Reports and compliance

Receivables — who owes what, bill by bill

Every bill moved to a company or an agent is an invoice with a due date; record what they paid against it, with the TDS they deducted; the ageing reads by due date.

Reports → B5 · Financial and ledger has four receivables reports beside the city ledger ageing. They read the same money the city ledger holds — a guest's bill moved to a company's or an agent's account at checkout, and what the company then paid — but bill by bill.

Receivables lists every bill raised on an account in the period: who owes it, the bill number the guest was given, the booking, the day it was raised and the day it is due — raised plus the company's credit days (Setup → Companies), or the same day for an agent that pays at checkout. Beside each: what the channel kept as commission, any credit against it, what has been paid, what is disputed, and the balance. *Open*, *part*, *paid*, or *void* if the transfer was voided.

Receivables ageing is by due date: not yet due, then 0–30, 31–60, 61–90 and over 90 days past due, one row per company or agent, with what is disputed and what they have paid on account (money received that no bill has taken yet). The last two rows are the total and a check against the folios — *agrees* is what you want to see.

Statement is what each company would be sent for the period: opening balance, every bill, every commission, every payment and refund, and a running balance. Receipts lists what came in, what it was applied to, and any TDS with its section and TAN.

Recording a receipt. With any receivables report picked, *Record a receipt…* takes the payer, the money, how it came (NEFT, cheque, UPI…), the UTR or cheque number, and the bills it is for — ticked from the payer's open bills, oldest due first, or left to be applied oldest first. If the company deducted TDS, enter the amount and the section (194C for a contract, 194-I for rooms taken regularly) and, if you have it, their TAN: the TDS is taken off the same bills in proportion and kept for the year-end match against Form 26AS. What is not applied to any bill stays on account and the next bill takes it.

A short payment that is not TDS — "we were not told about the minibar" — is a dispute: open one on the bill with the reason and it shows in the ageing beside the balance until somebody closes it with a resolution. A dispute is not a write-off; that comes with a second signature.

Behind the scenes. A receipt is a payment on the company's account and lands in the day book and the tender report like any other; TDS is an allowance on the account that the books read as *TDS receivable*; the channel's commission is read as a rooms expense, so rooms revenue is gross the way USALI wants it.

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