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Credits/ Receipts/ Voids
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| It is possible to adjust accounts in RMS in a variety of ways and it is suggested that clear policies be established at your site to maintain consistency and conform with audit and legal requirements.
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| Credits:
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| Credits are negative charges which leave the original charge in place but reduce the balance payable by the amount of the credit applied. They are set up as a negative sundry charge and may take two forms:
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| An Assigned credit is linked to the account number of the original charge and all negative amounts applied will reduce the revenue recorded against that account number.
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| Eg: an assigned credit of 20.00 raised because the bed was uncomfortable will reduce accommodation revenue by 20.00
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| An Unassigned credit has its own account number and negative charges applied to an account will reduce the balance, or cause it to go into credit, as with an assigned credit. The adjustment in accounts is an entry against the account code for unassigned credits. Whilst the overall revenue figures are correct as the unassigned credit total will be a negative, any unassigned credits will result in an overstatement by that amount in the revenue accounts those credits represented.
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| Eg: an unassigned credit of 10.00 raised because the bed was uncomfortable will be recorded as negative but the accommodation account will not be reduced by 10.00
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| Both forms of credit do not provide funds to refund against, they simply reduce the amount required to balance the guest's account.
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| Receipts:
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| A receipt is raised to record any form of payment and RMS provides recording for Cash, cheque and Eftpos payments. Select the receipt type for each payment.
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| Credit Cards record any payment made by credit cards but processed through a manual system requiring submission before payment is available eg Diners Club, American Express.
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| Direct Credit may be used to record payments which are already in your system and just need recording RMS to acknowledge payment. Eg payment made at the cashier which is not connected to RMS.
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| Journal payments are adjustments made from time to time reflecting changed circumstances, errors etc. Journals do not generate refundable funds and are usually restricted to certain officers.
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| Voucher records payment will be made by a third party eg Travel Agent voucher, airline or Tourist Board, with whom your site has an arrangement.
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| Receipts balance to the Cash Transactions Report and represent all forms of income received.
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| Voids
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| A charge may be voided, which reverses the charge and effectively removes it. Errors and re-calculations may be handled by voiding and replacing the charge with a correct one. Voids may be shown on the account or hidden by selecting the button lower left corner of the account screen.
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