Raise an Invoice

An invoice can be created incorporating all the checked transactions in the Invioice Transaction list. All items are checked by default so deselect the items you do NOT want to be invoiced.

You would deselect an item if it is to appear in another invoice or you could deselect a number of debits and credits that would total to $0. That is, you could deselect those transactions that are equal debits and credits if you don’t want them to show on the invoice. For example, in the screen shot shown at Invoice Transactions, you could deselect the first two items as they are a debit and credit of $150 which total to $0 and don’t need to be shown on the invoice.

It is assumed that you have logged into iBex and have accessed the Invoice Transactions screen.

Step

Action

From the Invoice Transactions screen, uncheck any items not to be included on the invoice.

Click the Create Invoice button in the top part of the Booking Transaction screen and you will be asked to confirm this action - click OK to confirm.

This will result in the Create Invoice screen being displayed as shown in the screen shot example below.

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Initially the Invoice Name and the Address fields will be blank. To populate them automatically, click on the Invoice To which will show both agent and guest as options if an agent made the booking or guest only otherwise. Select the guest as option and the guest’s details will be added to these fields.

The only items editable are contact details and comments. Invoice descriptions are not editable and if need to be changed you must delete this invoice and return to the Invoice Transactions screen and edit as required there.

In this example, the debit and credit entries of $150 as shown at Invoice Transactions were not checked so as not to be invoiced.

Make any changes to the editable fields and click the Save button. This will create an invoice number and will cause some new function buttons to appear as follows:

Save – Save any further changes to this invoice.

View/Print – Will bring up a printer friendly version of the invoice for printing.

Payments – Allows you to enter payments against this invoice as described at Record an Invoice Payment.

Delete – Allows you to delete this invoice which will result in the transactions appearing in this invoice being released back as un-invoiced transactions in the Invoice Transactions screen. Note that you will be asked to confirm this action.

Back – Will take you back to the Invoice Transactions screen and will show any outstanding transactions that are still to be invoiced and can be assigned to a new invoice.