Invoice Management for Reservations

You can manage invoices in BackOffice as well as on the POS.

To manage invoices in the BackOffice

  1. Select a reservation to open the Hotel Reservation Card.
  2. Click Invoice Management to open the Hotel Invoice Management Card. At the bottom of the card there is a list of all charges associated with the reservation.
    Note: 
  3. If the charge is paid, all text in its row becomes green and non-editable. If the charge is blue the line has been pulled into a invoice either in Back Office or POS but the invoice has not been posted. Some fields of the row can be changed and it will be reflected in the Back Office / POS invoice.
  4. In the Factbox on the right side the charges are categorized according to the value in the Payer No. by Main guest, Other guests, Main company, Other companies and Paymaster.
  5. From the Hotel Invoice Management Card, each charge can be routed to a different invoice in several different ways:

  • Via Routing Rule

    • In the reservation header (at the top of the card), you can select a routing rule for the reservation. Routing rules route charges between invoices following user-defined conditions (see Routing Rules).

  • Via editing the Paying Reservation No.

    • You can route charges to another reservation number by editing the Paying Reservation No. field.
    • Note: In a group reservation you can enter a reservation number of a reservation not associated with the group, and if the group reservation number is selected, the invoice is routed to the group’s Paymaster (see Paymaster).

  • Via Invoice Type.

    • There are three different invoice groups, Guest, Company, or Paymaster.
    • Company is the invoice associated with the Contact (company) behind the reservation.
    • Paymaster is only used on group reservations and is used to combine payment for all sub-reservations within the group.
  • Via Payer No. 

    • There are two types of Payers depending on Invoice Type.

    • When Invoice Type is Guest the Payer is selected from the guest list of the reservation and the Payer No. is the Guest No. of the reservation, which is the same as Member Contact No. Different guests are in this case selected by name that will become the Payer Name.

    • When Invoice Type is Company or Paymaster the Payer No. is selected from the Company list. If the Payer No. is empty the customer of the reservation is the default value.

    • There is no limit to the number of guests and customers that can pay the same reservation, each charge line can have separate payer.