Outstanding Accounts

It is important to review historical reservations and balance the accounts. This article contains the steps to balance reservation accounts with an outstanding balance.

Overview

Historical accounts with an outstanding credit or debit balance can be identified on the Debtors Ledger.

The Debtors Ledger is an interactive Financial Report that provides a comprehensive summary of all accounts with an outstanding balance.

The Debtors Ledger can be filtered to review Reservations with a status of ‘Departed’ or ‘Cancelled’ with an outstanding credit or debit account balance to be actioned.

Cancelled Reservations may appear on the ledger due to an outstanding deposit or accommodation charges remaining on the account.

Departed Reservations may appear on the ledger due to pending account queries, amendments to stay dates resulting in additional charges or a credit balance, an outstanding balance not transferred to Accounts Receivable or additional outstanding Sundry Charges.

Future reservations can also display on the Debtors Ledger if there are future-dated charges on the account.

Debtors Ledger report screen in RMS showing filters for As of Date account classifications and reservation status at the top and a table listing accounts with outstanding debit and credit balances including account number guest name reservation number amount and status.

Following the options in this article will bring the account balance to $0.00 without obtaining payment or refunding the Guest.

⚠ Important: An Unassigned Credit Note and Sundry Charge assigned to the appropriate General Ledger Account Code are required to complete the below.

✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Outstanding Debit Balance

Accounts Receivable or accounts with an outstanding debit balance where payment will not be received can be removed from the Debtors Ledger using an Unassigned Credit Note.

Accounts will remain on the Debtors Ledger until the account has a $0.00 balance.

In the side menu of RMS, go to Reports > Accounting > Debtors Ledger.

Select an 'As of Date'.
Select specific Account Classifications (Optional).
Select specific Reservation Status (Optional)
Select the Credit/Debit option as 'Debit'.
Select 'Build'.
Select the Account Number to open the outstanding account in a new browser tab.
Select 'Sundry Charge'.
Select the Unassigned Credit Note.
Enter the Unit Price as a negative value.
Select 'Apply/Exit'.

The Account will remain on the Debtors Ledger until the account balance is at $0.00.

Transactions created on accounts will appear on the current day's reporting.
Debtors Ledger report refreshed showing that the adjusted account now has a zero balance and no longer appears under outstanding debits for the selected As of Date.

Outstanding Credit Balance

Accounts with an outstanding credit balance that will not be consumed or refunded can be removed from the Debtors Ledger using a Sundry Charge.

Accounts will remain on the Debtors Ledger until the account has a $0.00 balance.

In the side menu of RMS, go to Reports > Accounting > Debtors Ledger.

Select an 'As of Date'.
Select specific Account Classifications (Optional).
Select specific Reservation Status (Optional.
Select the Credit/Debit option as 'Credit'.
Select 'Build'.
Select the Account Number to open the outstanding account in a new browser tab.
Select 'Sundry Charge'.
Select the Sundry Charge.
Enter the Unit Price.
Enter a Comment (Optional).
Select 'Apply/Exit'.