FAQ - Accounting / City Ledger
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.
How do I clear uninvoiced Items in my AGING Ledger?
Un-invoiced Items are Direct Bills posted to City Ledger Accounts but not yet invoiced. To clear them, select and print each direct bill separately or in bulk to generate invoices. You can do this in Accounting > City Ledger > Print Invoices, depending on how you plan to apply payments to the invoices.
Can I delete a City Ledger account?
City Ledger accounts in Visual Matrix cannot be deleted, but they can be deactivated. Once deactivated, these accounts will no longer appear in your Front Office account list, helping to keep your account management system organized and current.
How can I refund a Credit Card payment posted on a City Ledger invoice?
A credit card payment settled on a City Ledger invoice cannot be voided—only refunded. Since refunds cannot be posted directly in a City Ledger account, the process involves creating a temporary reservation, posting the refund, and applying it to the City Ledger account. For detailed step-by-step instructions, please refer to the following article.
What does "City Ledger Credit Limit Exceeded" mean?
The Credit Limit is a pre-set maximum dollar amount for a City Ledger account. This message appears when you try to post charges to an account that has already reached its Credit Limit.
To resolve this, either the account must be cleared by posting payments, or the credit limit should be increased to allow the new charges to be posted.
How do I clear old City Ledger balances?
If you have City Ledger accounts with outstanding balances that you know will not be collected, you can use the “A/R Direct Bill Write Off” (DW) payment code to clear them. This code allows you to write off the specified amount directly from the City Ledger balance.
Since these amounts are being written off, we strongly recommend notifying your accountant so they can properly record and account for the adjustment in your financial records.
Can I search for a City Ledger invoice by folio number?
Yes, you can. Since the folio number is the same as the confirmation number, simply use the search feature and select “Confirmation Number” from the options to find the invoice.
Can I transfer a credit from a folio to a City Ledger account?
No, not directly. If the folio has a credit balance (meaning there’s more payment than charges), Visual Matrix will not let you use the Direct Bill (DB) function, because there’s nothing to bill—only money to return.
However, you can still move the credit by doing this:
- Void the original payment on the folio.
- Direct Bill the remaining charges (if any) to the City Ledger account.
- Then, repost the payment directly on the City Ledger account instead.
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