Invoice Management for Reservations

In this article

Managing invoices in Back Office

Managing folios

Managing revenue entries

Invoices can be managed both in the Back Office and at the Point of Sale (POS). This guide explains how to handle invoices, folios, and revenue entries associated with hotel reservations.

Managing invoices in Back Office

To get started:

  • Open a reservation to access the Hotel Reservation Card.
  • Click Invoice Management to open the Hotel Invoice Management page.

Revenue Entries Overview

  • All charges linked to the reservation are listed under Revenue Entries.
  • Green rows indicate paid charges (non-editable).
  • Blue rows show charges included in an invoice but not yet posted. These can still be edited.

Charge Categorization

In the FactBox on the right, charges are grouped by Payer No.:

  • Guest
  • Company
  • Paymaster

Routing Charges to Folios

You can route charges to different folios using:

  • Routing Rule: Set in the reservation header to automatically distribute charges based on predefined conditions.
  • Paying Reservation No.: Manually assign charges to another reservation. In group bookings, this can include reservations outside the group.
  • Folio No.: Assign charges directly to a folio and payer. Each reservation can have multiple folios.

Invoice Actions

From the Invoice menu, you can:

  • Preview Invoice – View a draft.
  • Post Invoice – Finalize and post.
  • Create non-editable Sales invoice - Create a non-editable Sales Invoice that can be posted. If the invoice is not posted, it will be deleted. This serves as a preview on the temporary invoice, but does not allow making any changes to it.
  • Preview Posting Invoice – Simulate posting results. Review the different types of entries that will be created once you post the invoice.
  • Post Credit Memo – Issue a credit memo.
  • Preview Credit Memo – Simulate credit memo posting. Review the different types of entries that will be created once the Credit memo is issued.
  • View Posted Invoices – Access finalized invoices.
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Managing folios

To access folios:

  • Drill down in the Folio No. field, or
  • Click Folios > Reservation Folios from the Invoice Management page.

 

The fields in the Reservation Folios card are:

Field Description
Folio No. Unique identifier for the folio.
Description By default, the description can include reservation details like #GroupName, #CompanyName, #GuestName. But this can be changed manually.
Invoice Type The invoice type for the folio.
  • There are three different invoice groups, Guest, Company, and Paymaster.
  • Company is the invoice associated with the Customer (company) behind the reservation. Yo can modify the customer later on the Reservation Folio card.
  • Paymaster is only used on group reservations and is used to combine payment for all sub-reservations within the group.
Payer No.
  • There are two types of payers, depending on the Invoice Type.
  • When the Invoice Type is Guest, the Payer is selected from the reservation's guest list, and the Payer No. is the reservation's Guest No. , which is the same as the Member Contact No. In this case, different guests are selected by name which becomes the Payer Name.
  • When the Invoice Type is Company or Paymaster, the Payer No. is selected from the Customer list. The customer of the reservation is the default value, when the Invoice Type is specified as Company.
Payer Name By default, the Customer Name or Contact Name. You can modify this later.
Manual Discount % Apply a discount to all charges on this folio.
Hide Option to hide folio from POS.

Invoice Details

Use this section to set up how the folio invoice is billed and posted.

Field Description
Customer No. The customer linked to the folio. For Guest folios, this is fixed as Hotel Customer and cannot be changed.
Customer Name Automatically filled from the Customer record.
Currency Code The currency for the folio.
Company Bank Account The bank account to use for bank information when the document is printed.
VAT Bus. posting Group The VAT specification of the involved customer or vendor to link transactions made for this record with the appropriate general ledger account according to the VAT posting setup.
Payment Terms Code Specifies a formula that calculates the payment due date, payment discount date, and payment discount amount.

Managing revenue entries

From the Revenue Entries section, you can manage and adjust routing, unit prices, and discounts and perform actions on individual lines.

There is also a Filters section that allows for quick filtering to quickly find the charges you want to manage.

Revenue Entries actions:

  • Line:

    • New Text Line – Create a new custom line with description and folio.
    • Move to Folio – Reassign charges to another folio.
    • Split Line Into – Divide a charge into multiple lines.
    • Undo Split Line – Revert a split.

  • Unit Price:

    • Change Unit Price - Change the unit Price of selected records.
    • Reset unit Price - Reset the unit price of selected records to the original amounts and remove any discounts applied.

  • Line Disc. %:

    • Change Line Discount % - Change the discount on the selected records.
    • Select Discount - Select available hotel rate discount to apply.

  • Paying Res.:

    • Change Paying Res. for selected records - Change Paying Res. No. for the selected records.
    • Change Paying Res. for all records - Change Paying Res. No. for all records.

  • Filter:

    • Reset Filters - Remove all filters
    • Go to Line - Filter by Line No.
    • Set Reservation Filter - Filter on Reservation No.

  • View:

    • Simple - Hide most fields for a cleaner and easier to work with interface.
    • Standard - Hides most information fields keeping only the ones relevant for managing the reservation charges.
    • Detailed - Show all fields