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).
Contents
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.
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 the data to it.
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
Create a new template
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)
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.
Then, in the following form you should add the language that will be displayed and the customer or the agency that will be invoiced.
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.
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.
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.
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.
Click on "issue" button and then 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.
Invoicing | Billing info agency
You have to enter the Billing information of each agency, in order to be able to issue invoices. To do that, go to ‘Customers’ and click ‘New customer’. Enter the Basic data and the Billing info of the agency. Click Save
Go to ‘Settings’ and click ‘Booking agencies’ Click on the agency that you want. 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.
