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 Folio No.

    • Set Folio No. and corresponding payer to assign charge.
    • It opens Reservation Folio Card by drill-down.
    • There is no limit to the number of folios for reservation, each charge line can have different folio/ payer.

 

To manage folios

Reservation Folio Card can be opened by drill-down the Folio No. and also from Reservation Folios in Folios Action Group.

In this card, there are next fields:

Field Description
Folio No. Identification for the folio.
Folio Description Description for folio. Support some reservation parameters to include it automatically: #GroupName, #CompanyName and #GuestName.
Invoice Type Invoice Type of Folio.
  • There are three different invoice groups, Guest, Company, or Paymaster.
  • Company is the invoice associated with the Customer(company) behind the reservation. This customer can be modified later on Reservation Folio Card.
  • Paymaster is only used on group reservations and is used to combine payment for all sub-reservations within the group.
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 Customer list. The customer of the reservation is the default value. when set Invoice Type as Company.
Payer Name It is get the Customer Name or Contact Name by default, however it can be modified later.
Manual Discount % Specifies a percentage of manual discount to apply to all folio charge lines, same behavior as setting a manual discount to each line.
Manual Discount Auto-calculated field. No editable. Shows total amount of manual discount subtracted in Reservation.
Customer Discount Auto-calculated field. No editable. Shows total amount of customer discount subtracted in Reservation.
Hide Determines if folio will be hidden in POS or not.