Managing Invoices

Invoices are essentially billing documents that detail the financial transaction between the restaurant and the customer (or sometimes a third party like an event organizer). They serve as a formal record of payment for services rendered. Events allows you to build invoice templates within the administrator panels, and here we walk you through how to raise an invoice for your customers booking.

If you do not have invoice templates created, you can find out how to this under the Events Central Reservations, and in Invoice Configurations.

Create an Invoice

Follow these steps to create an invoice:

1. Open a booking and navigate to the Invoices tab

2. Click New Invoice

   

   A blank invoice template is displayed

   

3. Enter the following fields, where applicable:

   Field	Description	Additional Information
   Manually Entered Fields
   Invoice Name	This field is the header of the invoice	It is a mandatory field and has a character limit = 50 characters maximum: 1 character minimum
   Item	This field is the name of the product (item) on sale (e.g. menu name)	You can add more than 1 item
   Quantity Value	This field is the amount of people associated with an item	It is a mandatory field and supports only numerical values from -100000 to 100000
   Unit Price Value	This field is the price of an item	It is a mandatory field and supports only numerical values from 0 to 100000
   VAT Rate	VAT rates are displayed in a drop down list format	The VAT rates available in the drop down are configured in the invoice template configured on Events Admin You can select only one VAT rate per item
   Discount Value	This field is the discount amount that the Host app wants to give to the client	It is an optional field and supports numerical values only The discount amount applies to the Total amount due only
   Payment Due Date	Date the payment is due	This is a mandatory field
   Client Reference	This field can be used to insert a reference number used by internally by the client	This is an optional field designed for Host users It supports both alphabetic and numerical values
   Billing Address	Address to be displayed on the invoice of the client	The following fields are mandatory: Name | Street | City | Postcode
   Automatically Generated Fields
   Sub-Total (Excl. VAT)	Automatically calculated based on quantity and unit price value per item
   Total Amount	Automatically calculated based on the sub-total and VAT amount per item
   Total (Excl. VAT)	Automatically calculated based on the sum of all sub-total
   Total Amount Due	Automatically calculated based on the sum of all total amount
   Invoice Reference	Automatically generated based on [Year],[INV], [Site ID], [Sequential Numbering]	Example: 2023/INV/1/001 2023 = Year INV = Invoice 1 = Site ID 001 = sequential numbering
   Invoice Creation Date	Automatically generated by the system on the date which the invoice is created
   Booking Date	Based on the booking date field

4. Click Save

   Once all mandatory fields are filled by the Host app user, the invoice must be saved to view a PDF version. All fields are locked and the invoice cannot be edited

View Invoice PDF

Follow these steps to download the PDF invoice:

1. Click View Invoice PDF

   This automatically downloads the file on your computer

   

Log a Payment for Invoice

To log a manual payment for an invoice, an invoice must already have been created.

Follow these steps to log a payment:

1. Click Log an Invoice Payment

   

   The log payment window will be displayed

   

2. Complete the following required fields:

   • Payment Type

   • Payment Value

   • Payment Date

   • Reference Number

   • Comments

   Conditions for logging a payment:

   • All payment fields are mandatory

   • Overpayment cannot be logged (payment is greater than the total amount due on the invoice)

   • No negative values can be logged as a payment

   • You can log more than payment

3. Click Save

Other Invoice Activities

Read an Invoice

All invoices created for a booking are displayed on the invoice tab.

This view gives the user a global view of the invoices and its details:

• Name of invoice

• Amount Due

• Remaining to pay

• Status

• Invoice Number

• Due Date

• Created Date

To view details of an existing invoice, the user can click on the invoice name and will be re-directed to a read-only view of the invoice

For an invoice you can:

• Mark as Paid

• Cancel an Invoice

• View Invoice PDF

• Edit an Invoice

Mark an Invoice as Paid

To mark an invoice as paid, the remaining pay value must be 0.00.

Once the ‘Mark as paid’ checkbox is selected, the status of this invoice is updated to ‘Paid’

Cancel an Invoice

To cancel an invoice, you can click ‘Cancel Invoice’ button and a cancellation popup appears.

On click, a cancel warning popup appears, and you are requested to insert a mandatory cancellation reason.

Once a reason has been provided, you can proceed with the cancellation by clicking on ‘Yes, Cancel’ button.

After confirmation, the invoice is status is changed to ‘Cancelled’ and on the invoice tab, the invoice is strike-through.

If you would like to see details of the cancelled invoice, you can click on the invoice name and a read only view of the invoice with pre-filled information will be displayed.