A company that pays for its guests is billed to its own account in Accounting. At check-out, the folio's balance goes to the company's city ledger: the company owes it, and pays later through Accounting.
1
Check out and choose Bill to city ledger for the folio
Who
Front desk or cashier
Where
Check out drawer, on the folio's card
2
Choose the Company ledger
What changes
The company's account in Accounting (search by name).
3
The first time only: the account terms
Where
City ledger account terms (first time only)
What changes
Account name, Credit limit, Payment terms (days).
Approval
Opening a company's city-ledger account (or raising its limit, or lengthening its terms) needs a manager.
4
Enter the Direct-bill authorization
What changes
The company's letter, LPO or approval number. Required.
5
The credit check
What changes
What the company already owes in Accounting, plus this bill, must stay within its limit.
Approval
Over the limit, or a company on credit hold, needs a manager. The approval shows the balance, limit, exposure and headroom.
6
Confirm Check out
What changes
The folio is billed to the company; its invoice goes to the company's account.
Following what companies owe
Folios › City ledger shows the company bills by age (0-30, 31-60, 61-90, over 90 days), read from Accounting: a company's payment entered in Accounting reduces it.
The company pays with an ordinary receipt in Accounting. CRM's receivables and collections follow the same account.
Common questions
Which limit is used: the city-ledger account's or the company's own?
The limit on the company's city-ledger account. If that account has no limit, the limit on the company's own account in Accounting is used, unless that account's credit action is set to ignore.
The company is over its limit. What can the front desk do?
A manager approves the check-out with their PIN. The approval shows what the company owes, its limit and the headroom. A direct-bill authorization never lifts the limit: only the approval does.
The company is on credit hold in CRM.
Billing it at check-out needs a manager's approval, even when it is within its limit.
Does the hotel keep its own list of what companies owe?
No. Folios › City ledger reads what companies owe from Accounting, by age. CRM's receivables and collections follow the same company account.
