Current & Past Transactions
Current & Past Transactions
Quick Answer: This article covers the Current Transactions & Past Transactions tab of a debtor account in GuestPoint.
The Current Transactions tab relates to outstanding invoices for a debtor account, while the Past Transactions tab relates to paid invoices & payments for a debtor account.
The Paid Transactions screen also shows any invoice reversals/deletions and Write Offs.
You can reverse/delete invoices sitting in Current Transactions and this will send the charges within the invoice back to the original reservation's Room Account.
You can reverse/delete invoices sitting in Current Transactions and this will send the charges within the invoice back to the original reservation's Room Account.
You cannot reverse/delete invoices sitting in Past Transactions. This can only be done via a manual debtor payment reversal. Refer to this article for instructions on how to do this.
Current Transactions Tab
The Current Transactions tab lists all outstanding unpaid invoices for a debtor.
You can click on the blue Invoice Number to see the details of an invoice.
You will also see either a red reversal button or delete button next to the invoice as well.
You can click on the blue Invoice Number to see the details of an invoice.
You will also see either a red reversal button or delete button next to the invoice as well.
Using these reversal/delete buttons will send the charges in the invoice back to the original reservation it came from.
Past Transactions Tab
The Past Transactions screen allows you to see invoices that have been fully paid, payments for those invoices, and write offs/reversals.
This section is useful for providing a payment remittance to your debtor if required.
By default, the filter is set to 90 days and not all invoices/payments may be shown.
You can use the filter at the top left to change how many past transactions are visible.
At the top right you can include or exclude any of the 3 options to show only your selected types. By default, all 3 options are ticked.
Once you tick/untick a checkbox, click Apply Filters to update the screen.
Clearing an outstanding invoice when your Debtor has made payment
When your debtor has made a payment with you and you need to clear the outstanding invoice, click the orange Make Payment button in bottom left hand corner.
You can now select the invoice(s) the debtor has paid for. By default, when you select an invoice, GuestPoint will assume the debtor pays the full invoice amount. Partial payments are possible as well.
Proceed to the Payment Type section in bottom left hand corner and select the appropriate Payment Type from the dropdown selection.
Typically, invoices are paid by Bank Transfer, but Card Payments are possible as well.
Description - The default description for the payment type is usually sufficient.
Print Date - Match the Print Date to the date you received payment from your debtor.
Discount - If any discount applies here, you can put it here.
Commission - If your Debtor Account is an Agent, this option will show. This option does not show if your debtor account is a Company.
This option is typically used when your invoice has a gross room rate without commission taken out and your debtor has paid you a net amount with the commission taken out.
Once you are happy with the payment, click blue ‘Save Payment’ in bottom right corner.
If the invoice was paid in full it will be removed from the Current Transactions screen and be moved to the Past Transactions screen.
Print Date - Match the Print Date to the date you received payment from your debtor.
Discount - If any discount applies here, you can put it here.
Commission - If your Debtor Account is an Agent, this option will show. This option does not show if your debtor account is a Company.
This option is typically used when your invoice has a gross room rate without commission taken out and your debtor has paid you a net amount with the commission taken out.
Once you are happy with the payment, click blue ‘Save Payment’ in bottom right corner.
If the invoice was paid in full it will be removed from the Current Transactions screen and be moved to the Past Transactions screen.
If the Debtor is paying all outstanding invoices in one payment, tick the box at the top of the selection column to select all invoices.
Writing Off Bad Debts
If you know you will not receive payment for an invoice, you can Write Off the bad debt.
Next to the orange Make Payment button is a Write Off button.
Click into the Write Off button and select the invoices to Write Off.
Click into the Write Off button and select the invoices to Write Off.
You should also enter a reason for the write off.
When finished, click ‘Save Write Off’ and the invoices will be removed from the Current Transactions screen.
Transferring an outstanding Invoice from one Debtor to another Debtor
Sometimes you may have accidently sent your debtor invoice to the wrong debtor account.
A Transfer button is available next to the Write Off button that allows you to transfer the invoice to the correct debtor account.
In the Transfer screen, select the invoice (s) to be transferred and select the correct Debtor Account, then click 'Save Transfer'.
These invoices will be removed from the current debtor account's Current Transactions screen and appear in the correct Debtor account's Current Transactions screen.
In the Transfer screen, select the invoice (s) to be transferred and select the correct Debtor Account, then click 'Save Transfer'.
These invoices will be removed from the current debtor account's Current Transactions screen and appear in the correct Debtor account's Current Transactions screen.
NOTE - If you do not see your debtor account available as a Transfer option, that company or agent profile does not have the "Allow Debtor Invoices" checkbox enabled.
To enable this, navigate to Customers on main menu and go to Customers > Companies tab or Agents tab > Search for your company or agent
Proceed to open up your company or agent profile and ensure the "Allow Debtor Invoices" checkbox is ticked and "Save Changes"
To enable this, navigate to Customers on main menu and go to Customers > Companies tab or Agents tab > Search for your company or agent
Proceed to open up your company or agent profile and ensure the "Allow Debtor Invoices" checkbox is ticked and "Save Changes"
Emailing Outstanding Invoices or Payment Remittances
You can easily email outstanding invoices to your debtor in the Current Transactions tab or email them payment remittances from the Past Transactions tab.
Proceed to the Email Invoices button located next to Transfer button in the appropriate Current Transactions or Past Transactions tab.
Select the invoice(s) to email.
Proceed to the Email Invoices button located next to Transfer button in the appropriate Current Transactions or Past Transactions tab.
Select the invoice(s) to email.
After selecting the appropriate invoice(s) proceed to Continue button to open the Email Services screen, where you can change the receipting details and personalise the message.
The invoice(s) will be attached as PDF documents.
The "To" field will automatically populate with the email address inputted in the Debtor Details tab. Alternatively, manually type in/replace the recipient's email address.
Print Out of All Outstanding Invoices or Past Transactions Invoices
If you want a print out of all invoices in the Current Transactions tab or Past Transactions tab, click the Print button in the bottom right hand corner of either tab.
If using this option in Current Transactions, this list can suffice as a list of all current outstanding invoices for a debtor.
If you wish to use GuestPoint to email out a list of all outstanding invoices, we suggest you send a Debtor Statement instead from the Debtor Details tab
If using this option in Past Transactions, this is more for internal reference than to give to your client.
Send a Debtor Statement to your debtor instead from the Debtor Details tab to provide a list of all paid invoices for a debtor.
Related Articles
Debtor Payment Invoice Reversal for a Paid Invoice in Past Transactions
Quick Answer: This article covers debtor invoice payment reversals in GuestPoint. This is a manual procedure to reverse & re-create an invoice sitting in the Past Transactions tab of a Debtor Account. When an outstanding invoice in the Current ...Invoice Reversal with Partial Payment - When there is no Delete/Reverse button in Current Transactions
Invoice Reversal with Partial Payment Quick Answer: This article covers invoice reversal with partial payment in GuestPoint. This procedure applies to invoices sitting in Current Transactions that do not have a Reverse/Delete button available. These ...Debtor's Summary
Debtor's Summary Quick Answer: This article covers debtor's summary in GuestPoint. The Debtors Summary table shows you a complete list of all debtors who owe you money. The total is shown as well as the amounts - 30, 60 and 90+ days old. You can ...Introduction to the Accounts Tab
Introduction to the Accounts Tab Quick Answer: This article covers introduction to the accounts tab in GuestPoint. The Accounts tab is the place to get financial information and where you can manage your Debtors and Non- Residential Accounts. There ...Non-Residential Accounts Summary
Non-Residential Accounts Summary Quick Answer: This article covers non-residential accounts summary in GuestPoint. Non-Residential Accounts are the way GuestPoint® lets you enter charges and payments for guests not staying at your property. This is ...