and reminder letters. Update this address if AR correspondence is to be directed to a different address. You can add multiple AR Addresses to a profile to setup multiple AR accounts for one profile. For more information, see Managing Profile Communication
14. Phone. By default, this field is populated with the primary phone number from the profile linked to this AR account. Update as required. For more information, see Managing Profile Communication
15. Email: By default, this field is populated with the primary email address from the profile linked to this AR account. Update as required. For more information, see Managing Profile Communication
Click Save.

Editing Accounts Receivables Accounts

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.
Enter search criteria and click Search.
Select the AR Account in the search result, then click I Want To. . . then select the Account Number link in the search result.

Select a details link to access any of the following details for the AR Account.

Table 6-2 AR Account Detail Links

Account	Notifications	Billing
Account Setup. For more information, see Adding Accounts Receivables Accounts section.	Notes	Fixed Charges
Aging	Traces	Invoices
Year View	Reminders
Future and Past Stays	Statements

Click Save.

Distributing Accounts Receivables Accounts to Other Properties

In multi-property operations, you can distribute AR Accounts to other properties from a Hub location.

Note:

The AR Account Type must exist in the destination properties.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.
Enter search criteria and click Search
Select the AR Account in the search result, then click I Want To... and select Account Setup.
Click the vertical ellipsis Actions menu and select Distribute.
Search and select the destination properties then click Select.
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.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and then select Manage Accounts Receivables.
Enter search criteria and click Search.
Select the AR Account in the search result, then click I Want To... and select Delete Account.
Click Delete to confirm.