Each folio has a dedicated section called Invoices: this is the place where you can isolate existent folio charges into different invoices. This feature is used when having to split bills for your guests, along with printing the associated receipts.
If you do need to isolate any of the charges and associated payments, just follow these simple instructions!
BEFORE STARTING: Invoices have some unique statuses that are key to understand as they impact what actions can be done to them.
Draft: A newly created Invoice will appear in Draft status until it is issued. Draft invoices can be Deleted, Issued or have Transfers Reversed.
Delete: Remove all references to a draft invoice.
Issued: Confirm a draft invoice and generate a unique number.
Cancel: Voids an issued invoice. The invoice name and number will remain for record keeping purposes.
Create a New Invoice
In order to transfer charges/applied payments, you will first need to create a new invoice.
In the folio, click on the link Invoice:
A pop-up panel will come up. You will see a transaction drop down menu which, if expanded, will list all charges contained in the folio. You will also see a transfer transactions button which enables you to move any of those listed charges:
The first step to split charges into an invoice is to actually create the invoice. You can only transfer charges if there is an invoice where to transfer charges to. To create a new invoice, click on the button Transfer Transactions:
Expand section Transfer to Invoice by clicking on the three dots on the right hand side and then click on the button Create Invoice:
After clicking on the button create invoice a new invoice will drop down menu will appear on the screen. If you want to rename the invoice, click on the red written New Invoice to make the field editable and type in a new name:
Select the charges to transfer to the newly created invoice by checking the boxes on any charges listed under menu transactions. To transfer those selected charges, click on the small arrow icon on section Transfer to Invoice:
Transferred charges will appear under the Newly Created Invoice. Note that they also remain listed under Transactions, although with a $0 balance as they have now been placed under the invoice:
The invoice will be in a Draft status until it is issued, meaning it is finalized or confirmed. You can change the status of the invoice by clicking on the three bars action button on the right hand side of the screen. A draft invoice can be deleted, issued or have the transfer undone:
When an invoice is issued, it will be tagged with a unique number:
Note that once an invoice has been issued, it can only be canceled. When this happens, all charges that were originally transferred to the invoice will be re-listed under section transfers:
Applying Payments to Charges
When you split charges into different invoices, you will need to reflect payments in the folio that are relative to those charges, so that the invoice will show a balance of $0.
We call this feature Apply Payments: it is the ability to associated payments to certain charges. Note: payments can only be applied to those charges that are listed under an Issued invoice.
To apply payments to charges, click on the link Payments on the right hand side of the folio:
Expand the payments list and expand the payment details relative to the credit that needs to be applied to the invoice. At the bottom you will see a Transactions drop down menu which will show you all invoices created on the folio with all the relative listed charges:
Select those charges you want to have linked to the payments and type in the amount you want to apply. In the example below I am applying the full $50 payment to one $110 charge. When done, click on the yellow button Apply to Payments:
A Successful message will appear at the top in green. A summary of applied charges will also appear at the bottom of the payments list:
If you now open the Invoice blue link back in the folio, you will notice that the balance of the invoice will go down by the amount of the applied payments.
Printing an Invoice
Each invoice has its own balance, corresponding to the charges it contains and the payment that has been applied to those charges. From time to time you might need to separate the bills and print receipts that will only show certain charges/payments.
To print a receipt, simply click on the three horizontal bars, next to the right invoice:
Click on the option Invoice to bring up the printable receipt:
Note: If you do not see any template in the pop-up panel, contact your manager and make sure that the right template has been enabled for the Profile Documents.
FAQs - this article provides an answer to the following questions:
Can I separate charges for more than 1 person
How can I split a bill on a reservation?
Can you help me add a refund to an invoice?
How do I add a refund to an invoice?
How can I create an invoice?
Do I need to make a profile before issuing an invoice?
How do I issue an invoice?
How do I apply a payment to an invoice?
Where can I see Accounts Receivable invoices?