Difference between revisions of "Invoicing"

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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.  
  
 +
<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>
  
−
<pre style="color: red">Before issuing invoices and receipts, it is mandatory 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:
  
−
 
+
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Taxes'''⇒ '''New tax'''  
−
The steps to open a "new tax" form:
 
−
 
 
−
'''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 26: 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.
  
−
'''3. Information''': This link provides information related to the tax selected in the "tax type".
+
'''3. Information''': This link provides information related to the tax selected in the "tax type". The information is <u>indicative</u>.
  
−
'''4. Percentage:''' The rate of the tax should be filled in here.
+
'''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''' ==
−
The invoice and receipt counters can be set and managed as described in this section.
+
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.
 
Depending on the needs, the system can register as many counters as needed.
  
  
−
Following the steps a 'new counter' form opens:
+
The steps to set a new counter are:
 
   
 
   
 
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Counters'''⇒ '''New counter'''
 
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Counters'''⇒ '''New counter'''
−
 
−
[[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 47: Line 43:
 
[[File:inv_new_counter_2a.png]]
 
[[File:inv_new_counter_2a.png]]
  
−
'''1. Title:''' This title will be appeared during invoice preview to make the selection of the counter easier.
+
'''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:''' This can help the counters to remain organized during invoicing and keep listed only the appropriate counters.
+
'''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 (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.
  
−
'''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 on the invoice preview before invoicing. This is how it will look like on the invoice.  
+
'''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, while a disabled not.
+
'''6. Enabled:''' An enabled counter appears in the list of counters at the invoice preview, while a disabled not.
  
 
'''7. Ok:''' Saves the registration.
 
'''7. Ok:''' Saves the registration.
  
−
== '''Matching the taxes to the price lists''' ==
+
== '''Enabling taxes in price lists''' ==
−
Every price list used for invoicing, should be matched to the taxes that have already been set.
+
Enabling the taxes in price lists is necessary before invoicing.
−
This is the reason why the following steps are 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"'''.
  
−
'''Options'''⇒ '''Settings'''⇒ '''Pricing policy'''⇒ '''Price lists''' and the respective price list should be selected.
+
[[File:inv_pricelist_tax_en.png]]
  
−
Here, it 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.
+
'''Enabled:''' When clicked, tax is enabled.  
  
 +
'''Included:''' When clicked, tax is included.
  
−
[[File:Inv_pricelist_tax_1.png]]
+
== '''Customizing the invoice templates''' ==
 +
Templates can be used in invoicing. A list of them is available following these steps: '''Options'''⇒ '''Settings'''⇒ '''Templates'''
  
−
'''Enabled:''' This selection enable taxes for this price list.
+
[[File:inv_template_list_en.png]]
  
−
'''Included:''' If taxes are include in prices, this selections is necessary. Otherwise, the box should be left blank.
+
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.  
  
−
== '''Customizing the invoicing documents''' ==
 
−
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.
 
  
−
The creation of a template can be done:
+
[[File:inv_template_1a.png]]
  
−
a. either by editing an existing one, or
+
'''1. Title:''' It can be renamed if it is required.  
  
−
b. by creating a new one.
+
'''2. Template Type:''' It is set by default.
−
 
 
−
 
 
−
=== a. Creating a template using an existing one===
 
−
 
 
−
A list of templates can be found following the below steps:
 
−
 
 
−
'''Options'''⇒ '''Settings'''⇒ '''Templates'''
 
−
 
 
−
 
 
−
The appropriate one can be found using the filters appeared after clicking on '''"Show filters"''' button.
 
−
 
−
The respective line should be selected and a new window will open.  
 
  
−
'''Note:''' Any changes on the template are permanent. So, if this should be kept as an example for the future, a new template should be created by copying the information included.
+
'''3. Language:''' It is set by default.
  
−
[[File:inv_template_1a.png]]
+
'''4. Subject:''' N/A in invoicing.
  
−
'''Title:''' The name should be adjusted according to the needs.  
+
'''5. Content:''' The content can be available for editing in a larger view, by clicking on the '''"full screen"''' button '''(6)'''.
  
−
'''Template Type:''' This selection defines the type of the document (invoice, payment receipt, credit invoice etc.)
 
  
−
'''Language:''' It defines the displayed language.
+
[[File:inv_template_2_en.png]]
  
−
'''Subject:''' It is available depending on the template type.  
+
'''" 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.
  
−
'''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.
 
  
−
===b. Creating a new template===
+
<u>'''Note:'''</u>
−
A new template can be created, following the steps: '''Options'''⇒ '''Settings'''⇒ '''Templates'''⇒ '''New template'''.
 
  
−
The new form should be completed exactly in the same way as in the previous section.(a. Creating a template using an existing one).
+
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''' ==
 
== '''How to invoice''' ==
  
  
−
==='''Fast invoicing'''===
+
==='''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.  
 
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.  
Line 129: Line 109:
 
Then, the steps below should be followed:
 
Then, the steps below should be followed:
  
−
[[File:Inv final step en.png]]
+
[[File:inv final step en.png]]
  
−
'''1. Template:''' Selection of the invoice/receipt template from the list.
+
'''1. Template:''' Defines the invoice/receipt template.
  
−
'''2. Counter:''' Selection of the counter from the lit.
+
'''2. Counter:''' Defines the counter.
  
−
'''3. Issue:''' By clicking the button the invoice is finalized.  
+
'''3. Issue:''' Issues the invoice.
  
−
Then, a new window opens and allows the selection of the way that the invoice should be printed (screen, printer, pdf, excel).
+
Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.
  
 
==='''Reservations invoicing'''===
 
==='''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.  
+
Customers, booking agencies and companies can be invoiced, using the ''''Reservations invoicing'''' tool.  
  
−
For example, if the amount has to be split per customer in separate invoices, this could be applicable 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 respective form is available, by following the steps below:
+
The tool is available at: '''Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing'''
−
 
 
−
'''Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing.'''
 
  
 
[[File:inv_res_invoicing_form_en.png]]
 
[[File:inv_res_invoicing_form_en.png]]
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'''3. To:''' Defines the last day of the selected timer period.
 
'''3. To:''' Defines the last day of the selected timer period.
  
−
'''4. Agency:''' Define the agency if this is required.
+
'''4. Agency:''' Defines the agency, if it is required.
−
 
 
−
'''5. Filter:''' The results of the search can be appeared only by clicking on this button.
 
−
 
 
−
'''6. Reset:''' By clicking on this button, the filters are cleared and a new search can be done.
 
  
−
'''7. Customer:''' This is the name of the customer registered in the reservation.
+
'''5. Filter:''' Shows the results.
  
−
'''8. Agency:''' The name of the agency, if there is one connected to the reservation.  
+
'''6. Reset:''' Clears the filters.
  
−
'''9. Num. Invoices:''' This number represents the number of the invoices that have already been issued for this reservation.
+
'''7. Invoicing:''' Click to go to the next step.
−
 
 
−
'''10. Inv. sum:''' The sum of the amount that has already been invoiced for this reservation (it is related to the column No. 9)
 
−
 
 
−
'''11. Invoicing:''' Clicking on this button, the invoicing procedure proceeds to the next step.
 
  
  
 
[[File:inv_res_step_1a.png]]
 
[[File:inv_res_step_1a.png]]
  
−
'''1. Invoice language: ''' The language of the invoice should be defined here.
+
'''1. Invoice language: ''' Defines the language.
  
−
'''2. Select who will be invoiced:''' According to this selection the existing customer, the agency or a new customer can be invoiced.
+
'''2. Select who will be invoiced:''' Selection according to the case.
  
−
'''3. Credit invoice:''' If it is a credit invoice that should be issued, then this box should be checked.
+
'''5. Next step:''' Click to go to the next step.
  
−
'''4. Notes:''' Any notes written in this field, will be appeared on the invoice.
 
  
−
'''5. Next step:''' By clicking this button, the next form will open.
+
The charges can be defined at the next step.
  
 +
[[File:Inv res step 2 en.png]]
  
−
At the next step, the system allows the charges to be defined.
+
'''1. Quantity:''' It can be changed, selecting a number from the drop-down list.
  
−
[[File:inv res step 2a.png]]
+
'''2. Description:''' As it will be displayed on the invoice.
  
−
'''1. 1st line:''' In this example, the first line includes the overnight reservation charges. The selected number of the quantity (1st column), defines the number of the overnight reservations that should be charged in the specific invoice.
+
'''3. Unit price:''' As it is set in the reservation.  
  
−
'''2. 2nd line:''' In this example, the second line includes the extra charges that should be charged to the customer. The selected number of the quantity (1st column), defines the number of the refreshments that should be charged in the specific invoice.
+
'''4. Total:''' This is related to the selected quantity.
  
−
The lines included in this step are related to the charges included <u>in the reservation form</u> (e.g. how many nights the reservation includes, how many coffees the customer has ordered, etc.). Also, the listed numbers of the first column are not reduced as per the invoiced quantities, .e.g. if a customer has made a reservation for 6 nights and the 3 of them have already been invoiced, the appeared quantity will '''still be 6''', not 3 (6-3=3).
+
'''5. Next step:''' Click to go to the next step.
−
 
 
−
'''3. next step:''' proceeds to the next step (the final one).
 
  
  
Line 204: Line 172:
 
'''1. Template:''' The appropriate template should be selected from the drop-down list.  
 
'''1. Template:''' The appropriate template should be selected from the drop-down list.  
  
−
'''2. Counter:''' The appropriate counter should be selected drop-down list.   
+
'''2. Counter:''' The appropriate counter should be selected from drop-down list.   
  
−
'''3. Issue: ''' Before clicking this button, the preview of the invoice should be checked. If there is any mistake, it can still be corrected by going backwards and making the respective changes.
+
'''3. Issue: ''' Click to invoice.  
−
 
 
−
In the next window the printout of the invoice should be selected: screen, printer, pdf or excel.
 
  
 +
Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.
  
 
The invoice is ready!
 
The invoice is ready!
  
 
== Reports ==
 
== Reports ==
−
There are several reports related to the issued invoices, in the respective part of the reports section: '''Options⇒ Reports⇒ Invoicing'''.
+
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:   
 
The available reports are the following:   
Line 223: Line 190:
 
'''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.  
 
'''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 should be reprinted in any way, this can be done using this report. The invoice can be found by filling in the counter and the number of the invoice.
+
'''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.
 
'''40 Uninvoiced reservations by booking agency and arrival date for period:''' Depending on the selected arrival dates, a list of uninvoiced reservations is provided.
Line 230: Line 197:
  
 
== Billing info agency ==
 
== Billing info agency ==
−
Invoicing a booking agency is practicable only in case that the respective billing information is added in the system.  
+
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'''
 +
 
 +
[[File:cus_new_ba_1_en.png]]
  
−
This can be done by creating  a new customer with the invoicing details of the booking agency.
+
'''1. First name: ''' The name of the agency/company to be invoiced.
  
−
Following the steps '''Options⇒ customers⇒ New customer''' a new form should be filled in.
+
All the other fields should not be filled in.
  
−
[[File:cus_new_ba.png]]
 
  
−
'''1. Basic data:''' The basic data of the booking agency should be filled in this tab.
+
[[File:cus_new_ba_2_en.png]]
  
−
'''2. Billing info:''' The billing information of the booking agency that will be mentioned on the invoice, should be filled in this tab.
+
'''1. - 7. :''' The billing info of the booking agency/company.
  
−
and the entry is saved only by clicking on '''save'''.
 
  
  
−
Then, this customer should be matched to the booking agency following these steps: '''Options⇒ Settings⇒ Booking agencies'''.
+
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'''
  
−
[[File:inv_ba_billinginfo.png]]
+
[[File: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.
 
'''1. Customer:''' The name of the agency can be found in this list by typing the first letters of its name.
 
   
 
   
−
'''2. Cooperation type:''' One of these two selections should be selected ‘Commission based’ or ‘the agency pays for the reservation’.
+
'''2. Cooperation type:''' In this case, ‘the agency pays for the reservation’ is the correct selection.
  
−
and the entry is saved only by clicking on '''save'''.
+
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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