Post a Payment on a City Ledger Account (Cloud) 🎥
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Posting a payment on a City Ledger account records a payment received from a client and applies it to outstanding invoices for that account. This process reduces the account’s balance and updates the invoice status. In Visual Matrix Cloud, payments can be posted and applied directly to one or more open invoices during the payment process.
Path: Accounting > City Ledger > Account Listing > Select the CL Account > Payments
If a credit card payment has already been settled outside the system (for example, via a third-party processor), corrections must be handled on the original folio—not directly through City Ledger. See related FAQs for details.
Instructions
Posting a City Ledger payment records funds received or accounting adjustments and updates the account’s outstanding balance accordingly.
1. Select the Payment Type. In the Payment dropdown, choose the appropriate City Ledger accounting code.
Most payment types (such as Check or Visa) are used to record funds received and will reduce the account balance. However, two accounting codes often require clarification:
- A/R Direct Bill Credit: Posts a credit to the account without receiving direct payment. This is typically used when the balance is reduced due to an external credit (for example, brand reimbursements or internal adjustments).
- A/R Direct Bill Write Off: Removes an outstanding balance that will not be collected. This permanently reduces the account balance and should be used according to your property’s accounting policies.
If you need a new City Ledger accounting code, contact Client Experience. Users cannot create new City Ledger accounting codes.
2. Enter Payment Details. Complete the following fields:
- Account Info: Enter a reference number or note for tracking.
- Amount: Enter the total amount for the selected payment type.
Ensure the payment amount matches the actual funds received or accounting adjustment being recorded.
3. Click Post. Click Post to record the transaction on the City Ledger account. The account balance will update based on the payment type selected.
Posting a payment does not automatically apply it to open invoices. Applying payments to invoices is covered in a separate article.
4. Review the Posted Payment. After clicking Post, review the payment in the City Ledger account activity to confirm:
- The correct payment type was selected
- The amount is accurate
- The payment date is correct
If the payment has not yet been applied to an invoice, it will appear as an unapplied payment and remain available to apply later.
Credit card payments cannot be voided once they have settled. Always verify credit card entries immediately after posting to ensure accuracy.
You may apply the payment immediately or return later to apply it using the steps outlined in the Apply a Payment to a City Ledger Invoice (Cloud) article.
Payments posted with today’s date and applied to older invoices will clear the outstanding balance on those invoices. However, the payment activity will be reflected in reports based on the payment date (today), not the original invoice date.
Settled Credit Card Payments
If a credit card transaction has already settled, any corrections must be handled on the original folio — not in the City Ledger account. Refunds and adjustments should be posted on the folio to maintain accurate accounting records.
Still Need Help With This Topic?
Ask Yourself:
- Did I select the correct City Ledger account before posting the payment?
- Am I using the correct payment type (MOP) for this situation (Payment vs Credit vs Write Off)?
- Was the credit card transaction already settled, requiring correction from the original folio instead?
- Does this transaction represent actual funds received, or an accounting adjustment?
- Did I click Post to complete the entry?
Support May Ask You:
- What is the City Ledger account name or number?
- Which payment type was selected?
- What amount was posted?
- Is the transaction related to a settled credit card payment?
- Was this intended to reduce the balance permanently (Write Off) or reflect a reimbursement (Credit)?
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