Receivables
What it does
Section titled “What it does”Receivables answers three questions: who owes the hotel, how long they have owed it, and how much money the hotel is holding for guests who have not stayed yet.
- The tiles at the top: Companies, agents and hosts owe, OTAs owe (paid out after checkout), Over 60 days (the ones to chase first), Advance deposits held (future stays and functions) and Upstay owes you.
- City ledger ageing: each company, agent, host or OTA that owes you, split by how old the debt is: 0 to 30, 31 to 60, 61 to 90 and Over 90 days, with a Total.
- Advance deposits held: money paid for future stays and functions. The hotel owes it until the guest stays.
- Invoices: every bill sent to a company, with its status (Issued, Part paid, Paid or Void), how much is still Open, and how many days it is overdue.
- The hotel’s payout account, where Upstay sends your money (owner).
Who can use it
Section titled “Who can use it”The owner, the accountant and managers. A manager can see everything here; the owner and the accountant send statements. Recording a company’s payment is for a manager or the owner.
Where to find it
Section titled “Where to find it”Sidebar → Money → Receivables.
How to see who to chase
Section titled “How to see who to chase”- Open Receivables and read Over 60 days. If it says Nothing is that old, nobody is late.
- In City ledger ageing, look at the 61 to 90 and Over 90 columns. Those are the oldest debts, and the hardest to collect.
- Click Open report to see the full ageing report for any date and download it.
How to send a company its statement
Section titled “How to send a company its statement”- In City ledger ageing, find the company and click Statement.
- A PDF downloads with the company’s invoices, receipts and closing balance. Send it to the company with your payment details.
How to record a company’s payment
Section titled “How to record a company’s payment”- In Invoices, filter with Invoice status: all, Open or Paid.
- Click the invoice. It shows its Lines, Open of the total, and anything already Received.
- Under Record a receipt, enter the Amount (₹), pick the Method (NEFT, UPI, CHEQUE or CASH) and type the Reference (the UTR or cheque number).
- Click Record receipt. You see Receipt recorded. Invoice is now Paid. (or Part paid if some is still open).
How to see money held for future stays
Section titled “How to see money held for future stays”- Scroll to Advance deposits held. Each line is a future stay or function and what was paid for it.
- Click Open report for any date. The deposit is released into revenue night by night as the guest stays.
Tips & good to know
Section titled “Tips & good to know”- A checkout routed to a direct-bill company lands here as an invoice on its credit terms. You do not create invoices by hand.
- A receipt can be part of the invoice; the invoice stays Part paid until the rest comes in.
- Advance deposits show as money the hotel owes, because it does until the guest stays. If the stay is cancelled, the hotel’s cancellation policy decides what is kept.
- Upstay owes you is the balance of the Upstay payout ledger. See Payouts.
Troubleshooting
Section titled “Troubleshooting”- “The amount must be positive” → Enter an amount above zero.
- “That is more than the ₹… still open on this invoice” → The company paid more than the invoice. Record the open amount, then talk to the company about the rest.
- “Invoice not found” → The invoice belongs to another hotel or was never issued.
- “Nothing outstanding.” → No company owes you anything right now.
- There is no Statement button → You are signed in as a manager; ask the owner or the accountant.