How to Delete (Close) a City Ledger Account You cannot delete a City Account once it has been created. Instead, you would close the account so it can no longer be used. What is the difference between locking a City Account and closing a City Account? • Locking – when you lock a City Account this means that the Front Desk can no longer perform transfers to the City Account. You can still post charges/payments from within the City Ledger and make changes to the account, but only from directly within the City Ledger Module • Closing – when you close a City Account this means that you are closing the account to everyone. Charges/payments and changes to the account can no longer be preformed on the account unless it is reopened. It is closed to everyone. Go to Operations -> City Ledger and locate the City Ledger Account you wish to close. If the City Ledger Account you wish to close does not appear in the City Account list when you first enter the City Ledger Module it could be for one of two reasons: • The City Ledger Account is already Closed. Select the “Closed” dial at the bottom of the screen to locate and confirm the City Account is closed. • The City Ledger Account has a Zero Balance. You must therefore check the “Show Zero Balance Accounts” checkbox at the bottom of the screen to view all of your City Accounts, with or without a 0 balance. 1 Once you have located the City Account, ensure the black arrow is pointing towards the correct City Account and then select the “Close Account” button located at the top of the screen. A message will appear asking you to confirm that you wish to close the selected account. Select YES to continue. IMPORTANT NOTE: You cannot close a City Ledger Account if: • There is an outstanding balance on the City Ledger Account • The City Ledger Account is tied to a Corporate Account in the Corporate Module (Operations -> Corporate), a Wholesaler Account in the Wholesaler Module (Operations -> Wholesaler) or a Group Account in the Group Module (Operations -> Groups) • The City Ledger Account is tied to a guest reservation If you attempt to close a City Account that falls into one of the above categories you will receive a message similar to the following that explains why you cannot close the account. 2 In this example, you cannot close the City Account because it has an outstanding balance of $131.63. You will have the option to lock the City Account so that no more transfers can occur from the Front Desk until you settle the account and are then able to close. In this example, you are unable to close the City Ledger Account because it is tied to a Corporate, Group and Wholesaler Account. 3 At this point, you can select the “Print Conflicts” button to view a list of all the Accounts and Reservations where the City Account is attached so that you may review the accounts if you wish before deciding to remove all links. If you would like to remove all links from all Accounts and Reservations, select the “Yes” 4 A message will appearing asking you to reconfirm that you wish to remove all links and close the City Ledger Account. Select “YES” to continue. A message will appear to let you know that the City Ledger Account was successfully closed. The City Ledger Account will now appear under your “Closed” filter. 5