Sending Meter Charges to Accounts Receivable

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Overview

Meter Charges for a Permanent Resident can be sent to their Accounts Receivable (AR) Account instead of the reservation's balance.

Prerequisites

  • An Accounts Receivable account must be created for the resident.

Steps

Creating an AR Account

  1. Search for the Resident:
    - Click Search from the Availability Grid.
    - Search for the resident.
  2. Edit Client Information:
    - Click Edit within the Selected Client box on the right-hand side.
    - Within the Client Editor box, tick the Activate Account Receivable flag.
  3. Alternative Method:
    - If you miss the above step, the AR Account can be created within the Billing Policy Setup.

Setting Up Meter Billing Policy

  1. Access Guest Folio:
    - Once the reservation is made for the Permanent Resident, navigate to the Charges/Payments tab within the Guest Folio.
  2. Billing Setup:
    - Click on the Billing Setup button.
    - Click Add.
  3. Configure Policy:
    - Policy Type: Select the Meter Billing Policy Type.
    - Unit #: Click to select the reservation’s assigned Unit #.
    - Reservation #: Leave blank.
    - Start Date: Enter a start date.
    - End Date: Enter an end date.
    - Next Billing Date: Enter the Start Date.
  4. Select AR Account:
    - In the Account section, select the created AR Account.
    - If an AR Account hasn’t been created, click Click Here to Create and Select a New Account to instantly create an AR Account for the resident.
  5. Finalize Policy:
    - The other fields in the Billing Policy Setup panel do not need adjustment.
    - Click Submit to finalize and then Activate the policy.
  6. Result:
    - Once activated, all future Meter charges will go to the resident’s AR Account for later payment.

Setting Up Meter Billing Policy Type

  • If the Meter Billing Policy Type has not been set up yet:
  • Click on a Menu button, select the Setup tab, and click on Billing Policy Type Setup within the Admin/Accounting section.
  • Click Add.
  • Enter the label: Meter AR (or a similar name for easy identification).
  • Policy Type: Property
  • Default Invoice Label: Leave blank - Invoice Label will come from the Meter Processing.
  • Destination Account Type: Acct Receivable.
  • Note: If you charge two Meters (e.g., Power and Water), you don’t need to create a second Billing Policy Type. One Billing Policy will handle both Meters and send both charges to the AR Account.

Troubleshooting

  • Adjusting Meter Readings:
  • If you adjust the Meter Readings in the reservation, charges will be sent to the reservation’s Guest Folio, not the AR Account.
  • DigitalRez recommends adjusting Reservation Meter readings only when the resident is checking out and final readings need to be finalized.
  • Stopping Meter Charges to AR Account:
  • Deleting the Meter Billing Policy will stop sending charges to the AR Account and revert them to the Reservation’s Guest Folio.
  • Identifying Charge Destination:
  • Within the Process Meter Readings panel, the TYPE will display next to each active meter:
  • Rez – Reservation – Charges going to the Guest Folio.
  • BP – Billing Policy – Charges going to the AR Account.

For additional information, refer to the Help Document.