Invoices

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The invoices list shows you all of the invoices which have been created on a given day or time period. By means of the context menu, you can, for example, quickly find information about guests or details about invoices. As the current status of each invoice is indicated, you will get a clear overview of all outstanding invoices. Even passerby invoices and group invoices can be displayed specifically.

Open the invoice list

Open the invoice list by means of the "List > Invoices" or via the "Register > Invoice history" menu points

Filter functions

[Lists > Invoices]

With the aid of the filter functions located at the upper edge of the window, you can limit the displayed invoices to certain criteria, such as:

Filter

Search

Opened on

Shows all of the invoices which have been opened on the selected date / time period.

Closed on

Shows all of the invoices which have been closed on the selected date / time period.

Balance List

Only shows invoices with open balances. Learn more...

From

Date

Enter the starting date here.

To

Date

Enter the end date here.

Name

This is where you can enter the name of the invoice recipient for whom you are searching.

Invoice number

This is where you can enter the invoice number for which you are searching.

Status

Open

Shows you all of the open invoices for the time-period chosen above.

Closed

Shows you all of the closed invoices for the time-period chosen above.

Type

Guest

Shows all invoices which are neither passerby nor group invoices.

Passerby

Only shows passerby invoices

group

Only shows group invoices Group invoices contain several invoice items centrally for a single group.
NOTE: If each member of the group wants to settle their invoices separately, the invoices will appear as single invoices.

Characteristics

Balanced

Shows you all of the balanced invoices for the time-period chosen above.

Not balanced

Shows you all of the not balanced invoices for the time-period chosen above.

The following filters can be combined arbitrarily:

Update display

As soon as you change filter criteria in a list, you will have to refresh the display.

  • hit the <Enter> key to do so, or

  • click on the magnifying glass  at the top right.

Numerous search words can be simultaneously entered

In the Name andInvoice number list fields located in the invoice list, you can search for various terms simultaneously by separating them with a comma.

Example: While searching for Mr Schmidt working for Siemens, you can enter <Schmidt, Siemens> into theName field. All of the invoices will be displayed where “Schmidt” or “Siemens” is the invoice recipient. The search for invoice numbers 2356 and 5689 and 3698 can be initiated by entering them into theInvoice numbersearch field: 2356, 5689,3698.

Columns

Column

Meaning

Status

See next section: Displaying the invoice status.

Type

= Individual receipt

= Group invoice

= Passerby invoice

Name

Name of invoice recipient

Inv. No.

Number of the invoice (for closed invoices only)

Balance

Open invoice amount - amount not balanced.

Forecast

Sum of the expected revenues (accommodation + fixed charges)

Charge

Sum of all of the invoice's revenue postings, i.e., sum of all of the charges which were already posted to the invoice.

Payment

Sum of all of invoice's payments

Deposit

Sum of all of the posted payments

Res. Group

Only for group reservations: Name of group / group reservation

What are the different statuses of an invoice?

Icon

Meaning

Open

Closed. Invoice has been paid / checked out.

Voided. You will void an invoice if it has been raised incorrectly. Guests cannot pay for a voided invoice.

Fiscalized -  Is used to fulfill tax requirements in specific countries

Fiscalized and voided

Proforma invoice was printed

Display of deposits

Payments (as well as, deposits, advance payments) are payments or partial payments which you collect before providing the respective service. The payments subject to VAT, will be displayed in the invoice list for the sake of completeness.

Actions which can be done in the invoice list

Double-click the application to open it.

By means of the allotted buttons in the window below, you can execute actions for one or more of the marked departures (the same actions can also be accessed via the context menu (right mouse click)):

 

Opens the invoice recipient's guest profile.

Opens the marked invoice for editing purposes. You an open he "invoice summary" window.

Only active for Passerby invoices:
Checks out an open passerby invoice. You can navigate to the "Pay invoice" window where you can balance and close the invoice.

This function is made available especially for countries where special taxation laws which hinder the alteration of invoices after they have been balanced (fiscalization).

Open invoices: After having clicked the [Print invoice] button, you will be navigated to the "Invoice summary" window. There,  click on the "Print" button located in the upper part of the window to print out an info invoice.

Click on the [Invoice tasks] and then on "check-out" in order to close and print the invoice.

Closed invoices: After having clicked the [Print invoice] button, an info invoice.

Only the booked items will appear on the info invoice; taxes are not shown.

Print: Click on "Print tasks > print" to print out the invoice list. The list will be printed exactly as it appears on your screen.

Print as Excel table: Export invoice list in Excel format.

Balance list

The invoice list can be reduced to the display of all of the invoices with an open balance.

Select the the balance list entry located in the “Search” drop-down list located at the top left and hit <Enter>.

Saving a balance list as a user defined list

The balance list can also be saved as a separate list. To do so, open the invoice list and select the “Balance list” mode in the top left.

Move the mouse pointer over an arbitrary column's header in the list and then click on the little arrow. Select the "Save current list view" entry from the drop-down list ".

 

Allocate a name and click [OK].

The list can then be opened via the Lists > User Defined Lists menu point by with the name that had been entered.

Further information about filters and display options for the active lists can be found here:
Elements & functions > Active Lists > The structure of active lists