Create a New City Ledger Account (Cloud) 🎥
🎥 Watch Video
City Ledger accounts are used to bill businesses or organizations directly for guest charges instead of collecting payment at checkout. In Visual Matrix Cloud, creating a City Ledger account allows your property to track invoices, apply payments, and manage billing terms for corporate and group accounts. Each section controls different aspects of how the account is identified, billed, and managed. This article explains how to create a new City Ledger account and configure the required settings so it can be used for Direct Bill transactions.
Path: Accounting > City Ledger > City Ledger
Instructions
Creating a City Ledger account requires completing several sections on the City Ledger Information screen. Each step below corresponds to a section of the screen and should be completed in order.
1. Enter Company Address Information. Use the Company Address section to identify the City Ledger account.
- Select an existing account or click + to create a new one.
- Enter the Company Name.
- Complete the address fields (street address, city, state, ZIP/postal code, country).
- Select a Member Code if the account belongs to a specific group or organization.
This information is used to identify the account throughout invoicing, reporting, and searches.
2. Enter a Billing Address. Use the Billing Address section to define where invoices for this City Ledger account should be sent.
- Enter the billing street address, city, state, ZIP/postal code, and country.
- Complete this section when the billing address is different from the company address.
- If a billing address is required for the account, be sure all fields are completed before saving.
This address is used for invoices and billing-related documents.
3. Configure Rate and Tax Settings. Use the Rate & Tax Settings area to define pricing and tax behavior for the account.
- Enable Rate Override to set specific weekday and weekend rates.
- Enter Weekday and Weekend rates if applicable.
- Enable Rate Private to hide rates from guest-facing registration cards.
- Select Taxable or Tax Exempt. Click Exempt to enter tax exemption details when applicable.
These settings control how charges and taxes are calculated and displayed.
4. Set Billing Controls and Preferences. Use the Billing Controls & Preferences section to manage invoice delivery and account availability.
- Enable Email Invoices to send invoices electronically.
- Select the preferred Language for invoices.
- Enable Status Active to allow billing activity.
- Choose Allow To Bill: All Charges or Room and Tax Only
If restricted charges are posted, the system displays a warning.
5. Review Comments and Aging Information. Use the Comments and Aging section for internal reference.
- Enter internal Comments related to the account.
- Review the Aging panel once transactions exist (Current, 30, 60, 90 days).
This section is informational and does not affect billing behavior.
6. Enter Contact Information. Use the Contact Information section to record the primary account contact.
- Enter the contact’s First Name and Last Name.
- Enter the Email address used for invoice delivery.
- Enter one or more Phone Numbers.
Accurate contact details ensure invoices and communications reach the correct recipient.
7. Configure Credit Information. Use the Credit Information section to define payment expectations.
- Select the Terms for the account.
- Enter Discount % and Within Days if applicable (informational only).
- Enter a Credit Limit greater than zero.
A credit limit is required before Direct Bill charges can be transferred.
8. Enter Authorized Booker Names. Use the Authorized to Book section to list individuals allowed to book reservations under this account.
- Enter one or more authorized names as needed.
- At least one authorized name must be entered before the account can be used.
9. Save the City Ledger Account. Click Save to create the City Ledger account. Once saved, the account can be used for Direct Bill charges, invoicing, and payment applications.
Still Need Help With This Topic?
Ask Yourself:
- Did you complete all required sections before saving?
- Is a credit limit entered?
- Did you enter at least one authorized booker?
- Is the primary contact email correct if invoices will be emailed?
Support May Ask You:
- The City Ledger account name or number you were creating
- Which section of the account setup caused an error
- Whether a credit limit and authorized booker were entered
- Any error message shown when saving the account
Related Articles
Related Articles
**Accounting Flow: From Direct Bill Folio to City Ledger Payment
Direct Bill accounting follows a predictable sequence—from posting charges on a guest folio to reviewing fully paid invoices and payments in the City Ledger. Understanding this flow helps accounting and front desk teams know where a charge lives at ...Deactivate a City Ledger Account (Cloud)
City Ledger accounts cannot be permanently deleted in Visual Matrix Cloud. Instead, they can be deactivated when they are no longer needed for billing activity. Deactivating a City Ledger account prevents it from being used for future Direct Bill ...City Ledger Account Listing Overview (Cloud) 🎥
? Watch Video The City Ledger Account Listing is the primary starting point for working with Direct Bill accounts in Visual Matrix Cloud. From this screen, accounting and front desk teams can review account balances, locate specific City Ledger ...City Ledger Account Invoice History (Cloud) 🎥
? Watch Video City Ledger Invoice History provides a read-only view of invoices that have been fully paid for a City Ledger account in Visual Matrix Cloud. This screen allows accounting and front desk teams to confirm settled invoices, review ...City Ledger Account Detail (Cloud) 🎥
? Watch Video The City Ledger Account Detail screen provides a centralized view of all active billing activity for a City Ledger account in Visual Matrix Cloud. From this screen, users can review open and partially paid invoices, see applied ...