Changes

<div class="heading">Invoicing</div> This page is about the menu SETTINGS->GUEST MANAGEMENT->INVOICE INVOICING

The "Invoice Description" will be included on guest If you want to make custom additions to invoices you create. HTML commands can be used to set up an internal custom question in {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS which you add style and format to your message. [[Template Variables]] can be used to personalise the invoice[https://wiki.beds24.com/index.php/Template_Variables#Content_from_.22Details.22_tab here]

To assign a unique consecutive invoice number open the booking and click on "Assign Invoice Number" in the "Invoice" tab of the booking. Invoice numbers are generated per account or sub account. If you have multiple properties or a group of properties and need invoice numbers for each property you can use [[:Category:Sub_Account|sub accounts]]. The default number is 1. A different "Next Invoice Number" can be set in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES. Under REPORTS->ACCOUNTCUSTOM REPORTS you can create individual reports. If you add the "Assign Invoice Number" column, you will have buttons which you can click to perform this action. If you want to automatically assign invoice numbers you can set up an Auto Action in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT-AUTO ACTIONS. A template is available which you can further customize. Use the context help (?Icons) in the Auto Action and on the help page (click on HELP in the top right menu) for further instructions. ====Search for Invoice Number====*You can use the Standard Report 'Invoice Numbers' to show a list of invoices. Now you can make a browser search for the invoice number. *You can create a Custom Report at REPORTS > Custom Report.<br>PREFERENCESSelect the dates. (Ensure you select dates far enough in the past so you will see the data.) Under 'Show Columns', select various columns, including 'Booking Ref' and 'Invoice Number'. Then click refresh and you should be able to search for the Invoice number. You can add this custom report to your Dashboard.

The "Status" field in the "Charges and Payments" tab can be used to specify the type of item. Examples are payment methods or different VAT levels. Status can be preset for upsell items and for extra invoice charges. For details please use the context helps (? icons) in "Invoice Items" and "Uselling". [INVOICETABLEPART:status1,status2,!status4] - Invoice table showing only items with matching status.The status items can be a comma separated list. To exclude status items prefix them with an exclamation mark, for example !status1. /  These template variables get the totals based on the status value in the booking allows you to add : [INVOICEPARTCHARGES:] [INVOICEPARTPAYMENTS:] [INVOICEPARTBALANCE:] Add the status after the : Multiple status can be added separated by a tag comma. You can also apply an optional multiplier or offset.  You can include status values or additional custom tags to exclude them with an exclamation mark ! Example: A property uses 3 status which are tax, restaurant and bar [INVOICEPARTCHARGES:restaurant,bar!tax:10%] will calculate the balance of all invoice charges with the bookingstatus bar or restaurant but not tax and and apply a 10% offset.

You can calculate an invoice balance only for certain upsell items or exclude upsell items from being added to the invoice balance. If you want to use this functionality you will need to add a status to the upsell item ( in {{#fas:cog}} (SETTINGS->PROPERTIES) BOOKING ENGINE->UPSELL ITEMS).

1. Go to {{#fas:cog}} (SETTINGS->) PROPERTIES->BOOKINGQUESTIONS BOOKING QUESTIONS and set up "Custom Questions" for the information you need. If you do not want to show them on the booking page set them to "internal".

If you need a separate invoice template you can use one of the print templates ({{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT->PRINT TEMPLATESINVOICING).

You can use the "Status" field in the "Charges and Payments" tab of the booking if you need to display record additional information i.e. a second currencyor a conversion rate. Use You can use a template variable like STA in the custom invoice table or [INVOICETABLE2] to show both the information from the status field. For more information on currenciessee [[Set_Currency|here]].

You can set up internal "Invoice Items" which can be added from the control panel, they do not show on the booking page. After they have been set up they are available under "Charges" in a drop-down list in the "Invoice and Charges" tab of the booking . ==OTAs / Channel Collect ==Under SETTINGS-CHANNEL MANAGER you can set whether channel Collect payments are imported. When you import, the amount you pay to the OTA will be sent, not the amount the guest has paid. The guest has received the bill from OTA, so you do not have to charge the room charge. If you need a different invoice template for certain channels you can set this in the channel manger settings (currently for selected channel only). See the channels help page for details.

== Export/Import Data , Reports ==

In Under REPORTS->CUSTOM REPORTS you can create custom individual reports . If you add the "Print Invoice" or "Assign Invoice Number" columns, you will have buttons which you can include click to perform this action. == Separate invoices for agents, business travellers, certain OTAs ==See [[Invoicees|this help page]] for more information. == Send Invoice via Email ==To send an invoice number as a pdf attachment via Email go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->AUTO ACTIONS and set up an Auto Action Email. A template is available which you can further customize. Use the context help (?Icons) in the Auto Action and on the help page (click on HELP in the top right menu) for further instructions.  If you send Emails with pdf attachment (invoice date, upsell itemsbooking template) to Alias-Email addresses from channels the cannel might filter the attachment out so it is not delivered to the guest. == Accounting Software ==Beds24 integrates with [[Xero]], tax [[Kashflow.com|Kashflow]] and [[[sevDesk]], VAT, invoice charges and many more. If you want to use another system you can use [[Make]] to set up an integration or use the data export function (see above) to download data you want to import into your accounting software.

== Invoicees Troubleshooting ==See *If you can no longer edit content, read this help document: [[InvoiceesCorrupted_Content|this help pageCorrupted Content]] if you are working with agencies, business travelers or repeat guests for whom you need a second invoice.