1.2.2. INVOICING GROUP Basic Table

Invoicing groups are special charge groupings including charges of different nature, and developed for charging to the correct payer the different services provided to a guest.

We have already discussed the charges groups in the previous pages, in particular, the product groups, which are essentially macro categories of charges used for managing automatic payment conditions on a reservation (e.g.: all the accomodation charges charged to the agency).
Besides these product groups, it is possible to define also the so-called ‘invoicing groups’, useful when the dispositions received by the reservee about the payment do not comply with the product grouping criteria, but try to charge to the same account more charges of different nature and belonging to different sectors (e.g.: all the accommodation charges + city tax charged to the agency):

Here is a list of similarities and differences between the two types of ‘charge groups’:

In the following pages, we explain how to modify the setting of the basic table of such invoicing groups:

INSERTING A NEW INVOICING GROUP

• Place the cursor on the first empty row available in the Invoicing type form.

• Code field: enter an identification code for the charges group. The code cannot consist of more than 5 characters, alphabetical.

• Description field: briefly describe the charges to be included in the group.

• Order field: specify the most suitable display order for viewing the record in the general list.

• Click the button indicated to save.

For the specification of the items to be included in the group, see note 2.

SPECIFYING THE COMPOSITION OF AN INVOICING GROUP
Each invoicing group recorded can include one or more product charges of mixed nature, chosen at the discretion of the user.
To conclude the setting of an invoicing group, it is necessary to include in the same all the charge items of concern, so that they can all be automatically sent by the system to the same account.
Here we explain how to proceed:

• Select, from the ‘Invoicing type’ table on top, the invoicing group to be specified.

• At the bottom of the screen, two tables are proposed:
  • On the right: ‘Off invoicing charges’, summarising all the charge items available to the hotel and currently not included in the selected invoicing group.
  • On the left: ‘Invoicing’, including all the charge items available to the hotel and currently included in the selected invoicing group.
    Scroll down the list on the right: to move the selection of items to the table on the left, double click on the records.

• At the end of the operation, click the button indicated to save.

MODIFYING THE COMPOSITION OF AN INVOICING GROUP
If you wish to modify or correct an existing invoicing group, and thus discharge some charge codes from the invoicing classes of origin, proceed as indicated:

• Select, from the ‘Invoicing type’ table on top, the invoicing group to be corrected.

• At the bottom of the screen, two tables are proposed:
  • On the right: ‘Off invoicing charges’, summarising all the charge items available to the hotel and currently not included in the selected invoicing group.
  • On the left: ‘Invoicing’, including all the charge items available to the hotel and currently included in the selected invoicing group.
    Scroll down the list on the left: to move the selection of items to the table on the right, double click on the records to be discharged from the group.

• At the end of the operation, click the button to save.