City Ledger vs. Guest Ledger: Streamlining Hotel Accounting with Nomad PMS – In the context of Hotel Management Software (Nomad PMS), the City Ledger and Personal Guest Ledger are vital modules for managing billing and account tracking for guests and external entities. Here’s how each functions within Nomad PMS and how they differ:
1. City Ledger in Nomad PMS.
- Definition: Within Nomad PMS, the City Ledger module manages accounts receivable for post-departure billing or external entities. This ledger records transactions for corporate clients, travel agencies, groups, and other non-guest entities.
- Functionality:
- Tracks post-checkout balances for guests or accounts that will be billed later.
- Allows invoicing and statements to be automatically generated and sent to third parties, streamlining accounts receivable.
- Manages payment tracking and aging reports, enabling the hotel to follow up with external accounts on overdue payments.
- Use Case: For corporate clients with a negotiated billing arrangement, group bookings, or third-party accounts where charges are settled periodically.
2. Personal Guest Ledger in Nomad PMS – Hotel Management Software.
- Definition: The Personal Guest Ledger (or Front Office Ledger) in Nomad PMS handles in-house guest accounts, recording charges made during their stay.
- Functionality:
- Tracks real-time guest charges, such as room rates, dining, spa, or other services used by guests while they are still checked in.
- Enables billing and folio management so that all guest expenses are consolidated into a single account or folio that the guest settles upon checkout.
- Provides guest statement previews for in-house guests, allowing them to view and confirm charges before departure.
- Use Case: For managing charges and adjustments for individual guest accounts, facilitating smooth, accurate checkout processing.
Key Differences in Nomad PMS
- Account Management:
- Guest Ledger focuses on real-time charges for active, in-house guests.
- City Ledger handles post-checkout or third-party charges for entities not currently registered at the hotel.
- Workflow:
- Guest Ledger operates within the Front Office module to capture daily guest expenses.
- City Ledger integrates with Accounts Receivable to automate billing and follow-up with external clients.
- Billing and Settlements:
- Guest Ledger prepares the guest’s account for immediate settlement at checkout.
- City Ledger schedules invoicing for post-checkout payments, helping the hotel track and manage unpaid balances beyond the guest’s stay.
In essence, Nomad PMS leverages these ledgers to streamline front-office and accounting operations, ensuring accurate guest billing and efficient accounts receivable processes for non-guest entities.