Articles on: Financial and invoicing

2.Extra options

2.Extra options

2.1 Prepaid invoices

In some cases the guests will have to pay a part in advance. In this case, people often want to receive an invoice with an invoice number. You can do this by clicking on the icon of the document with the plus sign:

A new page will open where you will see the different items you entered in the price calculation. You can choose to manually enter an amount by entering for example 45 euros in the example where 90 euros is currently entered, or you can change the euro icon to a percentage sign to allow RoomRaccoon to calculate the amount itself. 

You can also change the name of the room and the rate by clicking on the pencil next to the name of the guest. If you have everything on it, then click on Create invoice in the top right corner of the screen. 

Once the guest or company has paid for this part, you can add the payment to that invoice in order to keep your administration in order. You can do this by clicking on the invoice icon while adding a payment and selecting the invoice for which the payment is intended.

In the same way, it is also possible to make a partial invoice of the reservation. A part can be invoiced on the name of the main booker for example and the other elements can be invoiced on a new invoice in the name of someone else. You can find out how to change the name in the next section.

To make things easier for yourself, a notification can be set for each reservation, giving you a reminder on a set day. In case of an expiration date on an invoice, a reminder can be set for you on a date where the payment must be received. On the day of the reminder, a pop-up will appear with the set notification. The call where this notification can be set can be found in the corresponding reservation just above the check-in and check-out date.

2.2 Changing the ascription

In some cases, the main booker is not the resident guest and you would like to create an invoice in the name of the resident guest. The name can then be changed. To do this, you will need to fill in your guest details on the reservation details page. 

If this is sufficient, then when creating an invoice you can choose to make the invoice on the name of the guest instead of on the main booker. In the case of a company, we recommend that you keep the company as the main booker and indicate the guests in the guest area as indicated above. 

2.3 Credit note

When a reservation is checked out, the invoice becomes final. Amounts or details can no longer be adjusted. If you have made a mistake, it is possible to credit your invoice so that you can delete too many invoiced elements from the account. 

Select credit here if you would like to cancel (parts of) an existing invoice. Then select the elements you want to credit. In this case, if it's not the elements you want to credit, but the details of the person who isn't right, you can credit the entire invoice and create a new one with a new name. 

Finally, you can create a new invoice by clicking on the icon again and creating a new invoice.

NOTE: As soon as you create a new invoice, it will also receive a new invoice number. Make sure you select the correct invoice number in your reservation by clicking on the dropdown menu and selecting the last invoice you made. Your old invoice will NOT be replaced.

Updated on: 18/03/2020

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