A paymaster account is used to compile charges on one bill and issue a single invoice. It is useful:
- For issuing invoices to customers who aren’t staying at the property and don’t have a profile created in Commander (also known as a Lobby Bar paymaster).
- To travel agencies or companies who want to receive one invoice of all their bookings from multiple customers on a regular basis (also known as a City Ledger paymaster).
What you need to get started
If you're creating a Lobby Bar paymaster, you don't need anything to get started.
For a City Ledger paymaster, you'll need:
- A company profile set up for the travel agency or company that will be attached to the paymaster.
- An agreement in place with the travel agency or company to establish when you'll be sending invoices (on a monthly basis, for example).
Create a paymaster account profile
A paymaster is a type of customer profile.
- Go to Main menu > Profiles > Customer.
- In the Email field, enter the email address to which invoices will be sent.
- In the Last name field, enter "Paymaster," followed by the company name.
Note:
Adding the company name is important when you're set up in a multi-property environment to make sure you're using the correct paymaster profile (since customer profiles are shared among hotel chains).
- Click
Create
.
Set up your paymaster
Link the paymaster to a company
To link the paymaster to a company:
- Open the paymaster account profile.
- Go to the Profile tab.
- In the Company field, select the company or travel agency that you want to link to the paymaster.
- Click
Save
.
Add paymaster account classification
If you have connected a point-of-sale (POS) and want the account to be identified as a paymaster in your POS system (or if you just want to classify it with a little icon next to the profile name in Commander):
- Open the paymaster account profile.
- Go to the Internals tab.
- In the Classification field, select the Paymaster account.
- Click
Save
.
Change invoicing options
If a paymaster should not be invoiced, ensure that you deselect the Invoiceable option:
- Open the paymaster account profile.
- Go to the Internals tab.
- In the Options field, deselect Invoiceable.
- Click
Save
.
Note:
The Invoiceable option will be enabled on all profiles by default unless you have requested otherwise during your initial accounting setup.
Manage invoices with a paymaster
Transfer items from an open bill to a paymaster
- Open the Billing tab of the customer profile that has items you want to transfer.
- Move the bill items from the Unpaid items/deposits section to the Company bills section and transfer it to the travel agency or company that will be invoiced.
Note:
If you have an automatic routing rule set up, the bill will already appear in this section and will be assigned to the travel agency or company.
- Click
Move
. - Select Another customer, search for the paymaster and click
OK
.The items will be added to the Billing tab of the paymaster profile (under Unpaid items / Deposits).
Settle invoices with a paymaster
- Open the paymaster account profile.
- Go to the Billing tab.
- Move all charges to the Open bills section.
- Send a proforma invoice to verify all charges with the travel agency or company.
- Issue the invoice. Once the invoice is issued, the receivable invoice will be in the Unpaid items / Deposits section until you receive payment. Once the invoice has been paid, move it to the Open bills section and take the payment.
- Close the bill.
Note:
To view a list of unresolved bills, click Accounting ledger on the Dashboard.
View a list of paymasters with awaiting payments
- Click Accounting ledger on the Dashboard.
- Set the Type filter to Receivables.
- Click
OK
> View report.