Invoice on departure
With invoice on departure, as the name suggests, an invoice is not created until you check out the guest. When you confirm a booking, the guest receives a booking confirmation with a payment link. The guest can make payment as normal.
It is not necessary to create one invoice for every change; changes are only made to the order. You can confirm changes at any time towards the guest. Only when you check out the guest, will a final invoice be created. So usually, you will only have one invoice per booking.
1.Activate invoice on departure
2.Bookings when using invoice on departure
2.5 Group bookings
3.1 Changes after making the guest invoice
4.1 Payments
4.2 Journalisation of payments
4.3 Open payments
5. FAQ
1. Activate invoice on departure
1. Click here to go to Other administration settings - Financial settings;
2. Scroll down until you see the 'Guest invoiced at' section;
3. Choose invoice on departure;
Note! Invoice on departure requires the following:
- Switch to new templates
- Turnover spread over months offTurnover is booked at the end date by default, so it cannot be retroactively spread over months. You need to do this yourself in the accounting package.
2. Bookings when using invoice on departure
The procedure for bookings and reservations is different from invoicing on confirmation. For example, an invoice is created only when you have checked out the guest, changes are made on the booking and not on the basis of the invoice, so there are no credit invoices and credited invoices. The overview page of a reservation has also been changed.
Below, each change, compared to the way invoices are made on confirmation, is explained.
2.1 Making reservations
Making reservations is unchanged. You go through the reservation form in the usual way.
2.2 Overview of a reservation
The overview of a reservation has changed. The following are the changes made.
Invoice
An invoice is not automatically created at the moment of confirmation. The invoice will be created at the guest's check-out time. You can create an invoice at any point using the button 'Create guest invoice now'.
After creating the invoice, the procedure around a reservation will be the same as what you were used to with invoicing upon confirmation.
Payments
Payments for reservations are recorded on the booking. The overview of payments can be seen under 'Show history' or 'paid'
Payment schedule (view and change)
The payment schedule is linked to the invoice when using invoice at confirmation. Here you can view it and also change it. When invoicing on departure, there is obviously no invoice yet. The payment schedule can be found here in the booking:
Voucher code
The place to redeem a voucher code has changed. It is now the same as the place of payment scheme:
The redemption of the voucher code is linked to the booking and will be transferred to the invoice when created.
2.3 Confirming reservations
When making a new booking, you send the guest a booking confirmation. This booking confirmation includes an attachment with the order of the booking in pdf. Previously, the invoice pdf was sent with this. In the booking confirmation, the usual information is sent along, such as the payment link.
2.4 Edit reservations
Changes to reservations are registered on the booking. If you add an extra, the order will be adjusted and compared to the last booking confirmation sent. You will be notified of this in the booking.
This message gives you 2 options:
Skip
Skip is equivalent to mark as confirmed. You save the change and the order is updated to the current order of the booking.
Resend reservation confirmation
You send the reservation confirmation again to update the booking for the guest as well.
2.5 Group bookings
For group reservations, you need to have checked out each underlying reservation before making the guest invoice.
3. Reservation check-out
When you go to check out a reservation you will encounter the following options:
Do nothing
The reservation is checked out, but no invoice is created yet
Create new invoice
The guest invoice is created, but not yet sent to the guest.
Create new guest invoice and send it
You create the guest invoice and send it directly to the guest
3.1 Changes after making the guest invoice
For changes from the final invoice, a new invoice should be created, and thus the old invoice will be credited.
4. Payments & Financial
4.1 Payments
Payments from bookings are recorded differently than usual. After all, no invoice is present yet. Payments are linked to the booking. After creating the guest invoice, payments are transferred from booking to invoice.
4.2 Journalisation of payments
Payments are journalised as prepayments. When switching to invoicing on departure, a new standard general ledger account is created: Advances. By default, VAT low rate is applied to this ledger account. This is in accordance with tax authority's legislation. This can be altered, of course.
4.3 Open payments
Outstanding payments for bookings will be registered with the booking number. You filter this by selecting document type 'Booking'.
5. FAQ
What will happen to my current reservations?
For reservations that already have an invoice, nothing will change. If there are changes, a new invoice will have to be created for this. It only impacts new reservations; no more invoices will be created for these upon confirmation.
Why can the turnover no longer be divided over months?
The rental turnover is journalised on the end date. Therefore, at this moment the rental turnover cannot be retroactively divided over the months. However, you can do this yourself. How? You use the statistics to do so. Compare the realised turnover per month in the statistics with the turnover per month in the accounting package and make a correction journal entry for this.
Does invoicing on departure affect commission agreements?
Yes. We recommend no longer using the settlement method 'on confirmation date'. This settlement method works the moment an invoice is present. When using invoice on departure, the invoice will only be created at the moment the reservation is checked out. Until then, no rent settlement can be made for this reservation.