Invoicing - Settings – Pet Manager

Pet Manager follows proper accounting methodology when handling invoices, payments, credit notes, overpayments, and refunds. If you are using Xero for your accounting, we offer a Xero Addon which allows automatic synchronization of all accounting related data, including Stripe payments.

General Settings

Use the General Settings to manage:

Booking Price Method - Defines how the boarding booking is charged, either by night, by day or by a 24 hour period.

Invoice Billing Period Word - Is used to define how the billing period appears - choose "day" or "night" depending on how you want this information presented on bookings and invoices.

Zero Fee Invoice Items - Enables you to include extras or complimentary items with no charge on an invoices and sales orders.

Course Invoice Items - Can be enabled when managing courses sold as packages with prepaid tokens. Once tokens are purchased, you can generate zero-value invoices for each session, since payment has already been accounted for.

Invoice Dates

Use the Invoice Dates to manage:

Invoice Due - Defines the time frame within which the invoices is due payment, based on the selected billing period.

Before/After - Use to determine whether payment is expected prior to or following the time frame set in the Invoice Due field.
Invoice Created - Enables you to set the invoice due date based on group booking activities . Options include the First Invoiced Booking, the First Invoiced Booking Checkout, the Last Invoiced Booking, or the Last Invoiced Booking Checkout.

Invoice Due Not Past - When enabled, will prevent invoices due dates being created in the past.

Invoice Item Date - Specifies the date associated with the invoice. This can be configured to reflect either the booking creation date or the scheduled check-in date.

Credit Notes

Use the Credit Notes to manage:

Credit Booking Dates - When enabled, allows you to use the booking date when issuing a credit note.

Credit Allocation Invoice Date - When enabled, will assign the invoice date when a credit note is assigned.

Credit Expires After - Enables you to set how long credits remain valid. Leaving the field blank will allow credits to have no expiry date.

Bulk Invoice Allocated Credit - When enabled this feature allows credit allocations to be applied during bulk invoicing.

For more on credits view Allocating Credit.

Invoice Display

Use the Invoice Display to manage:

Invoice Booking Item List - When enabled, displays a detailed breakdown of all items included in the booking.

Invoice Item Type - When enabled, this setting displays the item type within booking details and on the invoice.

Invoice Item Voucher Amount - When enabled, this setting displays the value of any voucher applied to an item, if vouchers are in use.

Invoice Show Edited - When enabled, this setting displays any edits that have been done to the booking items.

Invoice Bookings Separately - When enabled, this setting ensures that each booking is invoiced individually, even when part of a group booking.

Invoice Show All Default - When enabled, this setting displays all invoices on the customer’s account by default, including voided and consolidated entries.

Invoice Overdue Default - When enabled, controls which invoices are shown in the check-in/check-out + invoice window.
• Enabled: Only overdue invoices are shown by default, and the toggle is disabled.
• Disabled: All outstanding invoices are shown by default. The toggle can then be used to filter the view to show only overdue invoices when switched ON.

Check In + Invoice

Check Out + Invoice

Toggle to show Over Due.

Tax & Fees

Use the Tax & Fees to manage:

Late Checkout Charge - When enabled, a fee will be automatically added to the booking if checkout occurs after the designated time.

Late Checkout Time - Specifies the time after which a late checkout fee will be automatically applied. This setting is visible only when Late Checkout Charge is on.

Booking Fee Enable - When enabled, will allow for an additional supplementary charge to be added to the booking.

Booking Fee - Specifies the fee amount and whether it is applied as a percentage or fixed sum. This setting is visible only when Booking Fee Enable is on.

Tax Enable - When enabled, tax amounts will be calculated and displayed on invoices based on applicable fees.

Tax Name - Allows you to customise the Tax label to match the terminology used in your country or region. This setting is visible only when Tax Enable is on.

Tax Rate - Specifies the percentage at which tax will be applied to applicable charges. This setting is visible only when Tax Enable is on.

Tax Excluded - When enabled, tax amounts are excluded from listed prices and invoice entries, resulting in tax being added on top of the pre-tax selling price.

Tax Invoice Items - When enabled, each invoice line will display the corresponding detailed tax amounts.

Statements & Consolidation

Use the Statements & Consolidations to manage:

Invoice Outstanding - When enabled, any unpaid invoices will be displayed at the bottom of the current invoice being viewed.

Invoice Outstanding Items - When enabled alongside Invoice Outstanding, individual items from unpaid invoices will be listed in detail.

Invoice Available Credits - When enabled, displays any available credits.

Invoice Consolidation History - When enabled, the current invoice will include a record of all previous invoice consolidations related to this booking.

Invoice Consolidate Deposit - When enabled, the invoice will be recalculated to reflect deposit payments made in instalments, with a history of those payments.

Invoice Confirm Consolidation - When enabled, any booking adjustments or changes to the final amount due will be automatically consolidated into the invoice at the time of Confirmation, if not already included.

Invoice Checkin Consolidation - When enabled, any booking adjustments or changes to the final amount due will be automatically consolidated into the invoice at the time of Check In, if not already included.

For more on consolidating invoices view Invoice Consolidation

Quotes

Use the Quotes to manage:

Invoice Quote Deposit - When enabled, any required deposit amount will be displayed on the booking quote.

Invoice Quote Notes - When enabled, any customised invoice notes will be included on the quote.

Invoice Confirm Quote - When enabled, the system will automatically convert the quote into an invoice upon booking confirmation.

Invoice Checkout Quote - When enabled the system will automatically convert the quote into an invoice upon booking checkout.

Invoice Quote Unconfirm Prompt - When this setting is enabled, the system will display a confirmation dialog on any booking with the status Forthcoming Booking after a quote is created. The message shown will read:- Quote has been created successfully. Would you also like to set this booking to unconfirmed?

Deposits

Use the Deposits to manage:

Deposit Confirm Customer Paid - When enabled, the booking will be automatically confirmed once the customer's deposit payment is received.

Non Refundable Only Payment - When enabled, the deposit will become non-refundable upon payment and will not be returned if the booking is cancelled.

Non Refundable Auto Invoice - When enabled, the system will automatically issue an invoice for the unpaid non-refundable deposit if the booking is cancelled.

Once edited press the Green Save button bottom right .

To read more information about Xero view Xero Accounting Addon Overview

Related to

Search

Welcome to our Support

Invoicing - Settings

In This Article