FAQ invoicing and invoices

It is possible the created invoices (also referred to as 'snapshots') are not created as expected. In this article, an overview of scenario's and solution is provided. 

When are invoices used?

Invoices are mostly used in B2B contexts, when business customers require an invoice for payment. In most B2C scenario's, the default way for communicating due amounts (booking confirmation, payment overview based on instalments) is applicable and most efficient.

What is the difference between instalments and invoices? 

Instalments are dynamic and may change as the booking changes. Invoices are more strict and require the creation of new invoice in case of changes. Both principles will lead to communicating an amount payable to the guest. 

What is the difference between single and periodical invoice? 

Single invoice functionality is ideal to sent a single invoice covering the complete reservation, irrelevant of its duration. For any change which occurs next, a new single invoice can be created and sent. Periodical invoicing functionality is ideal for longer bookings (stay period > 1 month) for which a monthly (or other frequency) invoice is sent with a fixed issue schedule. It depends on the business context which invoicing structure should be selected and which invoices should be created. 

Can I create a single invoice if I created periodical invoices earlier? 

No, this is not supported. If periodical invoices are created, always invoice changes in a booking with re-generating periodical invoices.

Can I create a single invoice for Customer bill and periodical invoices for Paying Customer bill? 

No, this is not possible. Only 1 paymentterm set can be selected for a reservation. 

How do I know if an invoice is sent or not? 

Invoices have a validation status, which indicates the status. Statusses used are: Unvalidated, Valid, Sent, Never to be sent. An invoice is created as unvalidated, after which the user will update the invoice to Valid in case the data is correct. When the invoice is sent, the status is automatically updated to Sent.

I cannot create periodical invoices for my new reservation?

Please check 1) if the paymentterm set for periodical invoices is selected in the reservation, for the correct payer type. If this is the case, then 2) check if paymentterm set configuration for the reservation distributionchannel is correct.

I created a single invoice and now want to proceed with periodical invoices in this reservation?

It is not possible to start with a single invoice and proceed with periodical invoices. The single invoice should be removed (if not sent yet) and periodical invoices should be created from the start. If the single invoice is sent already, a new booking should be made for the change which required periodical invoicing.

I created periodical invoices, but my reservation changed. What do I do? 

If periodical invoices are created and a booking is changed, the user is able to re-generate periodical invoices using the same flow as when invoices are created for the first time. The system will remove periodical invoices which are not Sent yet and create new periodical invoices as per the changed reservation. If a change is relating to a period for which the invoice is sent already, the system will create a separate credit invoice for the change. A change can relate to reserved resources or booking duration. In case periodical invoicing is selected in a reservation, the user should always create new invoices via the periodical invoicing functionality. 

Is a credit invoice generated if the reservation is shortened? 

Yes, if the shortening of the reservation relates to a period which is already invoiced, a credit invoice is generated. If the invoice for the period including departure date is not sent yet, the system will simply create a new invoice based on the updated departure date.

I would like select a different issue date and/or due date from the dates which are added when generating the invoice?

It is possible to change issue date and/or due date upon creation of the invoices, so the dates are different from the default dates as per payment term set configuration.

I would like to sent the first periodical invoice rightaway when the reservation is made?

When creating periodical invoices, the issue date can be adjusted per invoice, if required. 

I create a single invoice for a change in a reservation, but the invoice and/or resource start- and enddates are not as expected

It is development in progress in single snapshot functionality, and it is known an issue can arise specifically in following scenario for adding a new resource: 

• Resource startdate IS reservation arrival date AND resource enddate IS NOT reservation departure date
• Resource startdate IS NOT reservation arrival date AND resource enddate IS reservation departure date

Note: The single snapshot functionality works correctly as expected in the following scenario:

• Resource startdate IS NOT reservation arrival date AND resource enddate IS NOT reservation departure date
• Resource startdate IS reservation arrival date AND resource enddate IS reservation departure datea

The resources and/of amounts in the invoice are not as expected? 

In case resources, resource dates or resource amounts are not as expected, please contact Maxxton Support.