Creating and Managing Invoices

Invoicing your clients allows your company to pay for multiple trips at one time or have a running tab for your invoiced customers. Invoicing is also a good way to allow you to conduct payroll on that trip while waiting for a payment from your customer.

The following is required to be present on a reservation before it can be added to an invoice:

  • The Billing Contact MUST have a stored account in your system.
  • The 'Payment Method' on the reservation needs to be set to 'Direct Bill-Invoice' under 'Payment Info' tab. This step tells the system that the reservation will go on an invoice.                                  


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My Office Settings for Invoicing

Creating an Invoice

Receiving Payment on Invoices

Reversing Credit Card Payments on an Invoice

Reversing Cash/Check Payments on an Invoice

Unfinalizing a Non Paid in Full Invoice

Unfinalizing a Paid in Full Invoice to Make Changes


My Office Settings for Invoicing

  1. Click on the 'My Office' icon in the toolbar.
  2. Select the 'Company Preferences' button.
  3. Click the 'Forms, Reports' button.
Display Bill To Phone Number on Invoices: Selecting Yes the invoice will display the billing contact's phone number on the invoice.

 

  1. Click on the 'My Office' icon in the toolbar.
  2. Select the 'Company Preferences' button.
  3. Click the 'Settle, Receivables, Payables' button.
Allow Unsettled Trips To Be Invoiced: Selecting Yes will allow any trip set to direct bill/invoice with an account attached to it to be added to an existing invoice including trips yet to be completed.

 

  1. Click on the 'My Office' icon in the toolbar.
  2. Select the 'Messaging & Templates Settings' button.
  3. Click the 'Invoices' button.
Email Invoices Upon Submission: Selecting Yes will automatically send the invoice to your client once the invoice has been saved.

New Invoice Message: If a message is placed in the box the message will be sent your clients automatically. This option works with the 'Display Bill To Phone Number on Invoices:' option.

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Creating an Invoice

  1. Click on the 'Receivables' icon in the toolbar.
  2. Select the 'Include Unsettled Trips' check box ONLY IF you want to invoice trips that have not been settled.
  3. Click the 'Go' button.
  4. Click on the + button to the left of the billing contact name.
  5. Select the check box to the left of the reservation number.
  6. Click the 'Add Selected Trips to Invoice' button.
  7. If you do not have an invoice number in the center box add one.
  8. Click the 'Save Changes' Button.

Once you have saved the invoice you can now 'Print' a copy of it to mail to your client or you can send the invoice via 'Email/Fax'.


  
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Receiving Payment on Invoices

  1. Click on the 'Receivables' icon in the toolbar.
  2. Select the 'Outstanding Invoices' tab.
  3. Click on the hyper link invoice number for the invoice you would like to apply a payment too.
  4. Click on the 'Receive Payments' hyper link.

  5. Set the 'Payment Method'.
  6. Enter the amount of the payment in the 'Amount' field on the check.
  7. Click the box/es to the left of the of the invoice/s you wish to apply this amount too.
  8. Click the 'Save Payment' button.

NOTE: If you are using a new card select the 'Pay With New Card' button and type in the


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Reversing Credit Card Payments on an Invoice

  1. Open an existing invoice you would like reverse the Credit Card payment on.
  2. Click on the 'Trip Total' hyper link.

  3. Select the credit card transaction in the 'Posted Transactions' box in the upper left.
  4. When the credit card transaction is selected the credit card data will be auto-populated into the data fields.
  5. Select either 'Void' or 'Credit' to create the negative transaction.
  6. The default Amount will be the amount of the original transaction.

    NOTE: The action Void or Credit creates a negative transaction so the amount entered should be a positive number.

  7. Click the 'Submit Transaction' button.



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Reversing Cash/Check Payments on an Invoice

  1. Open an existing invoice you would like reverse the cash/check payment on.
  2. Click on the 'Trip Total' hyper link.

  3. Click the 'Cash/Check' tab.
  4. Select the posted transaction the in box on the left hand side of the 'Payments/Deposits/Credits' window.
  5. Change the amount to 0.00 in the 'Amount' field.
  6. Click the 'Submit Cash/CHK Transaction' button.



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Unfinalizing an Invoice That is not Paid in Full

  1. Click on the 'Receivables' icon in the toolbar.
  2. Select the 'Outstanding Invoices' tab.
  3. Click on the hyper link invoice number for the invoice you would like to make changes too.
  4. Uncheck the 'Finalize Invoice' box.
  5. Click the 'Save changes' button.



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Unfinalizing a Paid in Full Invoice to Make Changes

  1. Click on the 'Receivables' icon in the toolbar.
  2. Select the 'Paid Invoices' tab.
  3. Click on the hyper link invoice number for the invoice you would like to make changes too.
  4. Select the hyper link 'Conf #' to open the settlement window for that reservation.



  5. Add 1cent to the settlement window of the reservation so that you can take the invoice out of the paid in full status.
  6. Click the 'Update' button.



  7. Click the 'Close' button to close the settlement window.
  8. Click the 'Recalculate' button on the invoice.



  9. Uncheck the 'Finalize Invoice' box.
  10. Click the 'Save changes' button.

  11. Make the changes to the invoice.
  12. Click the 'Save Changes' button.
  13. Select the hyper link 'Conf #' to the reservation you added a cent too.
  14. Remove the cent off the settlement window.
  15. Click the 'Update' button.
  16. Click the 'Close' button to close the settlement window.
  17. Click the 'Recalculate' button on the invoice.
  18. Click the 'Save changes' button.


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