Invoice Management for Reservations

In this article

To manage invoices in the BackOffice

To manage folios

To manage revenue entries

You can manage invoices in BackOffice as well as on the POS.

To manage invoices in the BackOffice

1. Select a reservation to open the Hotel Reservation Card.
2. Click the Invoice Management action to open the Hotel Invoice Management card. The Revenue Entries FastTab has a list of all charges associated with the reservation.
   
3. If the charge is paid, all text in its row becomes green and non-editable. If the charge is blue the line has been pulled into an invoice, either in BackOffice or the POS, but the invoice has not yet been posted. You can change some fields in the row, and this is reflected in the BackOffice or POS invoice.
4. In the FactBox to the right, the charges are categorized according to the value in the Payer No. field by Guest, Company, and Paymaster.
5. From the Hotel Invoice Management card, you can route each charge to a different folio in several different ways:

• Via Routing Rule

  • In the reservation header (the Routing Rule field at the top of the card), you can select a routing rule for the reservation. Routing rules route charges between invoices following user-defined conditions (see Routing Rules).

• Via editing the Paying Reservation No.

  • You can route charges to another reservation number by editing the Paying Reservation No. field.
  • Note: In a group reservation, you can enter a reservation number of a reservation not associated with the group, and if the group reservation number is selected, the invoice is routed to the group’s paymaster.

• Via Folio No.

  • Set the Folio No. and the corresponding payer to assign the charge.
  • By drilling down, the Reservation Folios card is opened.
  • There is no limit to the number of folios for a reservation, each charge line can have different folios or payers.

To manage folios

You can open the Reservation Folios card by

• drilling down in the Folio No. field, or
• clicking the Folios action, and then the Reservation Folios action in the Hotel Invoice Management card.

The fields in the Reservation Folios card are:

Field	Description
Folio No.	Identification number for the folio.
Description	Description of the folio. Supports reservation parameters to be included automatically: #GroupName, #CompanyName, and #GuestName.
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 %	Specifies a percentage of manual discount to apply to all folio charge lines, same behavior as setting a manual discount to each line.
Hide	Determines if the folio is hidden in the POS or not.

To manage revenue entries

From the Revenue Entries FastTab in the Hotel Invoice Management card, you can change the routing as explained above, and also make other changes in entries like the Unit Price or Line Disc. %.

The FastTab also has these actions:

Action	Description
Line	Contains all actions related to the current line. Sub-actions: Move To Folio...- Move the selected lines to the user-selected folio. Split Line Into...- Split the current line into the user-defined lines and split the quantity between those. Only visible for not split lines. Undo Split Line - Reset split line to original one. Only visible for split lines. Split Filter- Shows all the split lines related. Only visible for not split lines. Reverse Posted Line- Creates a reverse line for a posted-to-finance line that needs to be nulled or removed.
Unit Price	Set a unit price for the current line through an input dialog. Sub-actions: Change Unit Price Reset Unit Price
Line Disc%	Set a line discount percentage for current line. Sub-actions: Change Line Discount % Select Discount
Paying Res. No.	Here you change who is paying for the reservation. Change Paying Res. for selected records Change Paying Res. for all records
Filter	Reset all the filters and reload default lines again. Sub-actions: Reset Filters Go to Line