Difference between revisions of "Invoicing"

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Invoicing the customers through hoteliga, can be simple and fast.
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Invoicing the customers through hoteliga can be fast and simple.
 
   
 
   
 
Before invoicing (5), the respective parameters (1-4) should be set.  
 
Before invoicing (5), the respective parameters (1-4) should be set.  
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Depending on the country and/or city, different tax rates may apply.  
 
Depending on the country and/or city, different tax rates may apply.  
  
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''Make sure you confirm with your accountant that all rates entered in the system are correct before you start issuing invoices and receipts.''
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<pre style="color: red">Before issuing invoices and receipts, it is suggested that the accountant has provided his confirmation that all the rates entered in the system are correct.</pre>
  
 +
The steps to set a new tax are:
  
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The steps to open a "new tax" form:
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'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Taxes'''⇒ '''New tax'''  
−
 
 
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'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Taxes'''⇒ ''''New tax'''' .
 
  
 
The fields should be filled in according to the directions below:
 
The fields should be filled in according to the directions below:
Line 25: Line 24:
 
'''2. Tax type''': The country/state that the taxes are paid to.
 
'''2. Tax type''': The country/state that the taxes are paid to.
  
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'''3. Information''': This link provides information on the tax selected in the "tax type".
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'''3. Information''': This link provides information related to the tax selected in the "tax type". The information is <u>indicative</u>.
  
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'''4. Percentage:''' The number of the tax percentage should be filled in.
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'''4. Percentage:''' The number of the tax rate should by filled in. E.g. if the tax rate is 10%, number "10" should be typed in this field.
  
 
== '''Setting the counters''' ==
 
== '''Setting the counters''' ==
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The invoice and receipt counters can be set and managed as described in this section.
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The invoice and receipt counters can be set and managed as described below.
  
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Depending on the hotel's needs, the system can register as many counters as needed.
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Depending on the needs, the system can register as many counters as needed.
  
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The steps to open a "new counter" form:
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 +
The steps to set a new counter are:
 
   
 
   
 
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Counters'''⇒ '''New counter'''
 
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Counters'''⇒ '''New counter'''
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[[File:inv_counterslist_1.png]]
 
  
 
The fields should be filled in according to the directions below:
 
The fields should be filled in according to the directions below:
Line 45: Line 43:
 
[[File:inv_new_counter_2a.png]]
 
[[File:inv_new_counter_2a.png]]
  
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'''1. Title:''' This title will be appeared during invoice preview to make the selection of the counter easier.
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'''1. Title:''' This title is for internal use and will appear during invoice preview to make the selection of the counter easier (it will not be displayed on the invoice).
  
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'''2. Type:''' This can help the counters to remain organized during invoicing and keep listed only the appropriate counters.
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'''2. Type:''' Defines the type of the counter, e.g. invoice, receipt, credit invoice etc.
  
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'''3. Initial value:''' A starting number for the invoices should be defined. If another system has already been used for invoicing (even on paper) and the last invoice was e.g. 515, the next value can be registered, e.g. 516. Otherwise,  1 or 1001 or something similar can be registered.
+
'''3. Initial value:''' A starting number for the invoices should be defined. If another system has already been used for invoicing and the last invoice was e.g. 515, the next value can be registered, e.g. 516. Otherwise,  1 or 1001 or something similar can be registered.
  
 
'''4. Next value:''' This is an informative and read-only field to show what will be the next value of the counter.
 
'''4. Next value:''' This is an informative and read-only field to show what will be the next value of the counter.
  
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'''5. Format:''' A specific format can be provided to the numbering. Any characters can be placed, before or after the numbering, and the symbols # can be used to define the length and the position of the numbering. For example, if the invoices should have a numbering like A101, A102, etc., "A###" should be placed here. If the required format is like 1001/2016, 1002/2016, etc., "####/2016" should be defined as a format. The final format is available at the invoice preview before invoicing. This is how it will look like on the invoice.  
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'''5. Format:''' A specific format can be provided to the numbering. Letters or numbers can be placed, before or after the numbering, and the symbols # can be used to define the length and the position of the numbering. For example, if the invoices should have a numbering like A101, A102, etc., "A###" should be placed here. If the required format is like 1001/2016, 1002/2016, etc., "####/2016" should be defined as a format. The final format is available at the invoice preview.  
  
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'''6. Enabled:''' An enabled counter appears in the list of counters, while a disabled not.
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'''6. Enabled:''' An enabled counter appears in the list of counters at the invoice preview, while a disabled not.
  
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'''7. ok:''' Saves the registration.
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'''7. Ok:''' Saves the registration.
  
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== '''Matching the taxes to the price lists''' ==
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== '''Enabling taxes in price lists''' ==
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Every price list used for invoicing, should be matched to the taxes that have already been set.
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Enabling the taxes in price lists is necessary before invoicing.
−
This is the reason why the following steps are necessary before invoicing.
 
  
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'''Options'''⇒ '''Settings'''⇒ '''Pricing policy'''⇒ '''Price lists''' and the respective price list should be selected.
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Following the steps '''Options'''⇒ '''Settings'''⇒ '''Pricing policy'''⇒ '''Price lists''' and clicking on the price list name, the following screen is available by clicking on the tab '''"Taxes"'''.  
  
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Here can be defined which taxes are enabled (i.e. final prices are calculated with taxes) and which are included in prices. If there are not any taxes here, they can be defined under settings.
+
[[File:inv_pricelist_tax_en.png]]
  
 +
'''Enabled:''' When clicked, tax is enabled.
  
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[[File:Inv_pricelist_tax_1.png]]
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'''Included:''' When clicked, tax is included.
  
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'''Enabled:''' This selection enable taxes for this price list.
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== '''Customizing the invoice templates''' ==
 +
Templates can be used in invoicing. A list of them is available following these steps: '''Options'''⇒ '''Settings'''⇒ '''Templates'''
  
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'''Included:''' If taxes are include in prices this selections is necessary. Otherwise, the box should be left blank.
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[[File:inv_template_list_en.png]]
  
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== '''Customizing the invoicing documents''' ==
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In this list, there are several templates for invoices and receipts in many languages. Using the filters ('''"Show filter"''' button), the appropriate template can be found and open for editing by clicking on it.  
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Templates are used for the configuration of the format of the invoicing documents.
 
−
The number of templates that can be created, is related to the needs of the hotel.
 
  
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The creation of a template can be done:
 
  
−
a. either by editing an existing one, or
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[[File:inv_template_1a.png]]
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−
b. by creating a new one.
 
  
 +
'''1. Title:''' It can be renamed if it is required.
  
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=== a. Creating a template using an existing one===
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'''2. Template Type:''' It is set by default.
  
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A list of templates can be found following the below steps:  
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'''3. Language:''' It is set by default.
  
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'''Options'''⇒ '''Settings'''⇒ '''Templates'''
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'''4. Subject:''' N/A in invoicing.
  
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The appropriate template can be found using the filters, by clicking on '''"show filter"'''
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'''5. Content:''' The content can be available for editing in a larger view, by clicking on the '''"full screen"''' button '''(6)'''.
  
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The respective line should be selected and a new window will open.
 
  
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Any amendments on the template will change the template itself. Thus, if a template should be used without affecting it, a new template should be created and then all the information of the template should be copied to the new one. (b. Creating a new template)
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[[File:inv_template_2_en.png]]
  
 +
'''" 1 & 2 "''': The logo and the billing information (address, VAT or TAX ID number, contact info etc.) of the hotel must be included in these fields.
  
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[[File:inv_template_1a.png]]
 
  
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'''Title:''' The name should be adjusted according to the needs.
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<u>'''Note:'''</u>
  
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'''Template Type:''' This selection defines the type of the document (invoice, payment receipt, credit invoice etc.)
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A new template can be created, following the steps: '''Options'''⇒ '''Settings'''⇒ '''Templates'''⇒ '''New template'''. The fields should be filled in as per above.
  
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'''Language:''' It defines the displayed language.
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== '''How to invoice''' ==
  
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'''Subject:''' It is available depending on the template type.
 
  
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'''Content:''' This is the main body of the document that should include all the mandatory information. By clicking on "'''full screen'''" button, the content is available in a bigger scale.
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==='''Final invoice'''===
  
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===b. Creating a new template===
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If only one invoice should be issued for the whole amount of the reservation to a customer, it can be easily done by clicking the ''''Final invoice'''' button in the reservation form.  
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A new template can be created, following the steps: '''Options'''⇒ '''Settings'''⇒ '''Templates'''⇒ '''New template'''.
 
  
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The new form should be completed exactly in the same way as in the previous section.(a. Creating a template using an existing one).
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[[File:inv_res_invoice.png]]
  
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== '''How to invoice''' ==
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Then, the steps below should be followed:
  
 +
[[File:inv final step en.png]]
  
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==='''Fast invoicing'''===
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'''1. Template:''' Defines the invoice/receipt template.
  
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If you want to issue invoices for the whole amount of the reservation to a customer, open the reservation and click on the 'Invoice/Receipt' button.
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'''2. Counter:''' Defines the counter.
  
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Then you should follow the steps as shown in the below picture:
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'''3. Issue:''' Issues the invoice.
  
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[[File:invoice_receipt.png]]
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Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.
−
 
 
−
[[File:invoice_receip_expl.png]]
 
  
 
==='''Reservations invoicing'''===
 
==='''Reservations invoicing'''===
−
Using the 'Reservations invoicing' you can invoice your customers, booking agencies and companies.
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Customers, booking agencies and companies can be invoiced, using the ''''Reservations invoicing'''' tool.  
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You have also the possibility to split the amounts and issue more than one invoice or receipt per reservation or customer.
 
  
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Open the respective form by following the steps below:
+
It is also used in cases that more than one invoice should be issued, e.g. in case that the total amount has to split per customer in separate invoices.
−
'''Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing.''' Fill in the information you want according to the directions in the following pictures.  
 
  
  
 +
The tool is available at: '''Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing'''
  
−
[[File:reserv_inv.png]]
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[[File:inv_res_invoicing_form_en.png]]
  
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[[File:reserv_inv_expl.png]]
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'''1. Type:''' Filters the reservations according to the arrival or departure date.
  
 +
'''2. From:''' Defines the first day of the selected time period.
  
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[[File:inv_res_step_1a.png]]
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'''3. To:''' Defines the last day of the selected timer period.
  
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'''1. language''': select the language of the invoice.
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'''4. Agency:''' Defines the agency, if it is required.
  
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'''2. who will be invoiced:''' select if you are going to invoice the existing customer, the agency or a new one.
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'''5. Filter:''' Shows the results.
  
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'''3. credit invoice:'''click on it if you are about to issue credit invoice.
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'''6. Reset:''' Clears the filters.
  
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'''4. notes:''' fill in any notes should be mentioned on the invoice.
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'''7. Invoicing:''' Click to go to the next step.
  
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'''5. next step:''' click to proceed with the next step
 
  
 +
[[File:inv_res_step_1a.png]]
  
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At the next step, you have to set the charges you are going to add in your invoice.  
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'''1. Invoice language: ''' Defines the language.
  
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[[File:inv res step 2a.png]]
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'''2. Select who will be invoiced:''' Selection according to the case.
  
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'''1. 1st line:''' in the first line you can see the charges of the accommodation. You can choose the number of nights you are going to charge in this invoice.  
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'''5. Next step:''' Click to go to the next step.
  
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'''2. 2nd line:''' in this line you can see an extra charge that has been set for this customer. You can choose the number of the refreshments you are going to charge in this invoice.
 
  
−
Please note that this window could include as many lines as needed according to the reservation and the charges you have included in the reservation form. Also note, that if you have already issued invoice for part of the charges, these will not affect the total number of the quantity .e.g. if a customer has made a reservation for 6 nights and you have already invoiced the 3 of them, then the quantity you will see it will still be 6.
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The charges can be defined at the next step.
  
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'''3. next step:''' click on it to proceed with the next form (the final one).
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[[File:Inv res step 2 en.png]]
  
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[[File:Inv res step 3a.png]]
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'''1. Quantity:''' It can be changed, selecting a number from the drop-down list.
  
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'''1. Template:''' choose the proper template among the existing ones. If you have not created your template, or none of them is proper for you, then you have to go back and create the one you need.
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'''2. Description:''' As it will be displayed on the invoice.
  
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'''2. Counter:''' choose the proper counter. If you have not created a counter, then you have to go back and create the one you need.
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'''3. Unit price:''' As it is set in the reservation.  
  
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'''3. Issue: ''' check the preview of the invoice and then click on it to issue your final invoice. If there is a mistake, you can still go back and make any changes you want.
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'''4. Total:''' This is related to the selected quantity.
  
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Choose the printout of the invoice: screen, printer, pdf or excel.
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'''5. Next step:''' Click to go to the next step.
  
  
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Your invoice is ready!
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[[File:Inv res step 3a.png]]
  
−
== Reports ==
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'''1. Template:''' The appropriate template should be selected from the drop-down list.
  
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You can check the invoices you have issued, by accessing the reporting section.  
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'''2. Counter:''' The appropriate counter should be selected from drop-down list. 
  
−
Go to '''Options⇒ Reports⇒ Invoicing'''.
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'''3. Issue: ''' Click to invoice.  
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The available reports are the following: 
 
  
 +
Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.
  
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'''20 Invoices/receipts for period by counter:''' Define the time period you are interested in and you can see a report including the invoices per day and counter.
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The invoice is ready!
  
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'''21 Invoices/receipts for period by counter (tax breakdown):''' Define the time period you are interested in and you can see a report including the invoices per day and the respective tax breakdown.
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== Reports ==
 +
There are several reports related to the issued invoices, in the respective part of the reports section: '''Options⇒ Reports⇒ Invoicing'''
  
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'''19 Reservation invoice/receipt:''' This report allows you to find and reprint an invoice considering the counter and the number.
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The available reports are the following:
  
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'''40 Uninvoiced reservations by booking agency and arrival date for period:''' Define the time period you are interested in and you can see a report including the reservations by booking agency and arrival date.
 
  
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'''41 Uninvoiced reservations by booking agency and departure date for period:''' Define the time period you are interested in and you can see a report including the reservations by booking agency and departure date.
+
'''20 Invoices/receipts for period by counter:''' Depending on the selected period, the report includes the invoices/receipts by counter.
  
 +
'''21 Invoices/receipts for period by counter (tax breakdown):''' Depending on the selected period, the report includes not only the invoices/receipts by counter, but also the tax breakdown.
  
 +
'''19 Reservation invoice/receipt:''' If an invoice must be reprinted, it can be done by using this report. The invoice can be found by selecting the counter and typing the number of the invoice.
  
 +
'''40 Uninvoiced reservations by booking agency and arrival date for period:''' Depending on the selected arrival dates, a list of uninvoiced reservations is provided.
  
 +
'''41 Uninvoiced reservations by booking agency and departure date for period:''' Depending on the selected departure dates, a list of uninvoiced reservations is provided.
  
 
== Billing info agency ==
 
== Billing info agency ==
−
If you want to invoice a booking agency, you have to add the billing information of each agency.
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The billing information of an agency can be added by creating a new customer.  
  
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Follow these steps to create a new customer with the invoicing details of the booking agency.
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It can be done following the steps:
  
 +
'''Options⇒ Customers⇒ New customer'''
  
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'''Options⇒ customers⇒ New customer'''
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[[File:cus_new_ba_1_en.png]]
−
[[File:cus_new_ba.png]]
 
  
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'''1. First name: ''' The name of the agency/company to be invoiced.
  
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'''1. Basic data:''' fill in the basic data of the booking agency.
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All the other fields should not be filled in.
  
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'''2. Billing info:''' fill in the billing info as they will be mentioned on the invoices.
 
  
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and '''save''' your entry.
+
[[File:cus_new_ba_2_en.png]]
  
 +
'''1. - 7. :''' The billing info of the booking agency/company.
  
  
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Then you have to match the customer you just created to the booking agency.
 
  
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Go to '''Options⇒ Settings⇒ Booking agencies''' and fill in the fields mentioned below:
+
After the customer is created, it must be connected to the booking agency.
−
[[File:inv_ba_billinginfo.png]]
+
It can be done by following the steps: '''Options⇒ Settings⇒ Booking agencies'''
  
 +
[[File:inv_ba_billing_info_en.png]]
  
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'''1. Customer:''' Type in the first letters of the name of the agency and select the one you want from the list that appears.
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'''1. Customer:''' The name of the agency can be found in this list by typing the first letters of its name.
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+
−
'''2. Cooperation type:''' hoose ‘Commission based’ or ‘the agency pays for the reservation’, according to your preferences.
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'''2. Cooperation type:''' In this case, ‘the agency pays for the reservation’ is the correct selection.
  
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and '''save''' the changes.
+
and the entry is saved by clicking on '''save'''.

Latest revision as of 15:14, 28 January 2020

Invoicing the customers through hoteliga can be fast and simple.

Before invoicing (5), the respective parameters (1-4) should be set.


Setting the tax rates

First of all, the tax rates should be inserted in the system.

Depending on the country and/or city, different tax rates may apply. 

Before issuing invoices and receipts, it is suggested that the accountant has provided his confirmation that all the rates entered in the system are correct.

The steps to set a new tax are:

Options⇒ Settings⇒ Invoicing⇒ Taxes⇒ New tax

The fields should be filled in according to the directions below:


Inv new tax 1.png

1. Title: The title of the tax, as it will be mentioned on the invoice/receipt.

2. Tax type: The country/state that the taxes are paid to.

3. Information: This link provides information related to the tax selected in the "tax type". The information is indicative.

4. Percentage: The number of the tax rate should by filled in. E.g. if the tax rate is 10%, number "10" should be typed in this field.

Setting the counters

The invoice and receipt counters can be set and managed as described below.

Depending on the needs, the system can register as many counters as needed.


The steps to set a new counter are:

Options⇒ Settings⇒ Invoicing⇒ Counters⇒ New counter

The fields should be filled in according to the directions below:

Inv new counter 1a.png Inv new counter 2a.png

1. Title: This title is for internal use and will appear during invoice preview to make the selection of the counter easier (it will not be displayed on the invoice).

2. Type: Defines the type of the counter, e.g. invoice, receipt, credit invoice etc.

3. Initial value: A starting number for the invoices should be defined. If another system has already been used for invoicing and the last invoice was e.g. 515, the next value can be registered, e.g. 516. Otherwise, 1 or 1001 or something similar can be registered.

4. Next value: This is an informative and read-only field to show what will be the next value of the counter.

5. Format: A specific format can be provided to the numbering. Letters or numbers can be placed, before or after the numbering, and the symbols # can be used to define the length and the position of the numbering. For example, if the invoices should have a numbering like A101, A102, etc., "A###" should be placed here. If the required format is like 1001/2016, 1002/2016, etc., "####/2016" should be defined as a format. The final format is available at the invoice preview.

6. Enabled: An enabled counter appears in the list of counters at the invoice preview, while a disabled not.

7. Ok: Saves the registration.

Enabling taxes in price lists

Enabling the taxes in price lists is necessary before invoicing.

Following the steps Options⇒ Settings⇒ Pricing policy⇒ Price lists and clicking on the price list name, the following screen is available by clicking on the tab "Taxes".

Inv pricelist tax en.png

Enabled: When clicked, tax is enabled.

Included: When clicked, tax is included.

Customizing the invoice templates

Templates can be used in invoicing. A list of them is available following these steps: Options⇒ Settings⇒ Templates

Inv template list en.png

In this list, there are several templates for invoices and receipts in many languages. Using the filters ("Show filter" button), the appropriate template can be found and open for editing by clicking on it.


Inv template 1a.png

1. Title: It can be renamed if it is required.

2. Template Type: It is set by default.

3. Language: It is set by default.

4. Subject: N/A in invoicing.

5. Content: The content can be available for editing in a larger view, by clicking on the "full screen" button (6).


Inv template 2 en.png

" 1 & 2 ": The logo and the billing information (address, VAT or TAX ID number, contact info etc.) of the hotel must be included in these fields.


Note:

A new template can be created, following the steps: Options⇒ Settings⇒ Templates⇒ New template. The fields should be filled in as per above.

How to invoice

Final invoice

If only one invoice should be issued for the whole amount of the reservation to a customer, it can be easily done by clicking the 'Final invoice' button in the reservation form.

Inv res invoice.png

Then, the steps below should be followed:

Inv final step en old.png

1. Template: Defines the invoice/receipt template.

2. Counter: Defines the counter.

3. Issue: Issues the invoice.

Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.

Reservations invoicing

Customers, booking agencies and companies can be invoiced, using the 'Reservations invoicing' tool.

It is also used in cases that more than one invoice should be issued, e.g. in case that the total amount has to split per customer in separate invoices.


The tool is available at: Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing

Inv res invoicing form en old.png

1. Type: Filters the reservations according to the arrival or departure date.

2. From: Defines the first day of the selected time period.

3. To: Defines the last day of the selected timer period.

4. Agency: Defines the agency, if it is required.

5. Filter: Shows the results.

6. Reset: Clears the filters.

7. Invoicing: Click to go to the next step.


Inv res step 1a.png

1. Invoice language: Defines the language.

2. Select who will be invoiced: Selection according to the case.

5. Next step: Click to go to the next step.


The charges can be defined at the next step.

Inv res step 2 en.png

1. Quantity: It can be changed, selecting a number from the drop-down list.

2. Description: As it will be displayed on the invoice.

3. Unit price: As it is set in the reservation.

4. Total: This is related to the selected quantity.

5. Next step: Click to go to the next step.


Inv res step 3a.png

1. Template: The appropriate template should be selected from the drop-down list.

2. Counter: The appropriate counter should be selected from drop-down list.

3. Issue: Click to invoice.

Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.

The invoice is ready!

Reports

There are several reports related to the issued invoices, in the respective part of the reports section: Options⇒ Reports⇒ Invoicing

The available reports are the following:


20 Invoices/receipts for period by counter: Depending on the selected period, the report includes the invoices/receipts by counter.

21 Invoices/receipts for period by counter (tax breakdown): Depending on the selected period, the report includes not only the invoices/receipts by counter, but also the tax breakdown.

19 Reservation invoice/receipt: If an invoice must be reprinted, it can be done by using this report. The invoice can be found by selecting the counter and typing the number of the invoice.

40 Uninvoiced reservations by booking agency and arrival date for period: Depending on the selected arrival dates, a list of uninvoiced reservations is provided.

41 Uninvoiced reservations by booking agency and departure date for period: Depending on the selected departure dates, a list of uninvoiced reservations is provided.

Billing info agency

The billing information of an agency can be added by creating a new customer.

It can be done following the steps:

Options⇒ Customers⇒ New customer

Cus new ba 1 en.png

1. First name: The name of the agency/company to be invoiced.

All the other fields should not be filled in.


Cus new ba 2 en.png

1. - 7. : The billing info of the booking agency/company.


After the customer is created, it must be connected to the booking agency. It can be done by following the steps: Options⇒ Settings⇒ Booking agencies

Inv ba billing info en.png

1. Customer: The name of the agency can be found in this list by typing the first letters of its name.

2. Cooperation type: In this case, ‘the agency pays for the reservation’ is the correct selection.

and the entry is saved by clicking on save.

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