Accounts receivable and the city ledger

Who this is for: Accountant and Owner — requires backoffice.ar.manage. Where: Accounting → Receivables

Receivables is what is owed to the hotel by somebody who is not standing in the lobby: a company whose staff stayed on account, or an OTA that collected from the guest and will remit later.

The account both kinds sit in is the city ledger (1200) — the traditional name for balances that have left the guest ledger but not yet turned into cash. A receivable is the record of one such balance; a remittance is the money finally arriving.

Where a receivable comes from#

Two ways.

You record it here. The normal route today, and what the rest of this page is about.

A settlement raises it. When a folio routed to a company or OTA account is settled while still carrying a balance, Nerve opens the matching receivable itself — same counterparty, referenced by the invoice number the settlement produced — and posts the reclass: 1200 City Ledger debited, 1100 Guest Ledger credited. The charge stops being owed by the guest and starts being owed by the company. It is keyed on the invoice, so one settlement can never raise two receivables.

Ghi chú

Settling any folio at the front desk currently requires a zero balance, an account folio included: Settle & invoice stays disabled until the folio clears. A folio that has reached zero has no balance left to carry, so in practice the automatic raise does not fire from the Folios & Billing screen today. Record the company balance here instead — the receivable behaves identically either way.

Nothing is double-counted on either route, because the revenue was already booked when the underlying charge posted. The entry only moves who owes it.

Group bookings and master-folio routing is the front-desk side of this — routing is what decides whose account a stay's charges belong to in the first place.

Record a receivable#

1. Select New receivable.
2. Choose the Kind: Company (city ledger) or OTA.
3. Enter the Counterparty — the company or channel name.
4. Enter a Reference if you have one: an invoice number, a booking reference, a statement line.
5. Enter the Amount.
6. Select Create receivable.

It opens as open and posts the 1200/1100 reclass described above. Read the amount back off the row before you move on — the row is what the ledger took.

Thận trọng

A receivable credits the guest ledger, so record only balances that were on a folio. The reclass assumes the money is moving off 1100 — which it is, for a stay that was billed to a company. Record one for a balance that never sat on a folio, such as an opening balance for a company account you are migrating in, and 1200 will be right while 1100 goes negative by the same amount. Opening balances belong in onboarding, not here.

Record a remittance#

A remittance is the payout arriving — the OTA's fortnightly transfer, the company settling its statement. Reconciling it clears the receivables it covers.

1. Tick the checkbox on each open receivable the payment covers.
2. Check the running total in the bar that appears — it names how many rows you selected and what they add up to.
3. Select Record remittance.

The selected rows turn cleared, a remittance is recorded for the total, and the ledger posts 1000 Cash & Bank debited, 1200 City Ledger credited. Cleared rows stay in the list as history; they lose their checkbox and drop out of aging.

Quan trọng

Select one counterparty at a time. The remittance is filed under the counterparty and kind of the first row you ticked. Mixing two companies into one remittance clears both balances but records the money against one name, which is a reconciliation you will have to unpick by hand later.

A partial remittance#

Reconciliation works per receivable, in full — there is no part-clearing a single balance. A remittance that does not cover everything outstanding is therefore modelled by selecting only what it does cover:

An OTA owes you three balances of Rp 1.750.000, Rp 900.000 and Rp 400.000, and remits Rp 2.650.000. Tick the first two, record the remittance, and you are left with:

Receivable	Status
Rp 1.750.000	cleared
Rp 900.000	cleared
Rp 400.000	open

AR aging then shows Rp 400.000 outstanding, aged from the day that receivable was raised. If the remittance instead splits a single balance — they paid Rp 1.000.000 against the Rp 1.750.000 line — leave that line open and record the difference when the rest arrives. Clearing it early would put Rp 1.750.000 of cash into 1000 that never arrived.

Read AR aging#

The strip above the list buckets open receivables — cleared ones are gone from it — into the usual bands: 0–30, 31–60, 61–90, 90+, each with a total and a count.

Age is measured from the day the receivable was raised, not from an invoice due date. Read a growing 61–90 as a channel or a company that has stopped paying on its usual cycle.

The strip is hidden entirely when nothing is open.

What's next#

• The ledger — the 1200 City Ledger balance these rows add up to
• Accounts payable — the same machinery, for money going out
• Daily and period reports — why a day with a big settlement shows revenue but not cash