This screen allows you to:
Post payments, credits and debits to reservations and view the previous transactions for reservations.
Before you begin:
Choose the Payments Received option from the Reservation Menu.
If you are going to enter a batch of payments that have been received, it is best to run a tape on the total amount you are going to be posting. The system will display a running total of the cash payments entered and you can use this as a check to ensure the payments were entered correctly.
The system treats cash and checks the same. There is no distinction in this system between the two.
The system will automatically date all transactions on this screen using the current system date shown on the top left corner of the screen. To change this date you must exit the system and reenter using a different date.
The system will automatically post a debit and a credit to the general ledger when transactions are created. The account numbers to use for these entries are established in the control file.
The trial balance on the General Ledger Menu should be used to validate the entries made on this screen.
Item descriptions:
All of the information on the screen is for the reservation number entered or for the payment being entered. All of the items on this screen are discussed in different areas of this manual. If you have any questions about this information, refer to the specific item in the index.
Prompt descriptions...
Reference #:
The payments received reference number may be set to prompt, automatically use a date or to not use a reference number. This setting is available in the General Accounting Screen 1 of the Control File.
Enter Resv #, name, namez3, namez5 or [Exit]:
Retrieve the reservation you wish to charge by entering in the reservation number or name. Reservation retrieval is discussed in detail in the View Reservations section of this manual, refer to this section for additional information. The following prompt will be asked.
Payment [Cash/check], [Credit card], [Other Trans], [Debit], [Credit], [View trans], [Notes] or [Exit]
Select the option you wish to perform by clicking on it with your mouse and that options prompts will be asked. The following explains the options available:
Click [Cash/check] or [Credit card] to post a payment to the reservation. Cash, check and credit card payments are posted with this option.
Click [Debit] to post a debit to the reservation. A debit will increase the amount the reservation owes. This would typically be used to reverse a prior payment that was dishonored. For example a bounced check or a credit card that was declined.
Click [Credit] to post a credit to the reservation. A credit will decrease the amount the reservation owes. This choice is rarely used. It could be used, for example, to discount the reservation by reducing your commission account.
Click [View trans] to display any existing transactions for the reservation shown. This could be helpful in determining if a payment had already been posted.
Click [Exit] to return to the enter reservation prompt without saving any changes.
[Cash/Check] or [Credit card]
Enter amount of payment:
Enter the amount of the check, cash or the amount to apply to the credit card.
Select credit card type:
This prompt will only be asked when a credit card payment is being posted. The credit cards established in the control file will be displayed. Highlight the correct card by using your movement keys and then press <Enter>.
Enter credit card number:
This prompt will only be asked when a credit card payment is being posted. Enter the credit card number, 19 characters are allowed and information is required.
Enter the credit card expiration date:
This prompt will only be asked when a credit card payment is being posted. Enter the expiration date of the credit card. The entry format is 2 numbers a separator, ie. a ‘/’ or a ‘-’, and 2 numbers. Information is required.
Enter name on card or press <Enter>if reservation name:
This prompt will only be asked when a credit card payment is being posted. If the name on the credit card is the same as the reservation name, press <Enter>and the reservation name will be used as the credit card name. If the name is different, enter the name on the credit card. Twenty characters are allowed for this entry.
Enter description of payment:
Enter any description of the payment up to 30 characters. You may choose to record the check number of the payment being received or other descriptive information. Information is required.
If a credit card payment is posted this prompt is not asked. The system will automatically fill in this field with the card type, card number and expiration date. You may, by using the modification prompt, change this field.
[OK], [OK/Proc], [Receipt], [Receipt/Proc] or [Quit]:
Click [Quit] to abandon this entry and return to the reservation entry prompt. No changes will be made to the reservation and no transaction will be created.
Click [OK] if the entries are correct. The reservation balance will be changed by the entry amount and a transaction will be created for the reservation. The system will return to the enter reservation prompt.
Click [OK/Proc] if the credit card entry is correct and has already been processed. An authorization code from the bank will be required. This button is only available when selecting credit card payment.
Click [Receipt] to update the entry and print a folio for the reservation. The system will return to the enter reservation prompt.
Click[ Folio/Proc] to print a receipt after updating and you are telling RMS that the credit card has already been processed. This button is only available with credit card payments.