🏢 Company Debitor Accounts
📋 Summary of AR Sub-Accounts
🔄 Process Overview at the Front Desk
📊 Result in the Apaleo Accounting
⚠️ Relevance for Specific Function
The Accounts Receivable account is split into the Collective Debitor account and company debitor accounts.
📂 Collective Debitor Account
The Collective Debitor account holds the accounts for reservations and external folios that are not linked to a company profile:
- Account: #CollectiveDebitor_AccountsReceivable
- Name: AccountsReceivable for Reservations and Folios without company
🏢 Company Debitor Accounts
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.
📋 Summary of AR Sub-Accounts
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.
🔄 Process Overview at the Front Desk
🛠️ Settings and Processes
Let's first have a look at the settings and processes at the Front Desk or the reservations department:
- Companies that are allowed to check out on AR, get the permission in the profile:
- In the guest's reservation, the matching company is linked. Example:
- 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.
📊 Result in the Apaleo Accounting
- Report Total Debited and 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.
- Structure of the accounts: 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.
- Report Gross transactions: All transactions of the selected business day are visible. To select a specific debtor, a filter can be set on "Debited account number".
- Finance – Invoice list: No changes, you can use the name filter and select Show only AR invoices.
⚠️ Relevance for Specific Function
This section is only relevant if you have this function activated.
For demonstration purposes, two AR invoices are marked as paid:
- Test 1 – Payment 122 EUR via Cash
- Test 2 – Payment 79,50 EUR via Bank
Consequence in Accounting:
- 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 also visible here; the display is different because the report is structured differently.