Service Fee Invoices are used to charge the owners of Mares for an arranged mating with a nominated Stallion (normally a well-known racehorse or a stallion with a well-respected breeding history and bloodlines). Depending on the terms of service contracts relating to the mating, fees may be payable on the mare being confirmed as pregnant, or upon birth of a live foal.
Creating Service Invoices
To create invoices for stallion service fees open the bookings window via Main > Bookings then click the Create Service Invoices button. This opens a new Create Service Fees window.
The window will initially be empty. Select parameters at the bottom of the screen such as breeding season and other selection criteria, then click the Refresh List button to list invoices ready for creation.
Options for selecting service invoices for creating / printing are:
Modifying Service Invoices
Service fee invoices created can be found in Ardex via Finance > Transactions by setting the date at the top right to be the same as the invoice date. All invoices created on the date selected will be listed in the lower part of the screen.
If tax invoices listed have not yet been reported on owner statements, then you may make changes using the following method:
Highlight a row and click Remove Invoices to remove tax invoices created
Click Delete to delete the Transaction (service fee charge) for the Mare
Go to Main > Bookings and select the Stallion the service fees relate to
Double click any booking in the lower part of the screen to modify booking details including service fee and person to charge
After making necessary changes click Create Service Invoices and re-create the invoices
If a stallion service fee has been invoiced, and the associated charges have appeared on owners statements already, then you will need to make any necessary adjustments and reversals via Finance > Adjustments rather than re-issuing the invoices. See the Accounts Receivable Management user guide for further information on this.
Creating Service Fee invoices results in transactions being generated in Ardex as at the invoice date. These transactions can be modified and deleted like other transactions, without losing the stallion booking information in the bookings screen. By using this method errors in service invoices can be corrected prior to producing month end owner statements.
