Company debitor accounts

The Accounts Receivable account is split into the Collective debitor account and company debitor accounts.

The Collective debitor account holds the accounts for reservations and external folios that are not linked to a company profile:
# CollectiveDebitor_AccountsReceivable
Name: AccountsReceivable for Reservations and Folios without company

For each company profile with the permission to check-out on AR, apaleo generates a dedicated company debitor account. The name of the account will include the company profile code. Currently there is no possibility to either add the AR account number of the main ledger to the company profile or to freely create a new AR account number in apaleo.

To summarize: These AR sub-accounts enable you to separately record the apaleo account 9999 Accounts Receivable in your main ledger, directly allocate incoming payments to the companies' receivables and manage open balances.

How does it work and what is happening in the apaleo accounting?

Let's first have a look at the settings and processes at the Front Desk or the reservations department.

1. Companies, that are allowed to check out on AR, get the permission in the profile:
   
   

   
   
   

2. In the guest's reservation the matching company is linked. Example:
   
    
   
   
   
3. The folio of the reservation will be closed to AR as follows:

• Edit the billing address to select the company's profile.
• Then create the invoice.

The result in the apaleo accounting

1. Report Total Debited und Credited:
   You will not see any changes here - all Accounts Receivables are still aggregated to the superior account 9999 Accounts Receivable, independent of any existing company sub-debtors:
   
   
   
   
2. Structure of the accounts:
   Finance -> Accounting
   The high-level account structure stays the same:
   
   
   
   A click on account 9999 Accounts Receivables reveals the company sub-accounts for all profiles with permission to check out on AR, independent of having transactions or not.
   
   
   
   
   
3. Report „Gross transactions“:
   Here are all transactions of the selected business day:
   
   
   
   To select a specific debtor, a filter can be set on "Debited account number", e.g. "HUGDUB":
   
   
   
   
   
4. Finance – Invoice list:
   No changes, you can use the name filter and select Show only AR invoices:
   
   
   
   AR invoices can be marked as paid.
   
   

    

Only relevant for you, if you have this function activated:

For demonstration purposes, two AR invoices are marked as paid with
Test 1 – Payment 122 EUR via Cash
Test 2 – Payment 79,50 EUR via Bank

• • Consequence in Accounting Finance / Accounting / Account 9999 > Select the time period > Export:
    
    
    
    The AR invoices in lines 3 and 4 were balanced by the respective payment method on the level of the company AR sub-account: Test 1 in line 2 and Test 2 in line 1 (most recent transaction is in line 1).
    
    
  • Report "Gross transactions":
    
    Transactions are as well visible here, display is different, because the report is structured in a different way.