Invoicing

You can use hoteliga to invoice your customers in a simple and fast way.

Before you start invoicing you have to set the respective parameters (1-4) and then you can proceed with invoicing (5).

Setting the tax rates

First of all, you have to set your tax rates in the system.

Depending on your country and/or city, different tax rates may apply. Make sure you confirm with your accountant that all rates entered in the system are correct before you start issuing invoices and receipts.

Follow the below steps to open a "new tax" form:

Options⇒ Settings⇒ Invoicing⇒ Taxes⇒ 'New tax' .

Fill in the fields according to the directions given below:

1. Title: Give a title for the tax (this will appear on the invoice/receipt).

2. Tax type: Choose the country you are paying your taxes.

3. Information: By clicking this link you can see information about the taxes that apply in your country.

4. Percentage: Fill in the number of the tax percentage.

Setting the counters

At this section you will find directions about the way you can set and manage your invoice or receipt counters.

Create as many counters as you want depending on your own needs.

Open a "new counter" form following the steps below:

Options⇒ Settings⇒ Invoicing⇒ Counters⇒ New counter

Fill in the fields of the form according to the directions given below :

1. Title: this will appear during invoice preview to help you select easier which counter you want to use.

2. Type: This is to help you organize your counters and list only the appropriate counters during invoicing.

3. Initial value: Choose a starting number for your invoices. If you have already been invoicing with another system or on paper and your last invoice was e.g. 515, you can put here the next value, e.g. 516. Otherwise, put 1 or 1001 or something similar.

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

5. Format: You can give a specific format to your numbering. Place any characters, before or after the numbering, and use the symbols # to define the length and the position of the numbering. For example, if you want your invoices to have a numbering like A101, A102, etc. place A### here. If you want it to be 1001/2016, 1002/2016, etc. place ####/2016 as a format. Use the invoice preview before invoicing to see how it would look like before invoicing.

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

7. ok: click to save

Matching the taxes to the price lists

Every price list you use for invoicing, should be matched to the taxes you have set. This is why you have to follow the below steps:

Options⇒ Settings⇒ Pricing policy⇒ Price lists and click on the line of the price list you want to match the taxes.

Go to the tab Taxes and click on the respective boxes.

Enabled: Select/Click this to enable taxes for this price list.

Included: Select/Click this if taxes are include in prices. Otherwise, leave the box blank.

Customizing the invoicing documents

You have to configure the format of the invoicing documents you will issue by using templates. You may create as many of them as you need to.

In order to create your templates, you can:

a. either edit an existing one, or

b. create a new one.

a. Create your template using an existing one

You may find a list of templates following the below steps:

Options⇒ Settings⇒ Templates

Use the filters by clicking on "show filter" and find the proper template for you.

Click on the respective line and a new window will open.

Any amendments on the template will affect the template itself. If you want to keep the template as it is, you have to create a new one and copy to it the information you need. (b. Create a new template).

Title: Keep the title or change it according to your needs.

Template Type: Choose accordingly if it is an invoice, payment receipt, credit invoice etc.

Language: Choose accordingly.

Subject: It is available depending on the template type.

Content: This is the main body of the document that should include all the mandatory information. You may click on "full screen" button, so that you can see the content in a full screen. File:Inv template 2a.png

b. Create a new template

You can create a brand new template following the steps: Options⇒ Settings⇒ Templates⇒ New template.

You can fill in the new form exactly like in the previous step (a. Create your template using an existing one).

How to invoice

Fast invoicing

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.

Then you should follow the steps as shown in the below picture:

Reservations invoicing

Using the 'Reservations invoicing' you can invoice your customers, booking agencies and companies. You have also the possibility to split the amounts and issue more than one invoice or receipt per reservation or customer.

Open the respective form by following the steps below: Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing. Fill in the information you want according to the directions in the following pictures.

1. language: select the language of the invoice.

2. who will be invoiced: select if you are going to invoice the existing customer, the agency or a new one.

3. credit invoice:click on it if you are about to issue credit invoice.

4. notes: fill in any notes should be mentioned on the invoice.

5. next step: click to proceed with the next step

At the next step, you have to set the charges you are going to add in your invoice.

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.

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.

3. next step: click on it to proceed with the next form (the final one).

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.

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.

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.

Choose the printout of the invoice: screen, printer, pdf or excel.

Your invoice is ready!

Reports

You can check the invoices you have issued, by accessing the reporting section.

Go to Options⇒ Reports⇒ Invoicing. The available reports are the following:

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.

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.

19 Reservation invoice/receipt: This report allows you to find and reprint an invoice considering the counter and the number.

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.

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.

Billing info agency

If you want to invoice a booking agency, you have to add the billing information of each agency.

Follow these steps to create a new customer with the invoicing details of the booking agency.

Options⇒ customers⇒ New customer

1. Basic data: fill in the basic data of the booking agency.

2. Billing info: fill in the billing info as they will be mentioned on the invoices.

and save your entry.

Then you have to match the customer you just created to the booking agency.

Go to Options⇒ Settings⇒ Booking agencies and fill in the fields mentioned below:

1. Customer: Type in the first letters of the name of the agency and select the one you want from the list that appears.

2. Cooperation type: hoose ‘Commission based’ or ‘the agency pays for the reservation’, according to your preferences.

and save the changes.