This article explains how to invoice Accounts Receivable (AR or A/R) in RMS by transferring a guest’s charges from their reservation to a Company, Travel Agent, or Wholesaler account.

Overview

When Accounts Receivable is enabled, a Company or Travel Agent can be given a Credit Limit.  

Selecting the Company or Travel Agent as the Bill To on a Reservation Account enables the reservation to be checked out with a Tax Invoice sent to the Company or Travel Agent to pay at a later date.

The Bill To identifies who pays the account. The person or company named as the recipient on the Tax Invoice itself is set separately by the Invoice To option on the Reservation Account, which defaults to the same selection as the Bill To. For an explanation of the two options, see What is the difference between Bill To and Invoice To?

Bill To Company/Travel Agent/Wholesaler

In the side menu of RMS, go to Reservations > Reservation Search.

1. Enter the Reservation Number.
2. Select Search.
3. Select the Reservation to open.
   
    
4. Select Bill To.
5. Select an account and choose the Company, Travel Agent or Wholesaler.
6. Select the Contact.
7. Select Save/Exit.
   
    
8. Open the Account.
   
    
9. Review the 'Bill To' and 'Invoice To' selections. The Bill To determines the party responsible for payment of the account, and the Invoice To determines the recipient details shown on the Tax Invoice.
10. Select Invoice.
11. Select Create Invoice.
12. Select Email and Print option
    
    
    
     
13. The account will now show the Tax Invoice Number and 'Transfer to A/R (Debit)'.
    
     

Invoice Recipient Details (Invoice To)

The recipient details shown on the Tax Invoice come from the Invoice To selection on the Reservation Account. The Invoice To identifies the person or company receiving the services from the property and defaults to the same selection as the Bill To, so no change is needed unless the invoice must name a different party, such as when a Company pays for the stay but the guest requires the Tax Invoice in their own name for GST/VAT claims.

• When Create Invoice is selected, the invoice recipient details (name, address, and contact details) are taken from the Invoice To on the Reservation Account.
• Where the Invoice To matches the Bill To (the default), the Tax Invoice is produced exactly as before.
• If the Invoice To is missing or no longer valid when the invoice is created, RMS uses the Bill To details instead and displays a notification.
• While the account has an active Tax Invoice (unpaid or partially paid), the Invoice To is locked and displays as read-only.
• Reprinting a Tax Invoice always shows the recipient details captured when the invoice was created, even if the Invoice To on the Reservation Account has since changed. Reprinting multiple invoices applies each invoice's own original recipient details.

This Tax Invoice will now be included in the Outstanding Invoices for that particular Company, Travel Agent or Wholesaler.