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Create Group Invoice from Reservations

This page describes the 'Create Group Invoice from Reservations' Maintenance function in the Hotel module.

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The 'Create Group Invoice from Reservations' Maintenance function will create an Invoice for a specified Guest Account. If that Guest Account has been used in more than one Reservation (usually as the Customer in those Reservations), the Items (e.g. Room charges, Package Items, Repetitive Items and/or any other Items) that have been assigned to the Guest Account in each Reservation will be gathered together in a single Invoice.

If Items have been assigned to any of the other Guest Accounts in the Reservations (i.e. to the Guest Accounts of the individual Guests), you will also need to create Invoices for those Guest Accounts. You can do this by running the function again for each Guest Account or you can do it from the individual Reservations, as described here. You will not be able to check out a Reservation until everything has been invoiced.

If you have created additional Guest Accounts using the 'Redistribute Folio Items' function, you will need to create Invoices for those Guest Accounts from the individual Reservations. The 'Create Group Invoice from Reservations' function will not create Invoices for these Guest Accounts.

Period
Paste Special    Reporting Periods setting, System module
As mentioned above, if the Guest Account specified in the Customer field below has been used in more than one Reservation, the Items that have been assigned to the Guest Account in each Reservation will be gathered together in a single Invoice. For a Reservation to be included in this calculation, its Check In Date must be within the period specified here.

Customer
Paste Special    Customers in Contact register
Use this field to specify the Guest Account that is to be invoiced.

You must specify a Guest Account in this field. If you leave this field empty, running the function will have no effect.

Invoice to (Text)
If you need a particular name to appear in the Invoice, specify that name here. Otherwise, the Name of the Guest Account (i.e. from the relevant Contact record) will be used.

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 and saved in the Invoice register. It will not be marked as OK. If you have specified an Invoice Currency in the Hotel Settings setting, the Invoice will be in that Currency. Otherwise, it will be in the Currency used in the Reservations. The Invoice will be constructed using the Add Reservation No. and Add Room No. options also in the Hotel Settings setting.

You can find and open the Invoice by opening any of the invoiced Reservations, pressing the [Show Account] button to open the Show Account report and finally clicking or tapping the Invoice Number in the report.

To print the 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.

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