There are four documents that can be printed for the Customer/Agent:
Customer documents can be customised with your business logo or image.
Email customer documents.
A Tax Invoice details all product expenses (e.g. room or tour) and additional account expenses (e.g. guide book, extra bed) to be paid by the Customer. It also shows any Invoice Notes entered when making the booking. SEE ALSO Making a New Booking - Adding Notes to Accounts.
If you are a VAT registered business it is important to note that frontdesk® works on the principle that a tax point is created every time you take a payment, e.g. if a booking occurs online, frontdesk® will issue the customer a VAT invoice at the time of booking.
If the customer accrues any expenses during their stay, frontdesk® will assume a second tax point is created when the guest pays on check-out and issue a second VAT invoice for these additional amounts only. That is, there will be two invoices issued, one for the accommodation and one for the expenses. If a customer pays a deposit for an offline booking, again this will be a tax point and an invoice is generated. When they pay the balance, a second invoice will be issued.
In the Customer Folio screen, click to highlight the relevant account (if more than one account).
Click on the "View Tax Invoice" button from the left hand menu.
If more than one payment has been made on the account, select the tax invoice you wish to view, then click on "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”.
To see ALL expenses and payments on an account, view the Account Statement.
A Registration Sheet can be printed out when a customer is checked-in, and can also be printed at any time from the Customer Folio. It details all expenses, customer details and terms and conditions for the Customer to check and sign-off.
In the Customer Folio screen, click to highlight the relevant account (if more than one 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 account 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, click to highlight the relevant account (if more than one account).
Click on the "View Account Statement" button from the left hand menu.
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, click to highlight the relevant account (if more than one account).
Click to select the Agent Folio.
Click on the "View Account Statement" button from the left hand menu.
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”.
NEW FEATURE! 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 VAT registered then the document will be called a “Tax Invoice”.
The invoice can be generated at any time, however the date on the invoice is always 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 to select the Agent Folio (shown below).
Click on the "View Account Statement" button from the left hand menu. The following screen will appear:
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 installments, 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 installments 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, nor an Agent Allocation booking.
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.
To add a logo:
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 with this new feature. eviivo 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.
eviivo 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:
1. Click on the Res tab at the top of the screen.
2. Locate the booking in the Diary screen and double click on it to open the Customer Folio.
3. Click on the “View Account Statement” button.
4. Click on the “Email” button in the top right-hand corner of the screen.
These instructions apply for all documents viewed on the screen.