Quick Reference Guide: Billing and Invoicing

Use this quick reference to complete common billing and invoicing tasks in Desktop Client Web.

Run the Billing Worksheet to review charges

After a billing cycle is complete, run the Billing Worksheet to review reservations with charges that have not yet been invoiced.

1. Select Billing > Invoices > Billing worksheet.
2. Select the previous billing cycle.
3. Select Print preview.

Edit charges on reservations

1. Open the reservation by using the reservation ID from the Billing Worksheet.
2. Add or update billable items as needed.
3. Review pricing in the booking details pane.
4. Edit the booking detail to manually update pricing if necessary.
5. To apply a different pricing plan, select Update pricing at the reservation level.
6. Select a new pricing plan.
7. Select the appropriate category, and then select Next.
8. Select the applicable bookings, and then select Finish.

Invoice reservations in batch

After you correct reservation charges, generate invoices in batch.

1. Select Billing > Invoices > Invoicing.
2. Select the same date range and filter criteria used for the Billing Worksheet.
3. Select Generate.
4. Select the transactions to invoice.
5. Select Preview to review the invoices.
6. Select Final, and then confirm the posting and printing prompt.
7. Review the generated invoices and close the preview window.

Run the General Ledger Distribution report by invoice

Use the General Ledger Distribution report to review journal entries for the billing period, including billing reference numbers, revenue accounts, and transaction amounts.

1. Select Billing > Reports > General ledger distribution.
2. If this is the first time you are running the report, configure the following settings:

Date range tab

• Department – Use the department assigned to your account.
• First transaction date and Last transaction date – Select the dates on which the batch invoices were created.
• Group – Select (all).
• Format – Select By Invoice.

Group types tab

• Move all invoiced group types from Available to Selected.

Options tab

• Currency – US Dollars.
• Invoices with payments only – Cleared.
• Show applied deposits/pre-payments – Cleared.

3. Select Memorize to save the report configuration.
4. Select Print preview.

You can also use this report to create journal entries in your financial system. Billing reference numbers represent the accounts to debit, and account values represent the revenue accounts to credit.

Apply payments in batch

Optionally, record payments in EMS after posting journal entries.

1. Select Billing > Payments > Payment entry.
2. Select New.
3. Complete the following fields:
   • Transaction type – Payment.
   • Payment type – Internal Transfer.
   • Check no. – Optional journal entry number.
   • Amount – Total payment amount.
   • Invoice no. – Invoice number from the General Ledger Distribution report.
   • Notes – Optional tracking information.
4. Select OK.

Void payments and invoices

You must void the most recent transaction on an invoice before you can void the invoice itself.

Void a payment

1. On the Transactions tab, select the payment.
2. Select Void.
3. Enter a reason.
4. Select OK.

Void an invoice

1. Select the invoice.
2. Select Void.
3. Enter a reason.
4. Select OK.

Departments can restrict how long users can void transactions. For example, if the limit is 365 days, users must void invoices within one year of the invoice date.

Additional billing reports

Statements

Create customer-facing statements that show original invoice amounts and remaining balances.

Billing > Reports > Statements

Aging report

Review outstanding balances and identify accounts that are current, 30 days overdue, 60 days overdue, or 90 days overdue.

Billing > Reports > Aging report

Billing queries

Create custom billing reports by using Query Builder. When you select billing as the filter type, transaction fields become available as filters and display fields.

Reports > Queries > Query builder