18 - Accounts - Suppliers

18 - Accounts - Suppliers



Procedural Note 18

Accounts – Suppliers 

Suppliers can be your agents or other entities such as trades, white goods, furniture suppliers, etc. The summary displays the amount owed to each supplier, which can be viewed by current or specific period using the dropdown menu.

 

            1.      Viewing Supplier Transactions Select the supplier you wish to review. Use the selected timeframe (current or specific period) and click refresh. To display the transactions, press the ">" button next to the particular supplier.

 

            2.      Adding a Supplier. Click the "+ Add Record" button and complete each section as follows:

             

                  a)      Details

      “Code” Use a free format, e.g., the first 6 letters of the supplier’s name (e.g., Acme Electrical could be "ACMELE")

      “Category” Select the type from the dropdown menu.

      ‘Name” Enter the full name (e.g., ACME Electrical).

      *The rest of the fields are self-explanatory.

                  b)      Disbursements

                  Ensure payment to the supplier via the dropdown for Bank or Disbursement Method.

                  c)       Email Logs

                  Displays historical emails sent.

                  d)      Statement

                  Allows you to send statements with customizable display options

                  e)      Notes

                  Enter notes for the supplier in a free format.

      3. Setting Up an Agent is done in the same manner as adding a supplier.

             

                  a)      Details Please ensure the property name/code is identical to the agent’s name in GuestPoint PMS.

                  b)      Agent Details If the Agent deducts their commission, disbursing the net amount to you, ensure you input the commission amount and then tick Room rate has commission deducted (as this is deducted prior to you receiving the funds). *Also, if your management fees                                   are based on gross, tick fees apply to gross.


            

                  If the Agent disburses the gross amount to you and then invoices you for their commission amount, do not tick “Room Rate has Commission Deducted”.

            

                  c)       Disbursements (Only if you receive the gross amount from the agent and are invoiced for their commission amount)

                  Depending on how you would like to pay this commission invoice to the agent, please see below:

·         Enter your business operations account details to send funds to general account and pay invoice from there when it is received

·         Enter the account details for the agent if you would like these funds disbursed directly to the agent through the ABA file.

                  d)      Email Logs Displays historical emails sent.

                  e)      Statement Allows you to send statements with customizable display options.

                  f)       Notes Enter notes for the supplier in a free format.

 

 

 

 





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