How to Create and Manage a Sales Ledger account

Allocating payments to invoices / unallocated payment At the end of this informative article you will be able to;

• Create a Sales Ledger account information
• Add contact information
• Add billing information
• Adding activity information / notes
• Understanding transaction information
• Running an individual report
• Posting a Sales ledger payment to an invoice
• Allocating payments to invoices / unallocated payment 
• Making a correction to the allocated payment
• Using batch pay
• Transaction tab button
• Unallocated tab buttons
• Useful reports

Create a Sales Ledger Account information 

Navigate to Financial > Sales Ledger and fill in all the relevant details for the sales ledger, under the Type field choose from the drop-down box whether this is a company, agent, or guest. The Credit Card option is used to log and show any credit card transaction on the trial balance. This sales ledger account must then also be added in the payment type in configuration> financials. 

In the details tab under the Credit-Related section set the credit status of the account using the drop-down box, set a credit limit if applicable, and choose the date from the calendar to inform you when the credit was applied and/or granted.

Select the account type if applicable and under the Account field select Sales Ledger from the drop-down box.

Under the Activity sections, tick the box if this account is tax-exempt. All the other fields under the activity section will automatically be filled in by the system. Press Save F3. 

Add contact information

In the blank window below, right-click and add an entry and fill in any contact details you have for this account and press save.

Add billing information

Under the billing details tab by right-clicking and adding an entry fill in all the relevant details for the sales ledger. 

Under the Param tab, the billing information is pre-populated according to your configuration under Configuration > Financials and the Bank tab.

Your Sales Ledger account is now set up.

Adding activity information /notes 

Under the activity tab by right-clicking and adding an entry, you can free type any information notes that you may wish to add.

Under the transaction tab, you will see all your transactions that have been made to the sales ledger including;

• Date: shows the date of the transaction.
• Invoice: shows the invoice number.
• Amount: show the amount
• Paid: shows what has been paid.
• Outstanding: shows what is outstanding
• Notes: the name of the function/guest
• PO Number: shows the PO number if applicable.
• Unit: shows the unit if applicable.
• C: tick the box if a commission is being received

Running an individual report

Pressing the statement button produces a statement or journal for the account between certain dates.

Posting  a Sales Ledger payment 

There are three ways through which you can make sales ledger payments in HART.

• Option one: Sales Ledger payment per invoice.

 Under the transaction tab, with the correct invoice highlighted in the top window right-click and add a payment when received in the bottom window, If the commission is included in this invoice right-click and add the commission amount here also.

The information that you enter here is the following;

• Date: the date you make the payment.
• Reference number: any reference number you have.
• Amount: free type the amount.
• Method: Select the appropriate payment method from the drop-down menu.
• Notes: free type any notes if required.
• Unit: Select the appropriate unit from the drop-down menu if applicable.

Press Save or F3

By pressing the Receipt button you can print a receipt for the highlighted payment.

• Option two: Sales Ledger deposits.

Adding a payment

There may be instances when you receive a payment that is not linked to any particular invoice.

In this instance navigate to the Unallocated tab. In the top window, right-click and add an entry. The information you enter is;

• Date: the date you make the payment.
• Payment Method: Select the appropriate payment method from the drop-down menu.
• Amount: free type the payment amount.
• Reference number: any reference number you have.
• Notes: key in some notes if required.
• Unit: Select the appropriate unit from the drop-down menu if applicable
• Bank: select the appropriate bank from the drop-down menu if applicable
• Initial amount: this is filled in automatically depending on if you have a remaining amount on the deposit after you have allocated the deposit.

Press Save or F3

Allocating the payment

To allocate a payment to an invoice, click each payment line you wish to allocate, and press the allocate button.  This opens up a payment allocation window. To allocate the payments you have highlighted to specific invoices, click on the invoice you wish to allocate the payment(s) and tick the pay box(es) then press OK.

Making a correction to an unallocated payment 

When you want to correct an unallocated payment, the only way you can do it is by amending it. To do this add the amendment, highlight the transaction you are amending and press the tidy button.

The system moves them to the bottom right-hand window.

• Option three: Using Batch pay 

Navigate to the transactions tab and press the Batch Pay button on your right-hand side. This opens up the batch pay wizard window.

Here you can enter the amount, payment method, any notes, and a reference number. To complete the payment, you can do one of the following two things

• Option one: Don’t enter an amount, just a payment method, and select the invoices you want to pay out manually. To do this select the invoices you want to pay by ticking the Pay box and then the OK button at the top right part of the window.

The amount you have paid out appears at the bottom right part of the window and if you go back to the Transactions tab, you will be able to see the payment there.

Option two 

Enter an amount and a payment method and let the system pay the oldest invoices.

To do this press the Spread button at the top right part of the window. The system finds the oldest invoices and pays them.  Press the OK button.

The filter button allows you to filter the invoice selection and the clear button will clear all previous selections.

Transaction tab buttons.

• View bill button: pressing this button allows you to view a bill
• Info button: pressing this button allows you to see the bill information printout
• Charge button: Do not use
• Transfer button: pressing this button allows you to transfer a transaction to another account
• Search button:  pressing this button to allow you to search for a batch payment via the reference number
• Not paid button: pressing this button shows all transactions that are not paid.
• All button: pressing this button show all transactions

Unallocated tab buttons :

• All button: pressing this button allows you to search for all allocated payments in a date range
• Clear button: under development
• Reference button: pressing here creates a reference number if appliable
• Allocate button: see in the allocated payment section 
• Tidy button: see in the amended allocated payment section 
• Receipt: generates a receipt

Useful Reports

• Reports >Finanicals > Sales ledger reports

This report allows you to run an Aging Analysis report, Aging monthly report, and Sales ledger balance report, all of which are interactive reports, meaning if you click on the ID number or folio this will take you to the account. 

The Unpaid Invoice report shows you any outstanding invoices and lapsed time.  If you tick trace here, the traces that have been added to the account will appear. This report is not interactive.

The S/L verification report;

• Balances: shows you sales ledger balances
• Charges: shows you charges. This report can also be accessed via the interactive Trial Balance Report. Reports > Financials > Trial balance
• CC balances: shows credit card balances if applicable
• Credit cards: shows guest ledger CC balances if applicable
• Trial balance: shows you the sales ledger trial balance only for the from and two dates you choose
• Payments: shows Sale ledger payments

• Reports> Financials > Open balances 

 This report shows you all the currently open balances, it is also an interactive report meaning if you click on the ID number or folio this will take you to the account.