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Create Menu - Group Reservation - Invoice

This page describes the 'Invoice' function on the Create menu in the Group Reservation record window. If you are using iOS or Android, the 'Invoice' function is on the + menu.

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The 'Invoice' function will create an Invoice for the Customer in the Group Reservation. The Items (e.g. Room charges, Package Items, Repetitive Items and/or any other Items) that have been assigned to the Customer's Guest Account in each Sub Reservation will all be included in the Invoice.

For example, a Group Reservation might be in the name of a parent, and it might contain Sub Reservations for two Rooms, for parents and children. The parent will be the Customer in the Group Reservation and in both Sub Reservations. As the Customer, the parent will have Guest Accounts in both Sub Reservations, and the Room charges will be assigned to those Guest Accounts. The Room charges for both Rooms will then be included in the Invoice if you create it using this function in the Group Reservation. If any extra Items have been assigned to any of the individual Guests (i.e. to the other Guest Accounts), you will need to create Invoices for those Guest Accounts from the individual Sub Reservations, as described here. You will be reminded to do this when checking out.

If you do not want a Sub Reservation to be included in the Invoice created from the Group Reservation and instead you need it to be invoiced separately, select the Pay Separately option on the 'Other' card in the Sub Reservation. Again, you will need to create all Invoices for the Sub Reservation from the Sub Reservation.

You can create an Invoice from a Group Reservation in two ways:

  1. Open the Group Reservation in a record window and select 'Invoice' from the Create or + menu.

  2. Run the 'Create Invoice from Group Reservation' Maintenance function.
In both cases, the following window will open:

Reservation
If you used method i above to run the function, this field will provide a reminder of the Group Reservation Number.

If you used method ii to run the function, enter here the Number of the Group Reservation that you need to invoice. You must enter a Group Reservation Number, otherwise the function will have no effect.

Customer
This field provides a reminder of the Customer in the Group Reservation.

Include Guest Names on Invoice
Select this option if you need the Guests to be listed on the Invoice.

Function
Choose an option to specify how many rows the Invoice should have, as follows:

Detailed
This option will assign each daily Room charge and each Item to its own row in the Invoice. For example, if a Guest stays for three nights and takes a newspaper and breakfast each day, the Invoice will contain three rows for the Room charge for each night, three rows for the individual newspapers and three rows for the individual breakfasts.

Overview
This option will add a single row to the Invoice for each Item. Continuing the previous example, the Invoice will contain a single row for the Room charges, a single row for the newspapers and a single row for the breakfasts. The Qty in each row will be 3.
When you press the [Run] button, the Invoice will be created, but it will not be opened for checking or printing. You can find and open the Invoice using the following methods:
  • The Invoice will be attached to the Reservation and will be visible in the Link Manager. Open the Link Manager and open the Invoice from there.

  • The Show Account report will be updated to show that the Guest Account has been invoiced. Open the Show Account report by pressing the [Show Account] button in the Group Reservation and open the Invoice by clicking or tapping the Invoice Number.

The Invoice will be constructed using the following options in the Hotel Settings setting:
Invoice Currency ('Terms' card)
If you specify an Invoice Currency, all Hotel Invoices will be in that Currency. Otherwise, they will be in the Currency used in the Reservation.

Add Reservation No., Add Room No. ('Invoicing' card)
When a Room charge is included in an Invoice, the description in the Invoice row will include the period covered by the Room charge. If you have selected these options, it will include the Reservation Number and/or the Room Number as well.

To print an Invoice, click the Printer icon (Windows/macOS) or select 'Print' from the File menu (all platforms). If you have not yet marked the Invoice as OK and if you are not using the No Test Printout option in the Optional Features setting in the System module, the printed Invoice will be marked as a test print, so that you cannot confuse it with the final version of the Invoice.

When the Invoice is complete, tick the OK check box and save. This signifies that the Invoice has been approved. Associated transactions in the Nominal Ledger (including cost of sales postings if you are using this option) will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting. You will no longer be able to modify the Invoice.

Please refer here for a full description of the Invoice window, including detailed information about marking Invoices as OK, printing them and generating Nominal Ledger Transactions.

As already mentioned, the Group Reservation and the Invoice will be connected to each other through the Link Manager facility. This allows you to open the Group Reservation quickly and easily when reviewing the Invoice, or to open the Invoice from the Group Reservation.

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The Group Reservation register in Standard ERP:

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