A common occurrence is when a booking is created, invoiced, and sometimes even partially paid, then new charges need to be added (eg. by extending the dates or adding extras). It can get confusing if there are multiple invoices that would need to be sent to clients and paid separately.
To solve this, we offer an Invoice & Consolidate action when invoicing. Consolidation will merge all existing unconsolidated invoices, as well as any uninvoiced items together into a new invoice, and automatically generate any required credit and allocations to bring any existing payments forward to the new invoice.
Whenever you are changing booking dates, times or other details like pens or pets we always recommend consolidating.
To explain how this works, let’s look at an example booking.
The customer originally requested a 7-night booking, for a total of $210 and paid a $50 deposit.
Later, they requested an extra 2 nights, generating an additional $60 invoice item to invoice.
To solve this, we can simply press the Invoice & Consolidate button above the items to invoice.
This will generate a new $270 invoice with a $220 amount owing. The invoice items will become merged, and the original invoice will be paid from credit and marked as consolidated.
We recommend using consolidation any time there are uninvoiced items for bookings with existing invoices. These invoice items will be highlighted as Consolidation Recommended on the Customer view.
Consolidation Process
- Any uninvoiced items are added to a list and are used as the basis for the new invoice. This is the same as performing an Invoice All action.
- Any existing unconsolidated invoices are checked.
- If the invoice has no payments, it will become voided and the invoice items are added to the list.
- If there are payments, the invoice total will be added to a credit amount and the invoice items are added to the list.
- If there are multiple booking invoice items for a single booking in the new invoice, they will be merged into a single invoice item.
- If there are cancelled extra invoice items in the new invoice, and there is a sufficient credit amount to offset them, they will be removed from the new invoice and the credit amount will be reduced.
- The new invoice is created.
- If there is a credit amount, a new credit note will be created.
- Credit allocations will be made for any consolidated invoices with an amount owing.
- Credit will be allocated to the new invoice if there is credit remaining, and the new invoice has an owing amount.
If the new invoice amount is less than the total amount that has already been paid, there will be credit remaining. This can be refunded or allocated to future bookings.
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