Batch Invoicing

You are now able to create invoices in bulk for your holiday home owner or residential customer.

Selecting who to raise a Batch Invoice for

Navigate to the Units tab, and select the park you want to raise invoices for.

You will be presented with the holiday homes in that list.

You should change your dropdown for type to select your seasonal or storage customers if you have them.

Then either check the box individually next to the owners you would like to invoice or use the checkbox on the heading bar to select all. Homes without owners associated to them will not be selected.

Now click Batch Invoicing on the right-hand side of the header row.

You will be redirected to the new Batch Invoices screen to create the invoices.

This screen is split into 5 sections:

Batch Settings

Batch Reference New Batch:

Gives you a new reference number for the batch defaulted to today’s date and timestamp, in the format: yyyymmddhhmm.

This can be overridden by typing in the field the new name. This should be something you want to remember, something like Aug23 Invoices.

Batch Reference Add to Existing Batch:

If you want to raise invoices for an already existing batch then select add to existing batch and you will be able to use the batch dropdown list.

This will show you all batches already created and you can add them to that existing batch.

Currency:

This will default to GBP but will allow you to change it if you support other currencies.

Reporting Group:

If you operate more than just holiday bookings in GemaPark you should be setting the reporting group for individual invoices.

Using the reporting group controls which documents show for a booking, allows you to run accurate reports based on reporting groups and enables different documents to be auto emailed for different bookings.

Owner invoice – when you are creating an invoice the reporting group defaults to Owner Invoice. This will give you different documents to the holiday bookings. This group can then have different auto emails to the holiday bookings.

Holiday booking – this gives all holiday functionality like the holiday documents etc when saved. This shouldn’t really be used when creating invoices.

Seasonal booking – if you are creating a seasonal customer invoice set the reporting group to seasonal booking and you will get different documents to the holiday bookings. This group can then have different auto emails to the holiday bookings.

Storage – if you are creating a storage booking invoice set the reporting group to storage and you will get different documents to the holiday bookings. This group can then have different auto emails to the holiday bookings.

Note: when you are creating an invoice ideally the only option you should be using is Owner Invoice.

Meters

Bill Associated Meters:

If you tick Bill Associated Meters this will add to the invoice any meter readings entered that haven’t yet been billed for.

To see how to input meter readings click here

Price Date:

This will be the date the meters will be priced for. If you want to date this for today you do not need to change anything.

If you need to price it for a date in the past you can use the calendar to change the date to calculate based on the price in the system.

Extras

Extras:

These are the extras that are added to the invoice. These extras are all the extras that are not assigned at a plot level, so they will be booking type extras. These extras will be things like admin, cleaning, electric meter charges etc.

Select your extra from the dropdown list and click add.

The extra will automatically be added and priced for the date of the invoice.

If you need to change the number of items on the extra you can change the quantity box and then click the recalculate price button to load the new price in.

If you need to cancel an extra off the booking use the red cross to remove the extra.

Note: if you are billing meters in the meters option above, you do not need to add them as an extra in this list. The only extra you may need to add is the one-off standing charge for example.

Customer Notes

Customer Notes:

These are notes that you can add that will be visible to the customer.

Notes added here should be sensible and happy to be shared with the customer on the invoice documents for example.

These notes will apply to ALL customers selected on the batch so they should not be personal to one customer.

Admin Notes

Admin Notes:

These are notes that you can add that will NOT be visible to the customer.

They will not appear on documents or invoices.

These notes will apply to ALL customers selected on the batch so they should not be personal to one customer.

Once your invoice is ready, click

Bookings

You will be redirected to the new Bookings screen as the batch is being created. Press F5 from your keyboard to refresh the screen from time to time until the batch is fully created. The invoice you set up has now been raised for each of the chosen owners but not yet sent to them.

Once the batch is created you can use this screen to view and amend any invoices you need to, for example to add individual extras such as maintenance charges.

You can use the icons at the end of each row to edit the customer’s invoice. If you mouseover the reference number, the booking icons pop up, allowing you to edit, record payment, go to documents, see customer’s bookings or see customer summary.

If you return to this screen at a later date, you can search for your invoice batches by using the batch reference field. Enter the Batch reference, if you know it, or simply start typing in the field and a list of your batches will show.

To email these invoices in a bulk, tick the check box next to an invoice, or use the check box in the header to select all, to bring up the documents folder icon on the right-hand side of the header bar. Click this to bring up the documents list.