(energy)Invoice reservations

The purpose of this article is to explain how the user can create invoice reservations in MXTS.

There are currently 2 flows of creating invoice reservations:

1. Generate energy invoices => This flow allows the user to generate energy invoices for a selection of owner yearround reservations, using the reservation batch update in Search reservations.

2. Create a linked invoice reservation to an owner yearround reservation. This flow allows the user to create an invoice reservation, for example related to owner services, from and linked to the yearround reservation, using the new option on the linked reservation tab.

Permission

1. Activate the following permission to allow the user to generate energy invoices

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How to generate the energy invoice reservation

As per the clients feedback and configuration, there are currently a few scenarios that we will support to generate energy invoices in MXTS,

1. Generate an energy invoice reservation to charge consumed energy only

2. Settle advance energy cost that is part of the yearround reservation. The advance energy cost will be part of the owner yearround reservation and paid by the owner based on the payment terms present in the yearround reservation. At the end of the year, generate the energy invoice reservation for used energy and settle the advance energy costs that is present and paid upfront via the owner yearround/seasonal reservation.

3. Generate the first energy invoice reservation, for example in the first month of the year, having the advanced energy cost only. Generate a 2nd energy invoice reservation at the end of the year to charge used energy and the option to settle with the advance paid cost of the first energy invoice reservation.

4. Create a task in the Notification manager to automate the sending of communication related to these invoice reservations.

Generate an energy invoice reservation to charge consumed energy only

1. Start with a mandatory selection of yearround reservations wherefore you want to generate an energy invoice. Mandatory in the selection is the Distribution channel.

2. Select all or a few yearround reservations if you want to generate the energy invoice for specific yearround reservations and click on the 3 dots on the bottom of your screen to open the reservation batch options and select Generate energy invoices.

3. In the pop up, select the invoice date and the payment term set you want to use for the energy invoice reservations.

4. Skip the part related to the Deposit and click on Generate invoices to start the batch update, you can wait or close the pop up and come back later to view the results.

5. The reservation batch update results and history can be find in the Search reservations menu under the options => Reservation batch history.

6. The new generated invoice reservation can be found via the Search reservations as well, using the filter Reservation type, select invoice reservation, and are now ready for sending. We also improved on the user interface by only displaying tabs/buttons related to these invoice reservations. Energy add-ons are displayed in the reservation, based on a specific setting related to owner yearround reservations.

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Settle advance energy cost that is part of the yearround reservation with consumed energy

It is also possible to let the owner pay an advance energy cost upfront to lower the cost for consumed energy at the end of the year. The advance energy cost can be part of the yearround reservation or single invoice reservations that do have the advance energy cost add-on booked. During generating the energy invoices, it will be possible to settle the used energy cost with the advance energy cost, paid upfront by the owner via the yearround reservation. The settled advance cost will then be part of the generated invoice for consumed energy. Recently, there are created new utility types for the Advance energy deposit cost and Settlement advance energy cost. It is very important that the configuration is updated correctly before generating the invoices via MXTS as in MXTS we have only implemented the new ones, meaning that utility type Other is no longer a valid utility type.

1. The first 3 steps are similar to the first scenario, follow those steps.

2. To settle the advance energy cost, activate the setting “Settle the invoice with your deposit”, that will add the specific settle add-on to the new generated energy invoice reservation, along with the consumed energy.

3. Next points are also similar to the first scenario, follow those steps.

How to create a new linked invoice reservation, manually

1. Open the yearround reservation wherefore you want to create a linked invoice reservation.

2. Go to tab linked reservations

3. Find the new button allowing you to start a new linked invoice reservation

4. Select the invoice dat and payment term set

5. Some important details are copied from the yearround reservation as DC/RC and customer details

6. Follow the flow to create the invoice reservation by adding applicable add-ons to the reservation and update the status. To recognize the applicable add-ons for the invoice reservation, the add-on should have a specific setting “Add-on used to charge costs to invoices for owner” activated and accommodation types valid for this add-on should be linked.

How to set up a task for sending communication related to invoice reservations

1. Create a new task in the Notification manager, select context reservation and choose your type of trigger

2. Open the create new conditions and add at least below condition

3. Add some other additional conditions as distribution channel, location etc.