In this article, you'll learn the steps to take when you need to credit (cancel) a finalized invoice.
This tutorial will guide you through how to handle situations where you need to change the name on an invoice or combine two invoices into one. These situations typically arise when:
- An invoice is issued under a guest's name, but the guest requests it to be under a company's name or another guest's name.
- You have two separate invoices that need to be consolidated into one document.
Steps to Credit an Invoice
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Locate the Invoice: Identify the invoice you want to credit. This could be an invoice under the guest’s name or any other incorrect entity.
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Credit the Invoice:
On the right-hand side of the invoice, locate the three dots (menu icon). Click on this icon, and from the expanded menu, select Credit Invoice. This step will effectively cancel the current invoice, allowing you to create a new one.
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Repeat the Process:
If you have multiple invoices under different entities (e.g., two invoices with different names), you’ll need to repeat the above process for each document. Ensure each invoice is credited individually.
Creating a New Consolidated Invoice
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Go to the Billing Section:
Once all the necessary invoices have been credited, navigate to the Billing section. -
Create a New Invoice (or Proforma):
Click on the New Billing button. Here, you can choose to create a Proforma or directly issue a new invoice. During this step:- Select the correct entity (guest or company) under which you want to generate the new invoice.
- Include all relevant expenses (e.g., room charges, city taxes) that should be on the invoice.
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Finalize the Invoice:
Once the new proforma or invoice is created with the correct information, it will replace the previously credited documents, ensuring that all expenses are captured in one document under the correct entity.
By following these steps, you can efficiently credit invoices and create new, consolidated documents to match the guest's or company’s request.