Generating Invoices (Billing Frequency)
On most bookings, invoices will be generated automatically by the ReRum system. Whether or not these invoices are automatically generated, and with what regularity they are generated, is dictated by the 'Billing Frequency' drop-down on the booking page (see screenshot).
This drop-down has five options:
Manual - The user of the ReRum system creates invoices manually, rather than having them automatically generated.
Single Payment - Only one accommodation invoice is created for the entire stay.
Weekly - An invoice is generated for every working week starting from the arrival date.
Monthly - An invoice is generated for every month starting from the arrival date.
Per-Calendar Monthly - An invoice is generated for each calendar month of accommodation.
'Manual' mode is generally not recommended, as if the billing frequency has been set to Manual, you will not be able to change it again.
Posting and Sending Invoices
When invoices are generated by the ReRum system, they are generated in 'Draft' status. This means that the invoice has been generated to match the booking in its current status and will change to match the details of the booking.
Once an invoice has been posted, the details of it are set and then cannot be altered (except for the invoice address). Posting an invoice therefore does not mean that you are sending it to the client, posting an invoice only confirms and locks the details of the invoice.
How to Send an Invoice
1 - Go to the Sales menu and select 'All Bookings'.
2 - Select the Booking which you would like to send an invoice from.
3 - Select the 'Sales Invoices' tab.
4 - Click the yellow arrow on an invoice to view the invoice items and financial allocations.
5 - Click the blue arrow on a block to download the invoice.
6 - If you click 'Post Invoice' you will confirm the invoice as it is.
N.B. Invoices must be posted in date order.
7 - Select 'Send Invoice' to send the invoice to the client. The invoice will automatically be attached to the email.
8 - Enter the client's email in the 'To' box and the click 'Send Email'.
9 - You will now have sent the client the invoice via email.
Below is a diagram of the layout of a standard sales invoice, and below that a description of each section.
Customer's Address - This is carried through from the address on the Finance Account. The address on the invoice can be edited even after the invoice is posted, by going onto the invoice and clicking 'Edit Invoice'.
Invoice Details - The invoice number, date and account code, which will allow you to find the invoice on ReRum.
Payment Information - Contains all of your company's necessary account details to allow the customer to pay for their accommodation.
Invoice Line Item - Contains all of the billable components of the booking and their costs, including accommodation, extras and additional services. The line item also contains the booking's reference, contacts and stay dates.
Company Details - Your company's logo, address and contact information.