Managing AR Invoices

The Manage AR Account Invoices page displays a panel listing the AR invoices and payments posted or transferred to the AR Account.

The summary information displayed in the top panel updates in real-time depending on the invoices and payments you select to manage.

Balance: Displays the total amount due for all invoices in this account.
Invoices: Displays the amount of all selected invoices.
Payments: Displays the sum of selected payments.
Total Selected: Displays the total of all open amounts for selected invoices, minus selected payment.

Each AR invoice listed indicates both the (Billing) Folio number assigned at settlement and the AR invoice number assigned when the direct bill settled folio is transferred to an AR Account.

When you compress multiple invoices into a single invoice, the parent invoice is assigned an invoice number and reflects the total amount of the compressed invoices. A plus sign (+) appears to the left of the parent invoice; click the plus sign (+) to expand and view the original invoices, now marked by an icon indicating they are compressed. Click the minus sign (-) to collapse the display of individual invoices to view only the compressed invoice.

When the Invoice Finalize Date OPERA Control is active, you can lock invoices to prevent further changes. The finalized invoice date can be the date used for invoice aging when Finalize Date is selected as the Date for Aging OPERA Control.

You can adjust invoice charges or post additional charges to AR invoices when the No Modify Invoice and the Folio No Reprint OPERA Controls are inactive, and the invoice is not finalized. You can also transfer charges from one AR invoice to another when the Charges Transfer OPERA Control is active. See OPERA Controls — Cashiering.

When the Create Invoices with Negative Amounts OPERA Control is active, you can create invoices with a credit balance (credit note).

When the Payment Due Days OPERA Control is active, the AR_PAYMENT_DUE_DATE folio element outputs the payment due date according to the AR Account setup.

When the Finance Charges OPERA Control is active a 'late payment' charge can be levied against overdue balances in AR Accounts of a specific AR Account type. The ARTRX.POST_AR_FINANCIAL_CHARGES End of Day procedure calculates and posts the finance charge using the transaction code selected in the Default Finance Charge Transaction Code OPERA Control. The financial charge is posted as a new invoice, with the financial charge supplement "Finance Charges Posted Automatically". For more information, see Configuring Accounts Receivable Account Types.

When the Statement Number OPERA Control is active, each AR statement is assigned a unique statement number at the time it is generated. This allows you to see which invoices were included in each statement and to search for invoices using the statement number. In addition, payments can be applied per statement. Once an invoice is associated to a statement, you must unlink the invoice from the numbered statement before the invoice can be included in a different statement.

Note:

When the Force Cashier Login OPERA Control is active you are prompted for your cashier credentials when accessing Manage AR Invoices. For more information, see Cashier Login.

Note:

You are prompted to enter the Taxable Date when the Information Collection Methods OPERA Control is populated with TAXABLE_DATE.

Tip:

Use Sort-By to change the sort order of invoices and payments listed in the search result.

When the Transaction Code by User Role OPERA Control is active, the transaction code list is filtered according to the transaction codes assigned to your property role. For more information, see Associating Transaction (Charge) Codes to a Property Role.

Adding AR Invoices

To create an invoice in an AR Account and post charges to the invoice or to create a credit note and post rebate charge to the invoice (Available when the Create Invoices with Negative Amounts OPERA Control is active).

Tip:

To post a rebate charge, enter a negative Price and provide supplement details.

Note:

You must be granted the Override Flagged Account Direct Bill task to create an invoice in a restricted AR Account.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click the amount in the Balance column or click I Want To. . . and select Invoices.
Click Manage and enter invoice and charge information.
1. Click New and enter invoice information and charge information.
  1. Invoice Information:
    1. Name: Search and select a profile for the Invoice.
    2. Market Code: Enter or select a market code for the invoice charges.
    3. Source Code: Enter or select a source code for the invoice charges.
    4. Room Class: Select a room class from the list.
    5. Supplement: Enter text if applicable.
    6. Reference: Enter a number if applicable.
  2. Charge Information:
    1. Transaction Code: Enter or select the charge from the list.
    2. Price: Enter the amount.
    3. Generated Charges: Click to view a list of generates charges, such as taxes, for the charge.
    4. Quantity: Enter the quantity.
    5. Supplement: Use this field for supplemental information about the charge.
    6. Reference: Use this field for reference information for the charge.
    7. Check Number: Enter a number if applicable.
    8. Arrangement Code: Enter or select a folio arrange code from the list (this field is enabled when the Arrangements OPERA Control is active).
    9. X : Click to delete a row.
    10. Click to post the charge
    11. Click Add New Row to add a row and post additional charge(s).
    12. Total Postings, Total Taxes, and Total Charges: Values update automatically for each charge added or deleted on the new invoice.
2. Click Create Invoice or click Create and Add Another Invoice to continue creating invoices.

Editing AR Invoices

Use Edit Invoice to update the reference and supplement details of an invoice. You may also access or change the profile to which the invoice is linked.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click the amount in the Balance column or click I Want To. . . and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select an invoice then click Edit Invoice.
1. Name: Click to search and select a profile to link to the invoice.
2. Supplement: Use this field for supplemental information about the charge.
3. Reference: Use this field for reference information for the charge.
4. Click Save.

Generating AR Invoice Folios

To generate a copy of the AR Invoice.

Note:

The AR Invoice may be different to the original front office folio available in folio history.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click I Want To. . .. and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select an invoice then click View Folio.
1. Folio Style: Click to select a folio style. For more information, see Selecting Folio Styles for Viewing, Printing.
2. View in Currency: Click to select a currency from the list (Available when theAbility to Quote Rates in Foreign Currencies OPERA Control is active).
  1. Select a currency from the list.
  2. Click Select.
3. Folio Text: Click to add folio-specific text to appear when generating the folio (Available when the Additional Folio Text OPERA Control is active).
  1. Enter Promotional or Reference text into the fields.
  2. Click Save.
4. Select a destination.
  1. Preview: Select to generate as PDF file.
  2. Print: Select a printer from the list. For more information, see Configuring Printers.
  3. Email: Select an email address from the list.
    1. Click New Email to add an email address.
      1. Email Type: Select an email type from the list.
      2. Email Address: Enter an email address.
      3. Click Save.
  4. Download: Select to download PDF file.
5. Click Process.

Finalizing Invoices

When the Invoice Finalize Date OPERA Control is active you can finalize invoices to prevent further charges or adjustments from being posted, nor can existing charges be edited to update the Reference or Supplement.

The finalized invoice date can be the date used for invoice aging when Finalize Date is selected as the Date for Aging OPERA Control.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click I Want To. . .. and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select the invoice(s), then click Finalize.

Un-Finalizing Invoices

To remove the finalize status from an invoice. (Available when the Invoice Finalize DateOPERA Control is active).

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click I Want To. . .. and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select the invoice(s), then click Unfinalize.

Transferring AR Invoices to other AR Account

You cannot transfer an invoice after applying a payment; you must first unapply the payment to enable transferring the invoice. See Managing AR Invoice Payments
You cannot transfer a finalized invoice (Available when the Invoice Finalize Date OPERA Control is active).
You cannot transfer an invoice that is associated with a Credit Card AR Account.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click I Want To. . .. and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select the invoice(s), then click Transfer.
1. From the Transfer screen, enter the Account Number:
  1. Search and select or enter the destination AR Account Number.
  2. Enter search criteria and click Search.
  3. Select the AR Account in search results and click Select.
2. Supplement .Enter a comment pertaining to this transfer. The information appears in the Supplement field of the transaction on the Manage Invoice screen for the originating, or source, account.
3. Click Transfer.
  
  Note:
  The invoice transfer appears in the source account when you search (with the Open Balances Only check box deselected) for all invoices to include zero balance invoices.

Compressing Invoices

Compressing combines multiple invoices into a new 'parent' invoice.

After you compress invoices, you cannot add new postings or adjust transactions on the parent invoice.
You cannot compress invoices that include postings for the current business date.
You cannot compress invoices that have been partially or fully paid.
The Payment button is not available for the child invoices. You can only apply payments to the parent invoice.
You cannot generate a folio for a parent invoice.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click I Want To. . .. and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select the invoice(s), then click Compress Invoices and complete the following:
1. Supplement: Enter any supplementary information text.
2. Reference: Enter any reference information.
3. Click Compress Invoices.

Decompressing Invoices

You can decompress invoices that have been compressed on the same business day; once the business date has changed the option is not longer available.

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

Unlinking Statement Numbers from AR Invoices

When the Statement Number OPERA Control is active, invoices included on an AR statement are assigned a statement number. In order to include an AR invoice on a different statement you must detach the AR invoice from the previous statement.

From the OPERA Cloud menu, select Financials, select Accounts Receivables, and select Manage Accounts Receivables.
Enter search criteria then click Search.
Select the AR Account in the search result, then click I Want To. . .. and select Invoices.
Click Manage.
Enter invoice search criteria, then click Search.
Select the invoice(s), then click Unlink Statement Number.