You can automatically produce invoices using the bookings you have entered as follows:
- Select the Accounts page by clicking on the Accounts button on the toolbar.
- Click on the Generate Invoices link in the task list to display the Generate Invoices form
- Complete the form as follows:
- Who do you want to produce invoices for?: Leave as <<All Hirers>> or select a single Hirer from the list
- When would you like to generate invoices up to? Bookings Up To: Enter the date up to which you want to invoice for bookings
- What date did you want to use for the invoices? Invoice Date: Enter the date you want to appear on invoices
- Do you want to print the invoices straightaway?: Select 'Yes' to print the invoices straightaway or 'No' if you want to print the invoices later.
- Click on OK to display the bookings which are available to be invoiced.
- Carefully check the list of bookings which are to be invoiced and uncheck any which you do not want to be invoiced at this time.
- Click on OK to automatically create invoices and add them to the Accounts page.
Can bookings be invoiced more than once?
No. Only bookings which haven't been invoiced before are selected for invoicing.
What happens with cancelled bookings?
Cancelled bookings are not automatically invoiced. If a charge is to be made you will need to manually produce an invoice.
What happens when I delete an automatically generated invoice?
When you delete an automatically generated invoice you are asked to confirm whether you want to add the corresponding bookings to a list of un-invoiced bookings so that they are automatically invoiced next time you run it or to exclude the bookings from automatic invoicing so that they are not invoiced again.
What happens if a Hirer elects to pay for our insurance?
If a Hirer elects to pay for your insurance then you should select the Invoiced option under Insurance Cover on the Hirer form. You should also record the percentage of the insurance charge on the Prices form within the System Options. Assuming that you have done both of these then when the invoices are generated any Hirer who has elected to pay for your insurance will have an "Insurance Charge" line added to their invoice. This is a total of the insurance charge on the nett cost of each individual booking shown on the invoice.
Why does the insurance charge sometimes differ by a few pence from the percentage of the invoice nett total?
This can happen because the insurance charge is calculated on each individual booking included on the invoice and is then rounded to the nearest penny. For example for a booking cost of £17.50 and an insurance charge of 8.5% the insurance cost would be £1.49 (i.e. 1.4875 rounded to the nearest penny). If a majority of the lines are rounded up (or down) then the total can be different to calculating the charge based on the total nett invoice value.