Feedback on: EventPro User Manual - Invoicing an Occupant for One RoomCH10_Invoicing_an_Occupant_for_One_RoomChapter 10: Accommodations > Invoicing Accommodations > Invoicing an Occupant for One Room /Dear EventPro Documentation Department,
Invoicing an Occupant for One Room
1.
If you want to create an invoice for an individual room, the Bill To field must be set to Occupant.
2.
In the Accommodations Screen or the Accommodations Tab of the Event Maintenance screen, find the reservation in the Single Reservation view or click to highlight the reservation in the Reservation List view.
3.
In the lower half of the screen, click the Room Assignments tab and click on the room you want to invoice.
4.
Click the Invoice button to the right of the bottom selection grid. The Invoice Wizard appears.
The name and contact information of the occupant who will be billed appears in the upper left corner under Bill To. An Invoice Summary appears next to the occupant’s information.
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: Occupant, Accom:Reservation or Company/Contact.
a.
If you choose Occupant, the invoice will be billed to the Primary Occupant of the room. To change this bill-to occupant, you must cancel out of the invoice and return to edit the accommodation room. See Edit, View or Delete Rooms in a Reservation above.
b.
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.
c.
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.
3.
Under InvoiceSummary, 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.
The Room and Other Charges will be listed in the bottom selection grid as item type “Accommodations”, the room as one line and each Other Charge per line.
1.
If you want to add a new item or comment to the invoice, click the New button next to the bottom selection grid.
2.
This will bring up the Invoice Detail [New]window.
3.
The Date will default to the current date, but can be changed.
4.
Select an Item Type from the drop-down list and type in an Item Description.
5.
If you are adding a Comment to the invoice, you will only need to select the item type and enter a description. For any other type of item, you can enter the Quantity and Amount charged. Select the applicable taxes from the Taxes tab and choose the correct Accounts and Department, if applicable, from the Accounts tab.
6.
Click Save in the bottom right corner of the Invoice Detail [New] window.
7.
If you want to edit or delete any new detail items, click to highlight the item and click the Edit or Delete button to the right of the bottom selection grid. You will not, however, be able to edit or delete the “Accommodations” items, i.e. the room and Other Charges. To edit those items, you must cancel out of the invoice and edit the room.
8.
To view details about an item in the invoice selection grid, click to highlight the item and click the View button.
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.
Under the Room Assignments tab in the Accommodations screen, the invoiced room will now be highlighted in red. You will not be able to change or delete the room. The invoice will also appear under the Finance tab, although you cannot create an individual-room, occupant-billed invoice under the Finance tab.
