Received Payments

Managing the inflow of funds is based on defining where money can be receipted, reporting on what receipts have been recorded (where, when, by whom and by what method) and forecasting the timing of expected receipts.

Received Payments

Payment receipts have to be recorded against a Bank or a Cash Point. A Bank represents an actual bank account that you hold, whereas a Cash Point represents any point at which you may receive money, e.g. at the property front office.
Banks and Cash Points are specific to a currency and are set up under the Code Tables.

At the Invoicing Unit level in the Business Structure you can specify which Banks and Cash Points are applicable to each particular company.

In the Environment Setup you can also limit which server environments have access to them. For example you would probably not permit the reservations office to record receipts against a property cash point.

Since every receipt is linked to a bank or cash point, it is possible to report on takings at each of these points.

You can use the Payments by Group report to get summaries of receipts by Bank / Cash Point, Currency, Cashier, Payment Method, Date, and a number of other grouping levels. In fact, you can choose 2 levels of grouping, e.g. total receipts per Payment Method per Cash Point for the current day / week / month.

If you click on a row in the Payments by Group report, you will drill down to the Received Payments report, which lists the individual payments that make up the group total. You can also go directly to the Received Payments report, e.g. to see a list of all payments received yesterday.

Since the above reports operate at receipt level, you cannot use them to analyse receipts by travel date – for example to get a list of payments received for reservations travelling next month.

This is because a single receipt may include payment for multiple reservations, all travelling at different times.

However, all is not lost! The Payment Item report filters data at the payment item level. This means that you can specify a travel date range and the report analyses the individual reservations credited in multi-folio receipts and extracts just those portions of the receipt that affect reservations travelling within your specified date range.

For example, you can get a list of all receipts recorded during the past month in respect of reservations travelling in the future.

In summary, it is possible to report on receipts, at either individual receipt level or in summary, for any receipt period in the past and for any travel period in the past or in the future.