Although most invoices for bookings can be generated automatically you may encounter situations where you need to raise an invoice manually (e.g. for breakages). This is done as follows:
- Select the Accounts page by clicking on the Accounts button on the toolbar and click on the Issue Invoice link in the task list to display a New Invoice form.
- Use the Select Name form to select the Hirer for whom you want to raise the invoice and click on OK.
- Complete the form as follows:
- Date: Enter the date you want to appear on the invoice
- Reference: Enter any reference details you want to appear on the invoice (e.g. order number or person's name)
- Address: Change if the invoice needs to go to a different address to that of the Hirer.
- Invoice Lines: For each line you wish to appear on the invoice enter a Description, Nett and VAT Code (the VAT and Gross amounts are automatically calculated).
- Click on Print to save the invoice and print it.
Is there a quick way of calculating the Nett amount if I only know the Gross amount I want to invoice?
Yes. Enter the gross amount in the Nett column and click on the Calculate Nett from Gross link in the task list.
What does the Reference given to automatically generated invoices mean?
Automatically generated invoices are given a Reference starting with "BR:" followed by a list of Booking References (e.g. "BR: 156" if all the invoice lines come from a single Booking Form or "BR: 188, 221" if they come from two Booking Forms). The same Booking Reference may appear against more than invoice because all the items on a Booking Form may not be invoiced at the same time.
How do I issue a credit for an invoice?
To issue a credit for an invoice use the Accounts page to view the and use the Issue Credit Note task under Other Tasks. This will display a new credit note with all the lines from the invoice. You can then make any changes you require before clicking Save to save the credit note.
When I print an invoice, the totals are correct but all of the lines aren't printed?
A summary invoice is printed if your System Administrator has configured Booking Pro to print summary invoices by default (see Invoicing Defaults). You can still print a detailed invoice by clearing the Print Summary Invoice checkbox when you click on the Print Invoice task on the Invoice form.