Invoice Form
When you have owners and customers that need to pay money that is not associated to any accommodation you have a separate section for invoices.
Invoice Settings
Reference:
Created by default when initially creating a booking and then stored here once saved.
A reference is made up of three parts: HD/1412499/908928.
HD: The first two or three letters are a code for your park, normally an abbreviated version of your name.
1412499: The second middle part is the customer reference, unique for each customer.
908928: The third last part is the invoice reference unique for each invoice. It is the same as the booking ref and will be returned when using the bookings search.
Created:
This is the date and time the invoice was created either by the customer online or within GemaPark.
It is blank when creating a new invoice in GemaPark and then shows the time stamp once created.
Status:
There are 2 statuses to choose from in the dropdown on an invoice:
Confirmed – creates a confirmed invoice i.e. it is an active invoice.
Cancelled – cancels an invoice and stores the invoice as cancelled.
Currency:
Automatically set to GBP and cannot be changed unless euros have been set up.
Don’t Chase Payments:
If you do not want GemaPark to chase payments for one particular invoice tick this box and no balance reminder emails will be sent out.
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.
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 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.
Park:
Displays the park the invoice is being made under.
Changing this dropdown changes all elements on the invoice to the new park and will wipe the invoice completely. For most parks there will only be one option.
Origin:
Details wither the invoice was made offline or online.
This will default to offline for GemaPark invoices.
Source:
This is the How did you hear about us dropdown. For new invoices this defaults to Please Select and you can select an option from the dropdown list if you wish to. Generally it is not used for invoices.
Language:
Different languages can be stored on an invoice if configured to allow multi language in GemaPark. This then displays the invoices in the owners area and documents to the owner in the chosen language.
Stop Auto Emails:
If you do not want GemaPark to send any other auto emails (check-in, welcome letters etc) for one particular invoice tick this box and none of the auto emails will be sent.
Tax Point:
Defaults to the tax point set up in the admin settings.
Once an invoice is saved this cannot be changed.
You should not change individual invoice tax points unless you really need to.
Customer Details
Customer Name:
Shows the name of the customer the invoice is made for.
Reference:
The customer reference, the first part of the full reference field, unique to this customer.
Please Note:
Notes added under the customer summary are shown here but are not editable.
Billing Contact:
These are the contact details for the billing customer on the invoice. The billing contact can be different to the main customer and lead customer the invoice is made under.
The billing contact details can be edited using the blue edit button and a popup provided will show you all the editable fields for the customer record. The edit button will change the billing customer only, and if you only have one customer on the customer file this will change the main customer details.
We will always display the name, address and phone number for the billing customer here.
Customer +NEW
To add a new lead contact or billing contact, that is different to the main customer on the invoice, you can use the green +NEW button to create the record within the invoice.
This is useful if you have a company for example with different contacts that are used for billing.
You can potentially have a main customer and billing contact on one invoice that are two different people.
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: it is important to note that in order to bill meters, they must be set up as the correct extra type. This means you will be able to invoice for them properly when the correct options are added against the extra.
Discounts
Discounts:
These discounts are non-accommodation specific discounts. They are things like early payment discounts for example.
Select your discount from the dropdown list and click add.
The discount will automatically be priced for the date of the invoice.
You can manually change the value field here should you wish to.
Commission
Commission:
You can add an amount for commission for the owner on the invoice.
Booking Questions
Booking questions:
Any other invoice questions that are configured for your park are shown at the bottom.
Any compulsory questions will need to be marked on the booking form when saving. If compulsory questions are not answered the booking form will not save.
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.
Admin Notes
Admin Notes:
These are notes that you can add that will NOT be visible to the customer.
Notes added here can be private but they will only apply to this invoice. They will not appear on documents or invoices.
Balance Totals
Booking Total:
The total amount of the invoice.
Balance Amount:
The balance on the invoice.
This value never changes unless the invoice amount is changed.
Amount Paid:
If any money on the invoice has been paid this will show what has been paid here.
Balance Owing:
This is the balance owing on an invoice less any money paid.
This will update when money is paid off an invoice, like a deposit, or instalment payment.
Balance Owing Inc R. Deposit:
This is the balance owing on an invoice less any money paid, including the refundable deposit amount.
This will update when money is paid off an invoice, like a deposit, or instalment payment including the refundable deposit amount.
Total Price:
This is the total price of the invoice.
Before hitting calculate it will be 0 and once the invoice has been calculated or saved it will show a value.
Refundable Deposit:
This is the amount of refundable deposit on the invoice.
Before hitting calculate it will be 0 and once the invoice has been calculated or saved it will show a value.
Calculate:
Pressing calculate will work out the value of the invoice with all elements on.
You do not have to calculate an invoice. Pressing save will do this process for you and calculate the value on saving.
Save and Take Payment:
You can save the invoice and navigate directly to the payment screen to take a payment from the customer.
