There are four documents that can be printed for the Customer/Agent:
A Tax Invoice details a transaction where a payment has been made by the Customer for a Product expense (e.g. room or tour), and/or additional Expenses or Supplements. It also lists any payments/refunds made and shows any invoice notes entered into the booking.
If you are a GST registered business, it is important to note that a tax point is created every time you take a payment, e.g. if a booking occurs online, a tax invoice will be automatically created at the time of booking. Another Tax Invoice will be created if the Customer incurs further Expenses on his account, and pays them on departure. Therefore two separate invoices will have been created and saved for this account, and you may view and print or email these at any time.
In the Customer Folio screen, with Accounts tab selected, click to highlight the relevant account.
Click on the "View Tax Invoice" button from the left hand menu.
If more than one payment has been made, select the required Invoice and click View. The Tax Invoice will appear.
Click on the "Print" button at the top of the screen. Select the print options and click on “OK”.
You
may also print a Tax Invoice by clicking on the Print a Tax Invoice
link at the end of the New Booking process.
To
see ALL expenses and payments on an account, view the Account
Statement.
See 'Viewing the Agent Order Confirmation as an Invoice' under Account Statement/Agent Order Confirmation
A Registration sheet is automatically printed out when a customer is checked-in, and can also be printed at any time from the Customer Folio. It details all expenses and customer details for the Customer to check and sign-off.
In the Customer Folio screen, with Accounts tab selected, click to highlight the relevant account.
Click on the "View Registration Sheet" button from the left hand menu.
The Registration Sheet will appear. Click on the "Print" button at the top of the screen. Select the print options and click on “OK”.
The
Customer will not be checked-in unless you complete the Check-in
procedure.
An Account Statement details all product expenses (e.g. room or tour), and additional expenses to be paid by the Customer. It also lists any payments/refunds made and shows any invoice notes entered into the booking.
An Agent Order Confirmation details amounts owing/paid by an Agent (for Bookings by Agent only).
In the Customer Folio screen, with Accounts tab selected, click to highlight the relevant account (if more than one account).
If there are any items in the Account that you don't wish to display on the Statement, untick the relevant line items (for example if you don't wish to show expenses and reversals relating to edited or cancelled bookings).
Click on the "View Account Statement" button from the left hand menu.
Ensure the Customer Account Statement is selected and click "View".
The Account Statement will appear. Click on the "Print" button at the top of the screen. Select the print options and click on “OK”.
In the Customer Folio screen, with Accounts tab selected, click to highlight the relevant account (if more than one account).
If there are any items in the Account that you don't wish to display on the Statement, untick the relevant line items (for example if you don't wish to show expenses and reversals relating to edited or cancelled bookings).
Click on the "View Account Statement" button from the left hand menu.
Select Agent Order Confirmation and click "View".
The Agent Order Confirmation will appear. Click on the "Print" button at the top of the screen. Select the print options and click on “OK”.
For agent bookings, an invoice can be produced without a payment being recorded.
When you generate an Agent Order Confirmation, you have the option to label this document as “Invoice” to be sent to the Agent to request payment. If you are GST registered then the document will be called a “Tax Invoice”. However, an Agent Invoice can only be generated on or after the check-out date of the customer, as this is the tax point. The customer must be checked-in and checked-out to produce an Invoice. Once the customer is checked out:
In the Customer Folio screen, click to highlight the relevant account (if more than one account).
Click on the "View Account Statement" button from the left hand menu.
Select the "View as Invoice" check box.
Click on the "View" button.
The Invoice will appear. Click on the "Print" button at the top of the screen. Select the print options and click on “OK”.
A Progressive Payment Order is used to request payments from a customer in instalments, in advance of the booking date. For example, for a large group booking, an initial deposit may be paid (by the Group or a third party, for example a professional conference organiser) and you wish to receive several instalments leading up to the booking. The Progressive Payment Orders created will then appear in the “Payment Schedule” section of the Account Statement that is sent to the customer (or Group), and details what amounts are required to be paid by the dates/s specified.
A Progressive Payment Order cannot be generated for
an Agent booking on account. Note also that the system does not record
or report on Progressive Payment Orders. They are used only to create
a Payment Schedule for the customer to follow.
Make a Booking for an Individual as normal then right click on the booking and select "View Customer Folio" OR Search for Customer/Booking/Account.
In the Customer Folio screen, click to highlight the relevant account.
Click on the "Progressive Payment Orders" button in the left hand menu.
In the pop-up dialogue box, click on the "Add" button and enter details of the Dates the payments are to be made, the Amounts and any Description/Notes.
Click on the "Confirm" button.
Click on the "View Account Statement" button from the left hand menu. All Progressive Payment Orders will appear in the “Payment Schedule” section under the “Total Outstanding”. Select “Print” and send to Customer if required.
A company logo or image can now be added to frontdesk for display on tax invoices/credit notes, account statements, registration sheets and reports generated by frontdesk. The logo can be uploaded in JPG, GIF or PNG format. You must ensure that your image is a maximum size of 120 x 440 pixels. If not, simply use a picture editing program to resize your logo so that it falls within these measurements.
To add a logo:
It may be necessary to first find the image file on your computer, then open the image in a picture editing program. The image should be 440 pixels wide x 120 pixels high. If your image is not in this size, first crop it so that it is in the correct proportion, then resize it to this size and click Save As to save the new file on your hard drive.
Click on the Res tab at the top of the screen.
Click on the blue Modules button, then from the menu displayed, click on “Stationery Image”.
Click on the “Browse” button to locate the logo image on your computer.
Click on the image you wish to load, then “Open”.
Click on the “Confirm” button.
Email the details contained within an Account Statement or Invoice to the customer. frontdesk exports the details in “rich text format” and you have the option to add your own information at the beginning and end of the email.
frontdesk will use the default Windows email program to send the email, e.g. Microsoft Outlook. (Hotmail, Yahoo or similar accounts cannot be supported.)
To email an Account Statement:
Click on the Res tab at the top of the screen.
Locate the booking in the Diary screen and double click on it to open the Customer Folio.
Click on the “View Account Statement” button.
Click on the “Email” button in the top right-hand corner of the screen.
Enter all details into the email fields. Note, you can overwrite the Subject field and add/delete information in the body of the email.
Click Send.
These instructions apply for all documents viewed on the screen.