Category:Invoice

This page is about the menu SETTINGS->GUEST MANAGEMENT->INVOICE 

Invoices can be generated from the "Invoice" tab of the booking.

1 Invoice Content

1.1 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.

1.2 Invoice Charges

Items defined as "Invoice charges" will appear in a selector list on the booking invoice for easily adding a pre-set charge to a booking. These are 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.

Template Variables can be used to display invoice charges in invoices, booking templates or Email templates.

1.3 Invoice Number

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 sub accounts. The default number is 1. A different "Next Invoice Number" can be set in SETTINGS->ACCOUNT->PREFERENCES.

1.4 Invoice Date

When an invoice number is assigned the system will use the date the invoice number was assigned as invoice date.

1.5 Invoice Status

The "Status" field in the "Charges and Payments" tab can be used to specify the type of item. Status can be preset for upsell items and for extra invoice charges.

These template variables get the totals based on the status value in the booking:

[INVOICEPARTCHARGES:]

[INVOICEPARTPAYMENTS:]

[INVOICEPARTBALANCE:]

Add the status after the : Multiple status can be added separated by a comma. You can also apply an optional multiplier or offset.

You can include status values or 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 status bar or restaurant but not tax and and apply a 10% offset.

1.6 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->PROPERTIES->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

1.7 Invoice table display

By default the invoice contains the template variable [INVOICETABLE]. Various other template variables displaying different content are available.

2 Different Invoice Address

1. Go to SETTINGS->PROPERTIES->BOOKINGQUESTIONS 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.

If you need a separate invoice template you can use one of the print templates (SETTINGS->GUEST MANAGEMENT->PRINT TEMPLATES).

3 Currencies

Smart template variables are available to auto convert the values from the booking into another currency.

Example: [INVOICETABLE:1.1$] multiplies your prices by 1.1 (+10%) and displays them with a $symbol at the end.

You can use the "Status" field in the "Charges and Payments" tab of the booking if you need to display a second currency. Use [INVOICETABLE2] to show both currencies.

4 Smart template variables

Smart template variables can be used to automatically calculate from the values in the booking.

5 Extras Sold on Site

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

6 Export/Import Data

Invoice data can be exported to a .csv file here. If required data can be changed and uploaded here.

7 Reports

Monthly Invoice Revenue can be generated in the menu REPORTS->STANDARD REPORTS.

In REPORTS->CUSTOM REPORTS you can create custom reports which can include invoice number and invoice date, upsell items, tax, VAT, invoice charges and many more.

8 Invoicees

See this help page if you are working with agencies, business travelers or repeat guests for whom you need a second invoice.