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.

  1. Go to Main menu > Profiles > Customer.
  2. In the Email field, enter the email address to which invoices will be sent.
  3. 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).
  4. Click Create.

Set up your paymaster

Link the paymaster to a company

To link the paymaster to a company:

  1. Open the paymaster account profile.
  2. Go to the Profile tab.
  3. In the Company field, select the company or travel agency that you want to link to the paymaster.
  4. 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):

  1. Open the paymaster account profile.
  2. Go to the Internals tab.
  3. In the Classification field, select the Paymaster account.
  4. Click Save.

Change invoicing options

If a paymaster should not be invoiced, ensure that you deselect the Invoiceable option:

  1. Open the paymaster account profile.
  2. Go to the Internals tab.
  3. In the Options field, deselect Invoiceable.
  4. 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

  1. Open the Billing tab of the customer profile that has items you want to transfer.
  2. 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.
  3. Click Move.
  4. 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

  1. Open the paymaster account profile.
  2. Go to the Billing tab.
  3. Move all charges to the Open bills section.
  4. Send a proforma invoice to verify all charges with the travel agency or company.
  5. 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.
  6. 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

  1. Click Accounting ledger on the Dashboard.
  2. Set the Type filter to Receivables.
  3. Click OK> View report.
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