Correcting Payment Errors in Visual Matrix City Ledger Accounts
Managing city ledger accounts in Visual Matrix PMS requires careful attention, especially when errors occur in payment postings. Overpayments, incorrect amounts, or credits that need adjusting can affect your financial records, making prompt corrections essential. This guide walks you through different scenarios where payments to city ledger or direct bill accounts need to be modified. Whether you're voiding and reposting payments, adjusting direct bills, or managing credit balances, these step-by-step instructions will help you maintain accurate financial records. By following these methods, you'll be able to keep your city ledger accounts accurate and up-to-date, minimizing any financial discrepancies.
Adjusting Incorrect Payments in City Ledger Accounts
When a payment has been posted to a city ledger account for an incorrect amount, you may need to adjust it to a lower or higher value. Here's how:
- If the payment is applied to invoices, unapply it first. This action moves the invoices back to the Account Details section under Accounting > City Ledger > Account Details.
- Void the payment (Note: Credit card payments cannot be voided).
- Once voided, repost the correct payment amount and apply it to the appropriate invoices.
Modifying a Direct Billed Folio Already Invoiced in the City Ledger
If a direct billed folio has already been invoiced but needs correction, you can directly adjust (override) the direct bill in the Guest Folio. This includes both the charges (room or other charges) and the direct billed amount.
This adjustment updates the City Ledger account, regardless of whether the folio was already invoiced. If a payment was applied, this adjustment may settle the invoice automatically. If not, review the invoice and apply the necessary changes.
Handling a Credit Balance in a City Ledger Invoice After Voiding a Direct Billed Folio
Occasionally, a direct-billed folio that has been credited, invoiced, and settled in the city ledger account may be voided, resulting in a credit balance on the invoice within the city ledger account. In these instances, follow these steps:
- If an incorrect credit was posted, unapply the credit/payment, void it, repost and re-apply the correct amount.
- If the payment was correct, unapply and reapply it to the lower invoice. Any remaining payment will be available for future invoices.
- If a "Direct Bill Payment Credit" was posted, you can offset it by posting a "Direct Bill Payment Debit" and applying it to the invoice, which transfers it to the Invoice History section.
Notes
An invoice cannot be unapplied if a payment has already been posted to it.
A direct-billed folio cannot be added to an existing invoice.
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