How to make a payment for an AR Account?

What is AR Payment? A payment made for an AR account through the Account Receivable module in back office indicates that the tour operator/travel agent made a payment to you hotel, whether to cover reservations that were settled though city ledger payment or a deposit payment for future reservations. The new AR Payments Screen helps you with multiple accounts receivable operational scenarios:

• Document travel agencies’ payments easily.
• Make a payment to cover specific AR invoices.
• Make a tour operator deposit payment.
• Link the tour operator’s pending invoices to a new or existing payment.

Why is this feature important? We use this feature to make sure that the tour operator’s payments are linked to the invoices we need. How to make a payment entry on an Accounts Receivable? Back Office → Accounts Receivable → Accounts Receivable → AR Payments → Select AR Account Once you filter with the AR Account, you get the option to search for payments using the below parameters:

• You can search using the payment status whether its settled or still has balance to cover more invoices, settled payments would appear highlighted in light red color.
• You can search for payments using the payment department code/name that was used to make the payment.
• You can search for payments made between 2 selected dates.
• You can search for payments using its unique serial number.

To add a new payment, click on the green button +Payment.

1. Select the Payment Department intended for this transaction.
2. Enter the amount paid by the tour operator/travel agency.
3. Select the date of the transaction, you can make payments in the past easily.
4. Optional but important: leave a comment for documentation and for it to appear on ledger reports “account listing details”.
5. You can link the payment to invoices directly in this step.
6. Create payment.

Once the payment is created you would get to see the below in the list of payments:

• The payment ID or serial number.
• The date of the transaction.
• The amount paid.
• The Settled amount is the amount used to cover specific invoices.
• The Balance is the remaining amount after covering the amounts of specific invoices.

Now that the payment/deposit is made, how do I link it to an AR Invoice? In order to link a previously created payment with AR invoices you need to do the following:

1. Find the payment you desire and click on View details.
2. Click on Link invoices to this payment.
3. Select the invoices you would like to link to this payment by clicking on each invoice you need to link.
4. Click on Add.
5. Before confirming the link, check the amount remaining from the payment and the amount covered by the payment, their total is the payment amount on the top of the screen.
6. Click on Link Payment to invoice.

Important Notes:

• After linking the payment to invoices, the payment listing screen would show the updated settled and balance amounts.
• after linking the payments to invoices and you would like to change the invoices linked to this payment, the payment must be cancelled and done again.

How do I view any payment details and the invoices linked to it?

1. Find the payment you would like to check the details of.
2. Click on View Details.
3. From the +sign next to any invoice number you can check the amount of the transaction, the total paid to settle this transaction and the amount used specifically from this payment to settle this transaction.
4. You can cancel the whole payment by clicking on the red button Cancel Payment.

Using the above feature will easily help you in finalizing payments for tour operators against specific invoices and utilize the deposit made by travel agents on your accounts receivable module. Update: 22nd of January, 2023 Added the new feature “Account Receivable Transfer” The feature enables you to transfer any remaining amount found within a payment/deposit that has not been allocated to invoices yet. Upon selecting an AR payment, you’ll find the new tab “Transfers”. The tab lists all transfers applied linked to the selected Payment. Within the transfer tab there’s the new button “Transfer” that allows you to transfer any remaining amount within the payment to any “Credit” type department that exists in the instance. You have the option to cancel any Transfer applied. When cancelling the AR Payment itself, the system automatically cancels any transfers that exists within it.

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Update: August 3, 2026

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Foreign currencies on AR payments

AR payments now show foreign amounts and their currency, and split into invoices in the payment’s own currency.

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Currency and Foreign Amounts on the AR Screens

The Amount, Paid, and Balance columns now show the foreign-currency amount for any invoice held in a foreign currency, instead of the base-currency figure. A new Currency column tells you which currency those figures are in. This applies on:

• the AR Account screen
• the List of invoices linked to this payment section
• the Link invoices to this payment screen

The base-currency Balance column stays alongside the new foreign-currency balance, so you keep both views. Where the foreign amount comes from depends on the posting:

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Split a Payment in Its Own Currency

When you link invoices to a payment, you now split the payment in the AR payment’s currency, and the currency is shown in the payment cell so it is clear which currency you are working in. Amount Remaining, Transferred Amount, and Amount Covered by Payment each show the payment currency alongside the base currency. A new Equivalent column sits after the Payment column on the List of invoices linked to this payment screen:

• Payment — in the AR payment currency, read-only.
• Equivalent — editable, in the invoice’s currency. It shows what the split amount is worth in that invoice’s currency, using the exchange rate in effect at the time of the AR payment.

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Exchange Rate Difference

When the payment’s exchange rate differs from the invoice’s, the two base-currency amounts will not match. The system calculates that gap for you and posts it to a department you nominate.

1. Choose an Exchange Rate Difference Department on the screen. Only credit departments can be selected.
2. The difference is calculated automatically in base currency, as the gap between the base amount of the split payment and the invoice amount.
3. The amount can be positive or negative — positive when the AR payment used a higher exchange factor, negative when it used a lower one.

Worked example. An invoice of 100 USD was raised when the USD factor was 10, so it is worth 1,000 in base currency. The AR payment of 100 USD is made when the factor is 20, worth 2,000. Splitting 100 USD fully settles the invoice, Amount Remaining is 0, and Amount Covered by Payment reads 100 USD / 2,000 base. The 1,000 difference is posted to the Exchange Rate Difference Department.