HOW TO MAKE SALES LEDGER PAYMENTS

HOW TO MAKE SALES LEDGER PAYMENTS

There are three ways through which you can make sales ledger payments in HART PMS. This guide gives you a short description on how you can do each one of them: A. SALES LEDGER DEPOSITS: the Allocation Wizard) and go to the Unallocated tab. 2. There you can insert any deposits that the sales ledger has given you for reservations to come by right clicking and Adding Entry: The information that you can enter here is the following: Date: The date you make the payment (hotel day). Payment Method: Select the appropriate payment method from the drop down menu. Amount: Key in the payment amount. Notes: Key in some notes if you want. Bank: Select the appropriate bank from the drop down menu. Unit: Select the appropriate unit from the drop down menu (for multiple unit properties). Cheque Date: If the payment method is a cheque you can enter its expiry date here. 3. Press Save. At the top right part, there are three buttons: Allocate: When you want to allocate a certain deposit to reservations, you can press this button and allocate them to specific invoices by just selecting the invoice and pressing the Allocate button at the bottom part of the window: 2

Tidy: When you want to correct an unallocated payment, the only way you can do it is by amending it (when you realize the mistake on the same day, you can just delete the entry though). When you have payments and their amendments and then press the Tidy button, the system just erases them, so that you don t see them all the time. I.e. Payment 100 pounds, amendment -100 pounds. When you press the Tidy button both transactions disappear. Receipt: When you press this button, you can print a receipt for this deposit (a relevant receipt should already exist in Configuration Financials Payments). B. SALES LEDGER PAYMENTS PER INVOICE: the Allocation Wizard) and go to the Transactions tab. 2. Highlight the invoice you want to pay out and at the bottom part of the window right click and Add Entry, so that you enter the invoice s payment: 3

The information that you can enter is the following: Date: The date you make the payment (hotel day). Reference No: Any reference number for the payment. Amount: Key in the payment amount. Method: Select the appropriate payment method from the drop down menu. Notes: Key in some notes if you want. Unit: Select the appropriate unit from the drop down menu (for multiple unit properties). Cheque Date: If the payment method is a cheque you can enter its expiry date here. By pressing the Receipt button you can print a receipt for this payment (a relevant receipt should already exist in Configuration Financials Payments). 3. Press Save. When you complete the payment you will notice that the Paid column of the invoice is filled with your payment (whether it s partial or whole). Of course, you can enter more than one payments for an invoice, i.e. the regular payment and the commission split. C. SALES LEDGER PAYMENT THROUGH BATCH PAY the Allocation Wizard) and go to the Transactions tab. 2. Press the Batch Pay button on your right hand side. This button allows you to pay out many invoices, whether you select these invoices by yourself or leave the system do it by itself: 4

The information you must/can enter here is the following: Amount: The payment amount (for Spread payments only). Method: Press this button in order to select the appropriate payment method. Date: This is the payment date (hotel day). You can change this from the calendar there. Notes: Key in some notes for the payment. Account: Press this button to select a bank account. Ref: Key in a reference number (or not, since the system will give you a reference number of its own, once you complete the transaction). For completing the payment, you can do one of the following two things: 1. Don t enter an amount, just a payment method and select the invoices you want to pay out by yourself: Select the invoices you want to pay out (by checking in the check box) and then the OK button at the top right part of the window (once you press OK the system will provide you a reference number for the payment). The amount you have paid out appears at the bottom right part of the window and if you go back to the Transactions tab, you will be able to see the payment there. 2. Enter an amount and a payment method and let the system pay out the oldest invoices: Press the Spread button at the top right part of the window, in which case the system finds the oldest invoices and pays them out (you will need to press OK for the action to be completed). The other two buttons there can do the following: Filter: Allows you to filter the invoice selection. Clear: Clear all previous selections. 5