Settle to City ledger
Bill a folio to the company that pays it. The folio closes and the company gets an invoice.
Settle to City ledger moves the whole balance of a folio to the company that pays it. Estatell closes the folio and makes an invoice for the company. Use it for a company on Direct billing, which pays after check-out instead of at the desk.
Before you start
- Permission: Settle folios to City ledger and void AR invoices. Owners, managers and finance staff have it by default.
- The folio must be Open, paid by a company, and owe more than 0.00.
- The company must be Active and on Direct billing. A company on Pay at check-out, or a suspended company, is refused. See Companies.
- The property must have an open business date.
- A Master folio settles only after every room is checked out. Check out the rooms first. See Check out.
Steps
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Open the reservation and select the Folio tab.
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Choose the folio the company pays. For a group that the company pays, this is the Master folio.
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Select Settle to City ledger.
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Read the confirmation. It names the company and the amount it will owe.
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Select Settle to City ledger in the confirmation.
Estatell posts one City ledger line for the whole balance, closes the folio and makes the invoice. A message shows the invoice number. The closed folio says which invoice bills it.
What the invoice gets
| Part | Value |
|---|---|
| Number | The folio's invoice number. Estatell gives the folio one if it has none. |
| Amount | The folio balance. A payment the guest made at the hotel is already in the balance, so the invoice shows only what the company owes. |
| Issued | The business date. |
| Due | The issued date plus the company's payment terms. With no payment terms, the due date is the issued date. |
The City ledger line is not a payment. It has no receipt number and you cannot refund it.
The credit limit
The credit limit never stops a settle. Settling adds no debt: the money moves from an open folio to an open invoice, so what the company owes is the same before and after.
If the company is over its limit, the confirmation shows a warning and the invoice is still issued. Estatell does not ask for a reason.
See Credit control for where Estatell does check the limit.
When Estatell refuses
A refused settle saves nothing. Estatell shows the reason as a message.
| Situation | What Estatell says | What to do |
|---|---|---|
| A room of a Master folio is still checked in | "Rooms 205, 206, 207, 208 are still in-house. Check out all units first." For one room: "Room 205 is still in-house. Check out all units first." | Check out every room, then settle. |
| A room that is not out yet still charges its scheduled nights to this folio | "Room 107 still charges its scheduled nights to this folio. Send them to another folio first." | Use Move charges, or settle after the last night posts. |
| The folio is not paid by a company | "This folio is not paid by a company." | Settle to City ledger shows only on a folio a company pays. To bill a company for a guest's folio, move the charges to a third-party folio paid by the company. See Routing. |
| The company is suspended, or is on Pay at check-out | "This company is suspended or cannot be direct billed." | Reactivate the company or turn on Direct billing in Companies. |
| The balance is 0.00 or less | "There is no balance to move to the city ledger." | Nothing to bill. The button is hidden for a folio with no balance. |
| The folio is already closed | "This folio is not open, so it cannot be settled." | Reload the page. |
| The property has no business date | "The property has no open business date." | Run the night audit. See Business date. |
Special cases
| Situation | What happens | What to do |
|---|---|---|
| The guest paid part of the bill at the hotel | The invoice is for the rest. Its PDF lists the payment under Paid at the hotel. | Nothing to do. |
| A charge turns up after the folio settled (a minibar found next morning) | The closed folio takes no more lines. | Make a third-party folio for the company, route that room to it, post the charge, then settle that folio. The company gets a second invoice. See Routing. |
| You settled the wrong folio | The folio cannot reopen while its invoice is open. | Use Void invoice and reopen in the Invoice menu of the folio. See Close and reopen. |
| A third-party folio paid by a company | It settles the same way, also while rooms are checked in. It makes its own invoice. | Settle it when its charges are done. |
| Someone double-clicks Settle to City ledger | Estatell posts the line once. | Nothing to do. |
| A settled folio is settled again after a void and reopen | Estatell issues a new invoice with the same number. | Nothing to do. |