Account

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From any screen within RMSWeb

Click once on Setup on the Navigation bar
Choose Accounting from the list
Choose Accounting Options from the sub list

Watch a short Tutorial on the main options to set on this screen, for first time implementation (Coming Soon)

Below you will find a brief description on each of the options presented on this screen;

Account Tab

Periods Financial Year Ending: Select the month that your financial year ends on using the drop down arrow to the right of the field, normally this would be set to June. Default Bill To This controls the default settings for what personal details are to print on the receipts, statements and tax invoices. This setting will become the default and apply to all reservations, unless changed at the reservation level manually. If you choose to use the A/R feature of RMS this setting will also control where the balance of the account is sent to. Choose from Client, Company, Group Name orTravel Agent. General: This is the account where the accommodation charges are posted to automatically in the RMS System. Extras: This account can be used to post sundry charges to if they are not to be combined with the accommodation; For Example; Restaurant Charges or Tours. Phone: This is the account where all PABX interface charges are posted to; only applicable if you have purchased this module. Account Check on Departure Three options activating and deactivating messages and rules on check out of Reservations. When Departing a Reservation Warn on Check Out if Account is Active This option will only warn you if it deems the account active on the reservation you are checking out. For an account to be deemed active it must either have a balance or a receipt or charge is future dated. Don't allow Check Out if Account is Active This option will stop you if it deems the account active on the reservation you are attempting to check out. For an account to be deemed active it must either have a balance or a receipt or charge is future dated. Ignore Account State on Check Out This option will not check to see if the account is active and will let you check out a reservation regardless of its account state. Don't allow Check Out if tax invoice not generated: Regardless of what option you have chosen above, this feature will not allow you to check out a reservation if a tax invoice has not been generated on the General Account. When Cancelling a Reservation: (not yet implemented) Warn on Cancel if Account is Active This option will only warn you if it deems the account active on the reservation you are checking out. For an account to be deemed active it must either have a balance or a receipt or charge is future dated. Don't allow Cancellation if Account is Active This option will stop you if it deems the account active on the reservation you are attempting to check out. For an account to be deemed active it must either have a balance or a receipt or charge is future dated. Ignore Account State on Cancellation This option will not check to see if the account is active and will let you check out a reservation regardless of its account state. Options Work on Account after Departure: Allows charges, payments and adjustments to be made on an account after the reservation has been Departed.  Allow Charge Redirection: Only available with Accrual Accounting, this setting activates the Charge Redirection feature providing an ability to assign rules where charges are automatically sent from one account to another Client or Reservation. Not applicable for Trust Accounting.  Second Deposit Required: Used if you require more than one deposit before the guest arrives; For Example; where you require a 20% deposit now and the remaining 80% before arrival.  A/R Accounts Transfer Invoice Balance to A/R Account: Select Transfer Invoice Balance to A/R Account if you intend using the Accounts Receivable feature to manage company/Travel Agent accounts and payments. This feature will activate accounts for both Companies and Travel Agents, allowing you to move the outstanding balance from a reservation off to the appropriate Company Account. This feature can only be used if you are an Accrual Accounting system. See Accounts Receivable in the RMS Application F1 Help files for a full explanation of this feature. Auto Create Zero Balance Journal: This has a specialised application and should only be selected after discussion with your RMS trainer. It automatically zeros the A/R account after transfer of each reservation's account.

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