Invoice

To create a deposit invoice go to Accounts Summary and click on 'Invoice', now you can choose if you want to issue a normal invoice (see #1) or a deposit invoice.

You can now specify if you want invoice for the deposit:

'By Percentage'
'By Value'

Once you have decided click on Enter (or go out from the field) and the Buttons: 'Select All' & ' Unselect All' will become active - see below

You can now specify if you want invoice for the deposit:

'By Percentage'
'By Value'

You should now choose the service line, for which you want to create a deposit invoice.

In the above example I am creating a deposit invoice for the Camden Court Hotel for €1,000.00.

Note: You don not need to have any special service line to invoice the agent for deposit. Normal e.g. accommodation line can be used

Once you ready click on 'Forward' and on the next screen click on 'Save',

Choose the correct message code (GRDI) and click on OK:

The deposit invoice is ready.

Clients

Suppliers

GRIN - Gr Dpt Invoice

Customer Care is in charge of invoicing the client for all groups. It is a very important step as without an invoice we will simply not get paid for our services.

Before editing your invoice, make sure your account summary is right and click ‘Utilities’ ‘Recalculate’.

Click No price and OK

Go to Accounts Summary and click on the ‘Invoice’ button.

You will see the following screen:

In the red box, you have all your Itineraries, you can choose each of them separately and decide how you want to output it on the invoice.

The setting for package should be as follows:

Itinerary & By Room Type/Person

Note: you do not add Branch & dept – leave as unassigned (the system auto does it correctly if left blank – Edie)

Normally supplements should be outputted by Service – see red box below.

You can choose different output format for each Itinerary. Once you are ready click on ‘Forward’

On the above screen, you can see which itineraries you chose (by double-click on the '+' symbol, you can expand the service which are included in the package – red box)

Click ‘Save’

Following will appear:

Choose the Message Code: (GRIN) and click OK.

The invoice is ready to be sent.

You can update your status to CI at this time.

Credit note

On some occasions an invoice may not be correct anymore, or a refund may be due to the client. In that case we need to credit the last invoice issued.

Highlight the invoice that you want to credit and press the 'Credit' button.

Now you will see the following screen, here you may have to amend the 'Quantities' so that the 'Item total' will be the same as the amount of the invoice that you are crediting:

Click OK

You will see the following screen:

In the summary you can see the exact amount of the credited invoice along with the VAT.

Click on Save and choose the message code GRPC - click OK:

You will see many lines as you are crediting the entire invoice, but you can edit the text and adjust it according to the agent needs.

The most important is that the 'Credit Note Total' & 'VAT included' are the same as on the original invoice.