The wrong amount was charged on my Front Office invoice and sent to my Debtors Master Statement, how do i fix this?

In order to reverse the revenue that was charged on a normal Front Office invoice and then sent to the Debtor Master invoice, the below steps need to be followed:

1.  House Account

Usually when the revenue has already been sent to the Debtors Master for invoicing, the reservation where the invoicing mistake took place originally would already have been checked out and archived.

1. To fix the mistake a House Account needs to be created in order to reverse the charges posted. To create a new House Account navigate to Processing -> Reception -> Room Rack, or alternatively click on Room Rack on the speedbar.
   

1. Next select the  "Open House Account" button and complete the guest or company details used in the previous reservation as normal and click on the "Save" button. Please ensure that the Debtor Master is linked to the House Account.
   

1. Once the House Account is active the revenue adjustment needs to take place, the user needs to confirm the amount that needs to be reversed, as well as the corresponding charge code, for example: Accommodation R2500.
   

1. Select the "Invoice" tab and click on the "Adjust" button. A confirmation window will appear prompting the user to confirm the adjustment.
   

1. Next enter your Supervisor Authorisation code, as well as the reason for the adjustment.
   

1. Select the charge code that needs to be adjusted for example: Accommodation.
   

1. Enter the reference and the amount that needs to be adjusted and click on the "Post" button.
   

1. The amount will now have been reversed and the invoice will now reflect a credit or negative amount.
   

1. Next select the "Control" button and click on the "Authorize Debtors" button.
   

1. Enter you Supervisor Authorisation code. You will notice a green mark next to the Debtor/Agent name, the debtor is now authorised and a debtors payment may now be performed.
   

1. Next click on the "Pay" button and select the payment code "Debtors Payment", and enter a reference.
   

1. The amount that needs to be entered needs to match the charge amount, normally a payment will already be a negative but in this instance a negative (-) has to be placed before the amount to render the invoice settled, for example -R2500. 
   

1. The House Account invoice can now be printed as proof of the reversal and closed.
   

1. After End of Day has been completed the reversal will reflect on the Debtors Statement. You can now simply assign the new reversed line item to the correct line on the Debtor Statement.
   

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