Create numerous invoices for one reservation

protel Air allows you to open more than one invoices per reservation (or guest). This can be very useful, if for instance a guest would like to have a separate invoice for certain items or if voided items should not appear on the original invoice. Even reservations for more than one room, it is common to have numerous invoices for the reservation.

Hint: With the aid of payment instructions, you can automatically distribute the turnover of varying items to different invoices.

Compile additional invoice dialog box

Video Tutorial

The company pays the accommodation, the guest pays the rest. How do I implement that in protel Air? Make two invoices from one.

Example

1. Open the invoice summary (e.g., by marking the reservation in the invoice list and click the [Open invoice] button).

Of course, you can also view the invoice in the “Reservation summary” dialog box ([invoices] button).

2. Once you’ve opened the invoice summary just click on [New invoice] to create a new invoice.
   
   
   In the invoice summary located to the left, you can switch between the varying invoice windows
   

3. You can now post or void items in the new invoice dialog box.  

If there are numerous invoices for one reservation, the target invoice will need to be selected when posting charges for services:

Move items to a different invoice

If you’ve opened two or more invoices for one guest/reservation you can easily drag & drop items from one invoice to the other.

1. Select the desired item from the original invoice (use the multiple selection function to select numerous items).

2. Once all have been selected click, drag & drop them to the second invoice. As soon as you release the mouse key, the items will be posted to the invoice to which you have dragged them.

Split items / packages

protel Air allows you to split items. For instance, there are four breakfasts on one guest’s invoice. Only two are meant to stay on the invoice of this guest. You can now split this one post of four breakfasts into two separate posts or move two breakfasts to another invoice.

1. Open the invoice summary (e.g., by marking the reservation in the invoice list and click the [Open invoice] button).
   Of course, you can also view the invoice in the “Reservation summary” dialog box ([invoices] button).

2. Now select the item you’d like to split and open the context menu with a right-click of the mouse button.

3. Select the “Split Item” menu point.

4. In the “Split items” dialog you now have the following options:

5. You can then move the split items to a separate invoice.

Change recipient

An additional invoice can have a different recipient. This is useful, for instance if a business traveler would like to have a separate “private” invoice for charges such as the mini-bar while the accommodation is invoiced to the company.

In this case, open a second invoice. The invoice recipient can be changed by clicking on the magnifying glass next to the invoice recipient located in the respective invoice window.

Afterwards, you can select the new invoice recipient by means of the guest search or create a new guest profile.

Change description of a posted item

protel Air allows you to add descriptions for each item. Moreover, you can edit the name and description of posted items.

You can do this directly in the Invoice summary dialog by right clicking the respective item and selecting the "Edit item" command in the context menu - see following figure:

Then click into the respective field of the item name or description you’d like to edit. Then enter the new name or description  .

This can be very useful, if you’d like to indicate that the second booked breakfast is for a different person.