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.
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 reprint a City Ledger invoice after it has been paid?
Yes. Fully paid City Ledger invoices can be reprinted from Invoice History. Reprinting an invoice does not affect the account balance, payment status, or invoice history—it generates a copy of the completed invoice for reference or record-keeping only.
Payments, Credits, and Refunds
What are the correct steps for sending City Ledger bills, posting payments, and managing invoices?
To properly manage City Ledger (Direct Bill) invoices and payments, follow these steps in order:
- Post the Direct Bill (DB) payment code to the guest’s folio and complete the checkout for the reservation.
- Generate the City Ledger invoice after checkout. Learn more...
- Once the invoice is created and sent to the appropriate City Ledger account, post the payment to that account. Learn more...
- Apply the posted payment to the corresponding invoice. Learn more...
Following this sequence ensures that invoices, payments, and account balances remain accurate in City Ledger.
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 happens when I unapply a City Ledger payment?
Unapplying a payment removes the payment’s application from all invoices it is currently applied to and returns the payment to an unapplied state. If a single payment was applied to multiple invoices, unapplying it will remove the payment from all associated invoices at once.
This action should be used carefully and only when correcting payment application errors.
Can I unapply a City Ledger payment?
Yes. City Ledger payments that have been applied to invoices can be unapplied using the Unapply Check option in Payment History. This returns the payment to an unapplied state so it can be corrected or reapplied as needed.
If the payment was applied to multiple invoices, unapplying it will remove the payment from all associated invoices.
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.
Aging, Balances, and Account Health
How do I clear uninvoiced items in my AGING Ledger?
Uninvoiced 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.
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.
What does "City Ledger Credit Limit Exceeded" mean?
This message appears when a City Ledger account’s outstanding balance has reached or exceeded its configured credit limit. The system prevents additional Direct Bill charges from being posted until the account balance is reduced or the credit limit is increased.
To resolve this message:
- Apply payments to reduce the account balance, or
- Increase the credit limit in the City Ledger account settings (if appropriate).
Credit limits are used to help manage account exposure and control billing risk.
How do I change a City Ledger credit limit?
To change the credit limit for a City Ledger account:
- Navigate to: Accounting > City Ledger > Account Listing
- Select the City Ledger account you want to update.
- In the City Ledger Credit Information section, locate the Credit Limit field.
- Enter the new credit limit amount.
- Click the Save (floppy disk) icon to apply the change.
The updated credit limit will immediately affect how the system evaluates the account’s outstanding balance.
Increasing a credit limit allows additional Direct Bill charges to be posted. Before adjusting the limit, confirm that the account’s billing terms and payment history support the change.
City Ledger Account Management
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.
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