EventPro User Manual

Invoicing a Reservation for Rooms

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Invoicing a Reservation for Rooms

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Invoicing a Reservation for Rooms

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1.If you want to invoice the reservation maker for the room(s), you cannot do so from under the Room Assignments tab.  You must use the adjacent Finance tab, which will create invoices that only pull in the items billed to the reservation.  If nothing is charged to the reservation, EventPro will not be able to create invoices from here.
2.Find the reservation in the Accommodations Screen or the Accommodations Tab of the Event Maintenance screen.  Ensure that the Bill To field of the room is set to Reservation.  Click on the Finance tab in the bottom of the screen and click the Invoices sub-tab.

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3.Click the Create button to the right.
4.The Invoice Wizard appears.
Click to Expand/Collapse textInvoice Wizard

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The Bill To and Invoice Summary areas are essentially the same as when invoicing a single room.

The name and contact information of the individual who will be billed appears in the upper left corner under Bill To.

An Invoice Summary appears to the right.
Click to Expand/Collapse textEdit Bill To or Invoice Summary Information
1.To alter any of this information, click the Edit button to the right of the Invoice Summary.  The Invoice [Edit] window appears.
2.From the Bill To drop-down list, you can select who will be billed: Accom: Reservation or Company/Contact.
a.If you choose Reservation, the invoice will be billed to the Reservation Maker.  To change the reservation maker, you must cancel out of the invoice and return to edit the reservation.  See Edit, View or Delete Reservation above.
b.If you choose Company/Contact, you can select a new company or company by clicking the ellipsis next to the Company Name or Contact Name field.

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3.Under Invoice Summary, you can change the Invoice Date and Due Date.
4.The Description defaults to the room number, check in and out dates and the number of adults/children, but you can edit it.
5.You can also enter a Payment Type and Cost Center.  Your Payment Types are set up in your General Lookup Tables, which you would have set up in Chapter 1: Setting Up EventPro, Step 4: General Lookup Tables.
6.If you want to edit the information in the user fields, select the User Field tab, and make your changes.
7.Click Save when you are done editing the Bill To, Invoice Summary and User Field information.
Click to Expand/Collapse textInvoice Line Items

The Rooms and Other Charges that were billed to the Reservation will be listed in the bottom selection grid as item type “Accommodations”, each room and each charge per line.

If you want to add a new item or comment to the invoice, review how to add new invoice items above in Invoicing an Occupant for One Room above.
Click to Expand/Collapse textFinish Invoice
1.When you have completed the invoice, click the Finish button in the bottom right corner of the window.  The Confirm dialog box asks if you want to create the invoice as calculated.  Click Yes to confirm and complete the invoice.
2.The next Confirm box will ask if you want to print the invoice.  Click Yes if you want to print the invoice now.

The invoice will appear under the Finance | Invoices tab.  If you return to the Room Assignments tab, the invoiced rooms will be highlighted in red.