How To create an invoice for a booking

How to create an invoice 

1/ Select the booking for which you want to create an invoice. 

  • By using the search box and typing the reference or name of the reservation.
  • By selecting the reservation from the available lists, dashboard or roomrack.

2/ Open the booking screen 

 

3/ Go to accommodations & allocations 
You can edit or create an invoice on 2 places: 

  • Per allocation there is a 'invoice' button and a 'edit bill' button
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  • For the whole booking: you will find a 'generate invoice' button and a 'edit' button, in the grey bar of 'administration':
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4/ To generate an invoice right away: press “Generate invoice” or invoice-button in the allocation


5/ The “create invoice” screen will then appear

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a. All bullets are automatically crossed but here you can split the invoice if needed: on item level or room level. You can also select the registered payments and switch contacts (if guests are registered or contacts are linked).  
=>All checked items will be invoiced, all unchecked will remain on the booking balance.

b. Automatically filled in. You can change if necessary.

c. The contact on which the booking is made is automatically filled in; But you can select any contact you want or even add a contact. The related contacts are at the top of the drop-down.

d. Automatically filled in, followed on the last number. You can change if necessary.

e. Creation date automatically filled in. You can change if necessary.

f. Automatically filled in on 1 month. When the invoice is expired, the document will be in the 'overdue' list. You find this list at Administration -> invoices and receipts -> Overdue

g. Here you can fill in by example a Purchase Order Number. 
! It is important that the keyword %description% is in your invoice template.

 

6/ “Save and close” to generate the PDF or press “Edit PDF” to add notes or refs in the document.

 

7/ The PDF will pop-up and you can print it right away or save it to disk.

8/ The document is also visible in the booking screen, under documents where you can print or send it by email directly from the booking screen. 

 

How to edit an invoice

4/ Click on 'edit bill' or just 'edit' 

5/ 'Edit invoice' screen wil appear

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a.The contact on which the booking is made is automatically filled in; But you can select any contact you want or even add a contact. The related contacts are at the top of the drop-down.

b. Here you can fill in by example a Purchase Order Number. 
! It is important that the keyword %description% is in your invoice template.

c. By clicking on transfer, you transfer the items of the booking to a folio

d. Here you can add or change the items:

  •  By changing the Quantity, Price or Discount (always a %), the total & VAT will automatically change. 
  • You can delete an items of the invoice by clicking on the minus-icoon at the end of every line.

e. You ad a supplement to

f. Save the document before you generated the changed invoice.

g. After the invoice is save, click on 'generate invoice', to create the pdf.

 

 

 

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