Accounts receivable

Front Office Profiles “A/R” tab

Statements and reminders

If you want to send statements rather than reminders to certain firms as part of the accounts receivable process, you can use this pane to specify the profiles for which statements are required. In accounts receivable management, these profiles will then be selected automatically when accessing the “Print statements” function (see the “Accounts receivable” chapter). Use the check boxes to select when statements are to be sent.

You can use the “Remind.code” drop-down list to select a default reminder code.

Credit limit

If you select the Inhouse Crd.lim. check box and enter a credit limit, this guest will appear on the “TA exceeds credit limit” list if the list has been included in the end-of-day routine and the guest's balance exceeds the credit limit that has been set.

Select the Credit limit check box to set a limit for account receivable accounts. If a guest with the "accounts receivable" payment method exceeds this credit limit when checking out, it will not be possible to check out the guest.

For groups of hotels, you can also enter an overall limit (“Group limit”) and balance (“Group balance”). The amount in the “Available” box represents the difference calculated between the group limit and group balance.

Account data

You can use this pane to enter an account number from financial accounting and create a link to a master A/R account that is to be used for central credit limit checks and accounts receivable management. Select the Debts are maintained under the following A/R account check box and use the  [...] button to select a master A/R account. Use the View button to view the profile of the master A/R account.

If a profile serves as a master A/R account for other profiles, the system selects the This profile is A/R account for the following profiles check box automatically and displays the allocated profiles in a list below.

Right-click in the list pane to open the context menu, which can also be used to assign a new profile from this screen. Click “New” and search for the required profile.

Routing instructions: Automatic routing when profile is assigned

[ Front Office Profiles “A/R” tab ]

From Version 2013.17.458

One or more routing codes can be applied to all profile types in the “A/R“ tab.

To apply a new routing code to the guest profile, place the cursor on the „Routing instructions” pane, right click, and then select the “Assign code” menu.

From Version 2019.19.722

When allotting routing codes by means of the guest profile, you can now select the invoice dialog box to allot the invoice destination.

Evaluation of routing codes

For the service bookings, the regular payment instructions are used at first. If no payment instruction applies, the invoices and their recipients will be checked for an already assigned routing code in the following sequence: A,B,C,D,E,F. Should a routing code contain a booked account, it will be rerouted to the corresponding invoice.

 The analysis sequence can be adapted accordingly. Please don’t hesitate to contact the protel Support Team to assist you with these settings

Is neither a regular payment instruction nor a routing code valid in the profile, the rate code's routing code will be checked. If this contains the respective account, it will be rerouted to the routing target.