Prepayment item, proforma, prepayment invoice and invoice
You can add prepayment item to bookings for future time only. It is not possible if the booking is for the actual day.
How to add prepayment item?
You can add prepayment item on two different ways.
1. By clicking on the item you would like to add prepayment item to.
Here you can enter the amount in absolute value or as a percentage by dragging the slider.
2. By clicking on ’Add prepayment’ you can choose which items you would like to add prepayment item. With this option you can add prepayment item to more than one items by using the slider.
Once selected, you can continue with the green tick icon. The following window will appear, where you can set the percentage you want to ask for as prepayment by dragging the slider.
If you have set the desired percentage, save. The prepayment item will appear in a new line below the main item.
Proforma
In Hungary proforma is not a real invoice and not subject to the online reporting obligation. There is no need to book it and it has no tax implications. In other countries local tax laws apply.
That is how you can generate a prepayment invoice:
Billing -> Invoice -> Choose item-> Green tick-> Create Proforma Invoice
Don’t forget to fill billing data first!
It is possible to set the payment method and payment deadline. Remember! The proforma invoice will generate in the currency you set on the booking.
Prepayment invoice
If the guest has transferred the amount based on the sent proforma, you can set the item to paid and since the billing information was filled in correctly in the past, the prepayment invoice will be created automatically.
The date on the prepayment invoice will be the same as when the amount has been transferred and with the same amount as arrived. So at ’Pay’ be careful with the date!
’Fulfillment date’ and ’Payment due date’ have to be the day when the guest has transferred the amount.
Finally the prepayment invoice is created.
Invoice
If the rest of the amounts have been paid, you have to set all items to ’Paid’ and the system will generate the final invoice automatically. On this invoice the prepayments will be seen with negative sign. If the guest has paid everything earlier, you have to set 0 amount items to ’Paid’ also. The final invoice will be with 0 total amount.