Difference between revisions of "Invoicing"

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You can use hoteliga to invoice your customers in a simple and fast way.
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Invoicing the customers through hoteliga can be fast and simple.
 
   
 
   
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Before you start invoicing you have to set the respective parameters (1-4) and then you can proceed with invoicing (5).
+
Before invoicing (5), the respective parameters (1-4) should be set.  
  
  
 
== '''Setting the tax rates''' ==
 
== '''Setting the tax rates''' ==
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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.
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First of all, the tax rates should be inserted in the system.  
  
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Follow the below steps:
+
Depending on the country and/or city, different tax rates may apply.
  
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'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Taxes'''⇒ ''''New tax'''' .  
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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:
  
 +
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Taxes'''⇒ '''New tax'''
  
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Fill in the fields of the form as per below:
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The fields should be filled in according to the directions below:
  
  
 
[[File:inv_new_tax_1.png]]
 
[[File:inv_new_tax_1.png]]
  
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'''Title''': Give a title for the tax (this will appear on the invoice/receipt).
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'''1. Title''': The title of the tax, as it will be mentioned on the invoice/receipt.
  
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'''Tax type''': Choose the country you are paying your taxes.
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'''2. Tax type''': The country/state that the taxes are paid to.
  
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'''Information''': By clicking this link you can see information about the taxes that apply in your country.
+
'''3. Information''': This link provides information related to the tax selected in the "tax type". The information is <u>indicative</u>.
 +
 
 +
'''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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At this point you have to manage your invoice or receipt counters. Create as many counters as you want depending on your own needs.
+
The invoice and receipt counters can be set and managed as described below.
  
−
Follow the below steps:
+
Depending on the needs, the system can register as many counters as needed.
−
'''Options'''⇒ '''Settings'''⇒ '''Invoicing'''⇒ '''Counters''' and click on ''''New counter'''' button.  
 
  
  
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[[File:inv_counterslist_1.png]]
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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:
  
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Fill in the fields of the below form:
 
 
[[File:inv_new_counter_1a.png]]
 
[[File:inv_new_counter_1a.png]]
 
[[File:inv_new_counter_2a.png]]
 
[[File:inv_new_counter_2a.png]]
  
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Under each field you may find explanatory details that will help you to fill in the data.
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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).
 +
 
 +
'''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.
  
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== '''Matching the taxes to the price lists''' ==
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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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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:
 
  
 +
'''6. Enabled:''' An enabled counter appears in the list of counters at the invoice preview, while a disabled not.
  
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'''Options'''⇒ '''Settings'''⇒ '''Pricing policy'''⇒ '''Price lists''' and click on the line of the price list you want to match the taxes.
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'''7. Ok:''' Saves the registration.
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Go to the tab '''Taxes''' and click on the respective boxes considering the following:
 
  
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[[File:Inv_pricelist_tax_1.png]]
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== '''Enabling taxes in price lists''' ==
 +
Enabling the taxes in price lists is necessary before invoicing.
  
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'''Enabled:''' Select/Click this to enable taxes for this price list.
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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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'''Included:''' Select/Click this if taxes are include in prices. Otherwise, leave the box blank.
+
[[File:inv_pricelist_tax_en.png]]
  
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== '''Customizing the invoicing documents''' ==
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'''Enabled:''' When clicked, tax is enabled.  
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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.
 
  
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In order to create your templates, you can:
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'''Included:''' When clicked, tax is included.
  
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a. either edit an existing one, or
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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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b. create a new one.
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[[File: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.
  
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=== Create your template using an existing one===
 
  
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You may find a list of templates if you follow the below steps:
+
[[File:inv_template_1a.png]]
  
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'''Options'''⇒ '''Settings'''⇒ '''Templates'''
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'''1. Title:''' It can be renamed if it is required.
  
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Use the filters by clicking on '''"show filter"''' and find the proper template for you.
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'''2. Template Type:''' It is set by default.
  
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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 the data to it.
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'''3. Language:''' It is set by default.
  
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[[File:inv_template_1a.png]]
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'''4. Subject:''' N/A in invoicing.
  
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'''Title:''' Keep the title or change it according to your needs.  
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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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'''Template Type:''' Choose accordingly if it is an invoice, payment receipt, credit invoice etc.
 
  
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'''Language:''' Choose accordingly.
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[[File:inv_template_2_en.png]]
  
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'''Subject:''' It is available depending on the template type.  
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'''" 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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'''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.
 
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[[File:Inv_template_2a.png]]
 
  
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===Create a new template===
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<u>'''Note:'''</u>
  
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On the top left side of the template list, click on the "new template" button. An empty form will open and you have to fill in the information exactly like in the previous step (a. Create your template using an existing one)
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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.
  
 
== '''How to invoice''' ==
 
== '''How to invoice''' ==
  
  
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==='''Fast invoicing'''===
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==='''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.
 +
 
 +
[[File:inv_res_invoice.png]]
 +
 
 +
Then, the steps below should be followed:
 +
 
 +
[[File:inv final step en.png]]
  
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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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'''1. Template:''' Defines the invoice/receipt template.
  
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Then you should follow the steps as shown in the below picture:
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'''2. Counter:''' Defines the counter.
  
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[[File:invoice_receipt.png]]
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'''3. Issue:''' Issues the invoice.
  
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[[File:invoice_receip_expl.png]]
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Issued invoices can be seen on screen, printed on printer and exported in pdf or excel.
  
 
==='''Reservations invoicing'''===
 
==='''Reservations invoicing'''===
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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.
+
 
 +
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'''
 +
 
 +
[[File:inv_res_invoicing_form_en.png]]
  
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Open the respective form by following the steps below:
+
'''1. Type:''' Filters the reservations according to the arrival or departure date.
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Options⇒ Tools ⇒ Invoicing⇒ Reservations invoicing. Fill in the information you want according to the directions in the following pictures.  
 
  
 +
'''2. From:''' Defines the first day of the selected time period.
  
 +
'''3. To:''' Defines the last day of the selected timer period.
  
−
[[File:reserv_inv.png]]
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'''4. Agency:''' Defines the agency, if it is required.
  
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[[File:reserv_inv_expl.png]]
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'''5. Filter:''' Shows the results.
  
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Then, in the following form you should add the '''language''' that will be displayed and the '''customer''' or the '''agency''' that will be invoiced.
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'''6. Reset:''' Clears the filters.
  
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If you are about to issue a '''credit invoice''', you should click on the respective option at this point. If any '''notes''' should be mentioned, then add them in the respective field.
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'''7. Invoicing:''' Click to go to the next step.
  
  
 
[[File:inv_res_step_1a.png]]
 
[[File:inv_res_step_1a.png]]
  
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At the next step, you have to define the charges you are going to add in your invoice. This means that you can split the charges according to your customer's needs. As you can see in the picture, there is a drop down list under the "quantity" column. In this way, you are allowed to choose the number of the nights you want to invoice, or the quantity of any other extra charges that are related to the reservation. If you choose "0", then the specific charge will not be included in your invoice. Every charge, e.g. overnight reservation, coffee, snacks, phone calls etc. are appeared in separate lines, as registered in the reservation form.
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'''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.
 +
 
 +
[[File:Inv res step 2 en.png]]
 +
 
 +
'''1. Quantity:''' It can be changed, selecting a number from the drop-down list.
  
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[[File:inv res step 2a.png]]
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'''2. Description:''' As it will be displayed on the invoice.
  
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In the next form, you have to choose the proper template and the counter. Don't forget that these two elements must have already been defined in previous steps.
+
'''3. Unit price:''' As it is set in the reservation.  
  
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The preview of your invoice or the receipt is appeared at the bottom of the window. At this point, you can still make any changes you want, if you click on "previous step" button and go backwards to the previous steps. You can also re-enter the reservation form and make any changes you want.
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'''4. Total:''' This is related to the selected quantity.
  
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[[File:Inv res step 3a.png]]
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'''5. Next step:''' Click to go to the next step.
  
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Click on "issue" button and then choose the printout of the invoice: screen, printer, pdf or excel.
 
  
 +
[[File:Inv res step 3a.png]]
  
−
Your invoice is ready!
+
'''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 ==
 
== Reports ==
−
You can check the invoices you have issued, by accessing the reporting section.
+
There are several reports related to the issued invoices, in the respective part of the reports section: '''Options⇒ Reports⇒ Invoicing'''
  
−
Go to '''Options⇒ Reports⇒ Invoicing'''.
 
 
The available reports are the following:   
 
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.
+
'''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'''
 +
 
 +
[[File:cus_new_ba_1_en.png]]
  
−
'''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.
+
'''1. First name: ''' The name of the agency/company to be invoiced.
  
−
'''19 Reservation invoice/receipt:''' This report allows you to find and reprint an invoice considering the counter and the number.
+
All the other fields should not be filled in.
  
−
'''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.
+
[[File: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'''
  
−
'''Invoicing | Billing info agency'''
+
[[File:inv_ba_billing_info_en.png]]
  
−
You have to enter the Billing information of each agency, in order to be able to issue invoices.
+
'''1. Customer:''' The name of the agency can be found in this list by typing the first letters of its name.
−
To do that, go to ‘Customers’ and click ‘New customer’.
+
−
Enter the Basic data and the Billing info of the agency.
+
'''2. Cooperation type:''' In this case, ‘the agency pays for the reservation’ is the correct selection.
−
Click Save
 
  
−
Go to ‘Settings’ and click ‘Booking agencies’ Click on the agency that you want.
+
and the entry is saved by clicking on '''save'''.
−
Customer: Type in the first letters of the name of the agency and select the one you want from the list that appears.
 
−
Cooperation type: Choose ‘Commission based’ or ‘the agency pays for the reservation’.
 
−
Click Save.
 

Latest revision as of 16:14, 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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