Post City Ledger Payment

AutoClerk provides space for the check amount, and check number. It also takes into consideration that credit cards charges discounts, and sometimes chargebacks occur. The city ledger even provides for trade outs.

Notice that AutoClerk provides space to indicating up to five customers or invoices. Many large institutions such as universities insist that each department has its own account, but feel free to combine payments.

After you've indicated the amount paid, customers, and date range, AutoClerk displays all of unpaid folios that meet this criteria. At this point, you can select which, if any, folios are not being paid:

Notice that at the bottom AutoClerk displays the gross amount of payment entered on the previous screen and the total selected from this screen. The two amounts must match. AutoClerk uses the open item method of accounting versus the balance forward method.

City Ledger Payment Summary

                                                                         
 Historical YOUR HOTEL 936 DEWING STREET, SUITE G LAFAYETTE CA 94549     
                                                                         
 CL PAYMENT BY EB Oct 7'10 01/FERGUSSEN SUPPLIES CHK#55512               
           NET:    473.00 CR                                             
      DISCOUNT:      0.00                                                
    CHARGEBACK:      0.76 CR                                             
     TRADE-OUT:      0.00                                                
         GROSS:    473.76 CR                                             
     UNAPPLIED:      0.00                                                
        PURGED:    473.76                                                
                                                                         
                                                                         
 Sep27'10   ACCOUNT 01    DICKERSON            178.87            178.87  
 Sep27'10   ACCOUNT 01    BUTLER               123.29            302.16  
 Sep27'10   ACCOUNT 01    TIMMS                171.60            473.76  
                                                                         
 TOTAL CL SELECTED AND PURGED..................................$ 473.76  
                                                            ===========  
                                                                         

After you post the payment, AutoClerk prints a payment summary sheet like the one listed above. This along with the check stub is attached to the paid folios, and stored with your records.