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.
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.
Related Articles:
Related Articles
FAQ - Accounting / City Ledger
City Ledger Invoices, Statements, and Records How can I print a statement for a City Ledger account that has made a payment? Statements for City Ledger accounts can be printed by going to Accounting > City Ledger > Print Statements. Learn more... Can ...FAQ - Front Office / Reservations
Reservations: Creating, Editing, and Correcting Why does the estimated total show $0 when creating a single reservation under a group name, whereas guests want to pay individually? This occurs when the group master reservation's Guarantee Type is set ...**Glossary and Common Acronyms (Index) - Visual Matrix PMS
1-10 A B C D E F G H I K L M N O P R S T U V W X Y Z 1-10 1099 The 1099 form is used to report to the US government income earned by travel agents as commissions, and income earned by owners of hotel condo units after any deductions but before any ...**Credit Card Best Practices in Visual Matrix Cloud
Credit cards touch nearly every part of the guest experience—from reservations and check-in to settlement and post-stay refunds. For managers, understanding not just how credit cards work in Visual Matrix Cloud, but why certain practices matter, is ...Visual Matrix Security Overview
Security is at the core of everything we do at Visual Matrix. From protecting guest data to preventing fraud, keeping your PMS secure requires a partnership between our technology safeguards and your property’s daily practices. Every hotel faces the ...