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[[Category:Guest Management]]
<div class="heading">Invoicing</div> This page is about the menu SETTINGS->GUEST MANAGEMENT->INVOICE INVOICING
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Invoices can be generated from the "Invoice" tab of the booking.
== Invoice Content ==
===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.
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 [https://wiki.beds24.com/index.php/Template_Variables#Content_from_.22Details.22_tab here]
===Invoice Charges===
===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 [[: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->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. 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====
===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 {{#fas:cog}} (SETTINGS->PROPERTIES) 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
<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. ==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.
You can activate this function in {{#fas:cog}} (SETTINGS) ACCOUNT->ACCOUNTPREFERENCES. <span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span>PREFERENCESIf you have a booking with a locked invoice you will not be able to delete the booking.
==Credit Invoice==
*Go to {{#fas:cog}} (SETTINGS->) ACCOUNT->PREFERENCES and set "Close Lock Invoices" = Yes.
*Close the invoice 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 {{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT->INVOICE. You can select which template is used after you have clicked on "Printable Invoice".
==Cancel Invoice==
*Go to {{#fas:cog}} (SETTINGS->) ACCOUNT->PREFERENCES and set "Lock Invoices" = Yes.
*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.
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==
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".
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 ({{#fas:cog}} (SETTINGS->) GUEST MANAGEMENT->PRINT TEMPLATESINVOICING).
== Currencies ==
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]].
==Smart template variables ==
Under REPORTS-CUSTOM REPORTS you can create individual reports. If you add the "Print Invoice" or "Assign Invoice Number" columns, you will have buttons which you can click to perform this action.
== Invoicees - separate Separate invoices for agents, business travellers, certain OTAs ==See [[Invoicees|this help page]] if you are working with agencies, business travelers or repeat guests for whom you need a second invoicemore information.
== Send Invoice via Email ==
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.
== Accounting Software ==
Beds24 integrats integrates with [[Xero]], [[Kashflow.com|Kashflow]]and [[[sevDesk]],. If you want to use another system you can use [[Integromat.com|IntegromatMake]] 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 ==
*If you can no longer edit content, read this help document: [[Corrupted_Content|Corrupted Content]]
