Category:Invoice: Difference between revisions
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[[Category:Guest Management]] | [[Category:Guest Management]] | ||
[[Category:Daily_Use]] | |||
<div class="heading">Invoicing</div> | <div class="heading">Invoicing</div> | ||
This page is about the menu SETTINGS | This page is about the menu {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICING | ||
__TOC__ | __TOC__ | ||
Invoices can be generated from the "Invoice" tab of the booking. | Invoices can be generated from the "Invoice" tab of the booking. | ||
== Invoice Content == | == Invoice Content == | ||
===Invoice Description=== | ===Invoice Description=== | ||
The "Invoice Description" will be included on guest invoices you create. HTML commands can be used to add style and format to your message. [[Template Variables]] can be used to personalise the invoice. | The "Invoice Description" will be included on guest invoices you create. HTML commands can be used to add style and format to your message. [[Template Variables]] can be used to personalise the invoice. | ||
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This [[Customise_Invoice_Template|help page]] offers further instructions. | This [[Customise_Invoice_Template|help page]] offers further instructions. | ||
If you want to make custom additions to invoices you can set up an internal custom question in {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS which you add to the invoice | If you want to make custom additions to invoices you can set up an internal custom question in {{#fas:cog}} (SETTINGS) > PROPERTIES > BOOKING QUESTIONS which you add to the invoice [https://wiki.beds24.com/index.php/Template_Variables#Content_from_.22Details.22_tab here] | ||
===Invoice Charges=== | ===Invoice Charges=== | ||
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Under REPORTS->CUSTOM 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. | Under REPORTS->CUSTOM 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. | 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==== | ====Search for Invoice Number==== | ||
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===Custom Invoice Balance=== | ===Custom Invoice Balance=== | ||
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 SETTINGS | 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) BOOKING ENGINE->UPSELL ITEMS). | ||
To set the status field of the invoice item include a pipe symbol | between the description text and the status text. For example Description of item | Status | To set the status field of the invoice item include a pipe symbol | between the description text and the status text. For example Description of item | Status | ||
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<embedvideo service="youtube">https://www.youtube.com/watch?v=wZr1_j7PJ0I</embedvideo> | <embedvideo service="youtube">https://www.youtube.com/watch?v=wZr1_j7PJ0I</embedvideo> | ||
<span style="color:#019cde; font-size: 150%;“ >{{#fas:info-circle}} </span> As a service to the guest the content of the confirmation table and invoice table will always use the guests language even if it is not supported. | |||
==E-Invoice (beta)== | |||
You can generate E-invoices in ZUGFeRD / Factur-x format. | |||
*E-invoices are only available when the PDF is manually generated from the booking via the "Printable Invoice" button | |||
*To enable E-invoices you must enter the "Business Name" in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICING "E-Invoice" | |||
*Both the country of the guest and the seller are mandatory | |||
**If you do not set a country in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICING "E-Invoice" the properties country will be used | |||
**If there is no country for the guest in the booking the properties country will be used instead | |||
**E-invoices are only available when the PDF is manually generated from the booking via the "Printable Invoice" button | |||
*You need to enter your tax information in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > INVOICING "E-Invoice" | |||
For diagnostics to see the raw data add &showdata=1 to the url in the browser. There are online validators you can upload a pdf and it checks them, for example https://www.portinvoice.com/ | |||
<div class="warning">{{#fas:exclamation-triangle}} You must use the download function in the booking. PDF files created using the browser's print function are not E-invoices, </div> | |||
[[File:Validate_E_invoice.mp4|640px]] | |||
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> The requirements can vary. If the invoice does not validate because of missing data first check if all required information is available in the respective fields in the booking. If this is the case and you can still not validate send us a support ticket via the SUPPORT button on the top of the control panel in which you paste the validation result. | |||
==Lock invoices / Multiple Invoices== | ==Lock invoices / Multiple Invoices== | ||
Lock invoices to prevent changes once an invoice number is assigned. The items will be removed from "Charges and Payments". When new invoice items are added the system will automatically start a new invoice. | Lock invoices to prevent changes once an invoice number is assigned. The items will be removed from "Charges and Payments". When new invoice items are added the system will automatically start a new invoice. | ||
You can activate this function in SETTINGS-> | You can activate this function in {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES. | ||
<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you have a booking with a locked invoice you will not be able to delete the booking. | |||
==Credit Invoice== | ==Credit Invoice== | ||
*Go to SETTINGS | *Go to {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES and set "Lock Invoices" = Yes. | ||
*Close the invoice you want to credit. | *Close the invoice you want to credit. | ||
*Go to "Charges and Payments" and enter negative values for the items you want to credit. | *Go to "Charges and Payments" and enter negative values for the items you want to credit. | ||
If required you can set up a different invoice template in SETTINGS | If required you can set up a different invoice template in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->INVOICE. You can select which template is used after you have clicked on "Printable Invoice". | ||
==Cancel Invoice== | ==Cancel Invoice== | ||
*Go to SETTINGS | *Go to {{#fas:cog}} (SETTINGS) ACCOUNT->PREFERENCES and set "Lock Invoices" = Yes. | ||
*Lock the invoice you want to cancel. | *Lock the invoice you want to cancel. | ||
*Go to "Charges and Payments" and enter the cancelled amount as a negative value to zero the balance. | *Go to "Charges and Payments" and enter the cancelled amount as a negative value to zero the balance. | ||
If required you can set up a different invoice template for cancellations in SETTINGS | If required you can set up a different invoice template for cancellations in {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT -> INVOICES. You can choose the template after you clicked on "Print Invoice". | ||
==Different Invoice Address== | ==Different Invoice Address== | ||
1. Go to SETTINGS | 1. Go to {{#fas:cog}} (SETTINGS) PROPERTIES->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". | ||
2. Use template variables (i.e. [GUESTCUSTOMQ1], [GUESTCUSTOMQ2] ..) to add the information to your invoice template. | 2. Use template variables (i.e. [GUESTCUSTOMQ1], [GUESTCUSTOMQ2] ..) to add the information to your invoice template. | ||
If you need a separate invoice template you can use one of the print templates (SETTINGS | If you need a separate invoice template you can use one of the print templates ({{#fas:cog}} (SETTINGS) GUEST MANAGEMENT->INVOICING). | ||
== Currencies == | == Currencies == | ||
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== Send Invoice via Email == | == Send Invoice via Email == | ||
To send an invoice as a pdf attachment via Email go to SETTINGS | To send an invoice 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, booking template) to Alias-Email addresses from channels the cannel might filter the attachment out so it is not delivered to the guest. | If you send Emails with pdf attachment (invoice, booking template) to Alias-Email addresses from channels the cannel might filter the attachment out so it is not delivered to the guest. | ||
== Accounting Software == | == Accounting Software == | ||
Beds24 | Beds24 integrates with [[Xero]], [[Kashflow.com|Kashflow]] and [[[sevDesk]],. 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. | ||
== Troubleshooting == | == Troubleshooting == | ||
*If you can no longer edit content, read this help document: [[Corrupted_Content|Corrupted Content]] | *If you can no longer edit content, read this help document: [[Corrupted_Content|Corrupted Content]] | ||