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AR Account Setup When the AR Function is OFF
When the Cashiering>Accounts Receivables application function is set to N, you may still specify an AR number for the profile. (This feature is available when you attempt to set up an AR account for the profile from the Profile screen Stats & Info tab and from other locations in Opera.)
This AR account may then be used for settling charges to direct bill. Typically, the AR account data would be exported to a third-party AR system or exported to a back office program which would then handle billing statements and AR account management.
Provide the following information and select the OK button.
Property. This field is displayed when the OPP_MHOT Multi-property license is active. The view-only field displays the property to which the AR account is for. When creating a new AR Account, select the down arrow to choose the property in which the AR Account will be created for. Only the properties that the user has permission to create an AR Account for will be available for selection.
Account Type. The DFT account type is automatically populated and cannot be changed when the Cashiering>Accounts Receivable application function is set to N.
Account Number. Enter or modify the AR account number.
Flagged. When you select this check box, a Description field becomes available. In this field you may enter the reason for flagging this account. If an AR account is flagged, you are notified when an invoice is created for the account, when an existing invoice is edited for the account, or when the bill is settled to the account. The following message appears: "Account <name> has been flagged <description>. Do you want to continue?"
Respond Yes to continue. Respond No if you do not wish to proceed with the invoice. How flagged accounts are handled is determined by your property.
Primary Account. Select if this is the primary AR Account for the profile.
Contact. Enter the name of the AR account contact. If you enter a contact here, the contact is used for AR purposes only (for example, for statements and reminder letters).
Phone / Fax. Select the ellipsis button to display the Communication Information screen to select the Phone/Fax or enter a new one. If you select a phone and/or fax numbers here, the phone number and/or fax number is used for AR purposes only (for example, for statements and reminder letters).
Email. Select the ellipsis button to display the Communication Information screen to select the email or enter a new one.
AR Address. By default, these fields are populated with the primary address from the profile associated with this account. Change this information if AR information is to be directed to a different address. Select the ellipsis button to modify the address and this address is used for AR purposes only (for example, for statements and reminder letters) and the address recorded in the profile will not be changed. The same also applies if an address is updated for the Profile, the AR Address will not be updated.
When creating a new AR Account and no previous AR Account exists, then the primary address attached to the profile will be automatically populated for the AR Account. But when creating a new AR Account for a profile that already has an address that is not used with any other AR Accounts, then this address will be automatically populated. And if multiple AR Addresses exist for the profile that are not used with any other AR Account, then no address will be copied over and the user will have to select the ellipsis button to choose the address to attach to the AR Account.
City. Automatically populated from the primary address, this is the city of the AR account address.
Postal Code. Automatically populated from the primary address, this is the postal code of the AR account address.
Country / State. Automatically populated from the primary address, this is the country and state or province for the AR account address.
Payment Due Days. Available when the Cashiering>Payment Due Days application parameter is set to Y, enter a positive numeric value between 0-999 to signify the number of days until the payment is due for the AR account. This date can be displayed on the AR Folio by adding the AR_PAYMENT_DUE_DATE merge code when customizing the sample folio and this will appear, as an example, like AR Pay Due Date 05/18/09.
OK. Select to save any changes that were made and return to the Profile Information Tab.
Close. Select to return to the Profile Information Tab. If any changes were made then a message prompt is displayed to see if the changes need to be saved or not.
When a profile already has multiple AR Accounts configured, then when selecting the A/R No. field drop down arrow on the Information Tab, then the AR Account Number form is displayed. See AR Account Number for details.
See Also
