1. At check-out, the Front Office Cashier must verify the company to be charged and transfer the folio into the A/R transfer account. Permanent folios (PM accounts) maintained in the guest ledger must be strictly controlled.
All pending balances in clearance folios must be cleared within 24 hours after check out.
2. Accounts Receivable must ensure that all folios transferred the previous day are complete and correct before transferring them to the individual city ledger account.
3. In the case of missing documents or incorrect allocation from the Front Office cashier, Accounts Receivable must immediately inform the Credit Manager who will liaise with the Front Office Manager to arrange the collection of missing documents and ensure that procedures are put in place so that the situation does not reoccur.
4. In the case of invoicing a company without an account in the city ledger, the folio will remain in the guest ledger and actively be followed up for immediate payment by the Front Office department. These outstanding accounts must be included in the monthly credit meeting.
5. Credit balance folios must be transferred on a daily basis into A/R city ledger. As such, the Credit Manager will create on request individual A/R accounts under the main category “Guest overpayment”. This amount must then be investigated and refunded to the client, if appropriate, by the Finance department.
6. A daily print out of the detailed A/R transfer account from the PMS system should be done by A/R and controlled by the Credit Manager to ensure that amounts to be transferred to back office are not held between front office and back office for more than 2 days.
7. The guest and city ledgers must be reconciled with the general ledger accounts daily and all discrepancies explained