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Account Setup - Account Tab
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| Go to Setup from the Upper Tool Bar, choose Accounts, and select the Setup button.
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| Accounts Set Up should be completed before entering your Account numbers and description.
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| Periods:
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| Enter the month that your financial year ends on, choose the month from the drop down list.
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| Default Bill To:
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| This controls the default settings for which Client/Company or Group information is printed on the Tax Invoices, Statements and Receipts. This will apply to all reservations, unless changed at the reservation level.
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| Normally left at Client, a reason for changing this could be that you mainly deal with company accounts where you would 90% of the time want to transfer balances to Company accounting (AR).
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| EFTPOS Label:
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| Used for changing the label of EFTPOS used for those properties outside Australia.
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| Account Check Out:
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| Three (3) options to choose as the default for your system.
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| 1. Warn on Check Out if Account is Active - this will show a message box when attempting to check out a reservation with a balance on there account, bringing the balance to your attention, though will not stop you from checking the reservation out.
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| 2. Dont allow Check Out if Account is Active - Will not allow you to check out a reservation which has an outstanding balance on there account, therefore you will need to ensure that all accounts of the reservation has a zero balance prior to departing.
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| 3. Ignore Account State on Check Out - No messages will appear on checkout of reservations who have a balance on there account.
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| A/R Accounts:
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| These options turn on the A/R (Accounts Receivable) function of RMS.
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| The A/R module allows you to transfer balances of reservation accounts off to the Company or Travel Agent attached to the reservation details.
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| Ticking Transfer Invoice Balance to A/R Account turns the module on.
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| The option of Auto Create Zero Balance Journal should only be selected if you wish RMS to automatically journal off the balance from the A/R account.
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| This option would only be chosen in the event where a Head office takes car of A/R accounts and they are not tracked and chaised through the RMS system.
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| Notes:
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| Allows you to place notes on the following reports which appear at the bottom, these notes may be changed at any time;
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| Receipts,
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| Statements,
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| Tax Invoices and/or
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| Dwelling Maintenance.
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| Options Section:
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| Work on Acct after Departure:
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| Allows charges, payments and adjustments to be made after the reservation has been Departed.
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| Allow Tariff to be Over-ridden:
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| This feature permits the calculated tariff to be replaced by a manual entry.
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| Show Voided Transactions on Client statements:
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| Displays any voided transactions on the statement.
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| This option can now be activated on each account within RMS. It is recommended voids remain hidden unless there is a specific need to display them,which can be activated/deactivated as required on each account.
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| Print Receipt/Statement (s) on letterhead:
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| Properties using stationery with a letterhead should activate this setting and indicate how many lines to skip to avoid the letterhead. When activated, this setting will remove the property details entered in RMS as it is assumed they will be outlined on the letterhead.
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| Skip x Lines from the top of the page: Here enter the number of lines to skip from the top of the page before printing.
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| Print GL Account Code on Client Statement/Invoice:
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| If selected, account codes will print against each transaction on the Statements and Invoices.
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| Allow Charge Redirection:
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| Only available with accrual accounting, this setting activates the Charge Redirection feature providing an ability to assign charges from one account to another Client or Reservation account.
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| The rules for each charge would be setup before the reservation checks in therefore any charge applied to the account which has a rule to be assigned to another account would automatically move.
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| One Tax Invoice per Account:
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| All charges on an account may be consolidated onto one Tax Invoice.
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| If you have chosen to use the A/R feature of RMS you should not select this option, as transfers to A/R are dependant on Tax Invoices created.
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| Second Deposit Required:
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| Used if you require more than one deposit before the guest arrives. The Overdue Deposits report will record both first and second deposits.
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| Ticking this option would show a second deposit field both on the Tariff Setup/Deposit screen and also on the reservation screen.
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| Additional Tariff Charge Label:
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| This will allow you to manually name 5 labels of additional charge fields within the tariff table setup. eg Pets, Boat storage, additional parking etc.
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| Fields in turn would appear in the Tariff Setup screen for the charging of these new labels.
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