How to enable a Paid To Date to display for a selected Repeat Charge.

Overview

A Repeat Charge is a type of Sundry Charge that can be configured to apply to a reservation account on a recurring basis, using a set value and frequency.

Users can enable the Paid To Date field on the Repeat Charge, to show the date up to which payments have been made.

Tip! Only one active Repeat Charge per reservation account can be enabled to have the Paid To Date display.

Important! If another Repeat Charge on the account already has this option enabled, the save will fail with the message "Repeat Charge '[description]' has Show Paid To Date set already. Only One Repeat Series Across An Account Can Have Paid To Date Shown." Deselect 'Show Paid To For This Repeat Charge' on the existing Repeat Charge before enabling it on the intended one.

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.

Guide

Open the Reservation in RMS.

1. Select the Accommodation Account.
   
    
2. Select 'Charges'.
3. Select 'Repeat Charge'.
   
    
4. Select 'Add' (select Edit instead, if there is an existing Repeat Charge to show the Paid To Date for).
5. Select the Sundry Charge.
6. Enter the Frequency.
7. Enter the Amount.
8. Select 'Show Paid To Date'.
9. Select 'Save/Exit'.
   

When the Paid To Date Displays for a Repeat Charge

 Selecting 'Show Paid To For This Repeat Charge' enables the field, but a date will not appear on the account immediately. All three of the following conditions must be met before RMS displays a Paid To Date: 

'Show Paid To For This Repeat Charge' is selected on the Repeat Charge. The Repeat Charge has posted a charge to the account. This happens when an Initial Transaction is used and rolled, or when the Repeat Charge rolls forward on its schedule. A Receipt has been posted to the account. RMS allocates the Receipt against the posted Repeat Charges automatically.

 Until all three conditions are met, no Paid To Date is shown. A newly created Repeat Charge that has not yet rolled, and a Repeat Charge that has rolled but has no Receipt on the account, will both display no Paid To Date.

Please Note! The Paid To Date is calculated rather than stored. RMS applies the Receipts on the account against the posted Repeat Charges in date order and displays the date those payments cover up to. Adding a second Repeat Charge to the same account gives the same Receipts more charges to cover, which can move the Paid To Date earlier.

Where the Paid To Date Displays

 The Paid To Date appears in the header of the Reservation Account, alongside the account number and guest name. It also prints on a Receipt issued from that account when this option is enabled.

Tip! The 'Paid To' column on the Repeat Charges list is not the date. That column shows Yes or No to indicate whether 'Show Paid To For This Repeat Charge' is enabled on each Repeat Charge.