Auto Generate A/R Invoices During Night Audit for Reservations/Groups

Users can automatically create A/R invoices for reservations and groups that are direct billed to an A/R account, during night audit. When the charges are routed/transferred to the A/R account, the invoices are automatically generated for the reservations and groups, with the invoice creation date as the current property date.

This feature is not applicable for charges transferred from the reservation/group after the departure date. In this case, the invoice should be generated manually by the users. This feature is also not applicable for the invoices generated by selecting A/R accounts across different properties in the Accounts Receivable screen (Accounting à Accounts Receivable). For these invoices, the following options: By Source Account and Consolidated are displayed by default.

The Auto-Generate Non-Invoiced Charges in AR Accounts task in the Night Audit Process indicates the status of the invoices created for the reservations/groups. This task is displayed by default irrespective of the selection made for invoice creation, and the date roll does not stop when the task fails.

The invoices are generated automatically when users enabled the Auto Generate Invoices option in the following screens:

  • Summary section of the Account Receivable screen

  • A/R Account Default Settings screen (A/R account à All Properties à Settings)

  • Accounts Receivable Invoice Defaults section in the Accounting tab (Guest Accounting à Accounting à Accounts Receivable Invoice Defaults).

The Auto Generate Invoices option displays the following fields:

  • Generate for Reservations: When this checkbox is enabled, A/R invoices are automatically generated for the charges transferred from reservations to the A/R account, during date roll. For example, consider a reservation whose stay dates are from May 10, 2023, to May 15, 2023. When the charges are transferred to the A/R account during checkout on May 15th, an invoice is generated for the charges on date roll from May 15th to May 16th, with the invoice date as May 15, 2023.

  • Generate for Groups: When this checkbox is enabled, A/R invoices are automatically generated for the charges transferred from groups to the A/R account, during date roll. For example, consider a group whose arrival and departure dates are from May 10, 2023, to May 15, 2023. When the charges are transferred to the A/R account during departure on May 15th, an invoice is generated for the charges on date roll from May 15th to May 16th, with the invoice date as May 15, 2023.

  • Default

    • By Source Account: Invoices for the charges posted from reservations are generated individually by the source account. Charges that are directly posted to the group are invoiced separately as a group invoice.

    • Consolidated: Invoices are generated as per the existing functionality. This option is selected by default.

    • These options are disabled when neither Reservation nor Group is selected in the Generate For section.

  • The selection made in the Accounting tab (Guest Accounting à Accounting à Accounts Receivable Invoice Defaults), is applied to all the A/R accounts in the property.

  • The selection made in the A/R Account Default Settings screen (A/R account à All Properties à Settings), is applied to the A/R accounts in all the associated properties.

  • When users manually override the previously selected options in the Summary section of the Account Receivable screen, the invoices are generated based on the selection made in this screen.

  • Only users with the WriteAccountsReceivable permission can modify the options in the mentioned screens. For users without this permission, the new options will be read only.

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