Payments Deadline Management

The Scrigno base payments schedule classifies and manages the accounts receivable length according to this schedule:

Accounts receivable (day 1)	Accounts receivable (day 2 to day 30)	Accounts receivable (day 31 to day 60)	Accounts receivable (day 61+)
Regular Accounts receivable: It is possible to send an Accompanying Letter	Expired Accounts receivable: It is possible to send a 1st Reminder Letter	Expired Accounts receivable: It is possible to send a 2nd Reminder Letter	Expired Accounts receivable: It is possible to send a 3rd Reminder Letter

This table clearly shows that for each outstanding document issued the relative balance is expected by midnight on the day after the issue date. At the end of this period, the document will already be considered in the automatic procedures for overdue invoices:
In case this rule does not correspond as indicated by the hotel to its guests, it is advisable to enter, for each profile that includes accounts receivable, the terms of payment otherwise agreed. This way it will be possible to obtain a reliable and consistent schedule, in agreement with the procedures regarding the balance of the documents.

Let us see how to proceed in such circumstances.
Within the ‘Conditions’ form of a guest profile, the following information is provided:

Profile > Agencies-Companies > Agencies-Companies

Bank details:

From the list of items displayed upon using the F9 key, select the guest’ bank details for the balance of payments.

Payment Deadline

With the F9 function key, select the item corresponding to the payment terms agreed with the guest. This information allows the system to automatically calculate the expiry of the payment terms on any outstanding document issued for the selected profile, and then to better manage the automatic correspondence relating to the accounts receivable reminder.
For all the profiles where this field is not filled in, the system will apply a 1-day payment deadline on outstanding documents.

Pre-invoicing notes

Free field that allows us to record important annotations useful for invoicing.

After profiling, the system will calculate the payment due date for the documents on the basis of the issue date of the outstanding documents. The updated payments schedule will be accessible at any time:

FO > Reports > Accounts Receivables > Accounts receivables Schedule

• Select the current month (e.g. September 2013)
• Further filters can be requested in the “Segments” tab

The report details the ‘open’ outstanding documents, highlighting for each one:

• Expiry date
• Expired amount in relation to the selected month (“Expired” column)
• The amount due in relation to the selected month (“September” column)
• Amounts due in the next 5 months starting from the selected month (columns from “October” to “February”)
• Amounts due over five months after the selected month (“Expiring” column)
  

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