Work with Invoices

You can generate invoices based on a reservation number, a booking date range, or both. For example, you can generate invoices for a specific reservation, a specific date range, or only the bookings in a reservation that occurred during a particular period.

You can also generate separate invoices for different charge categories, such as room charges and catering charges. This is useful when individual departments bill independently for the services they provide.

You can work with invoices for a single reservation from the Transactions tab in the Navigator or process multiple invoices from Billing > Invoices > Invoicing.

Generate an invoice

Before generating invoices, run the Billing Worksheet report to review charges.

  1. Do one of the following:
    • Open the reservation in the Navigator and select New > Invoice on the Transactions tab.
    • Select Billing > Invoices > Invoicing.
  2. Optional: Select a memorized invoice configuration.
  3. Review and update the invoice settings as needed.
Setting Description
Department Select the department creating the invoice. The department name and address appear on the invoice.
Reservation number Select a reservation or enter a reservation number.
Starting date / Ending date Select the booking date range to invoice.
Use specific times Invoice only a portion of the booking time period.
Invoice date Select the invoice date.
Due date Select the payment due date.
Buildings, Categories, Statuses, and Group Types Select the records to include in the invoice.

Invoice options

Option Description
Header message / Footer message Specify messages to print on the invoice.
Currency Select the currency used for charges.
Print comments Include reservation comments.
Print reminders Include reminders.
Print user defined fields Include user-defined fields and values.
Suppress reserved time Hide reserved times and show only event times.
Print item notes Include booking item notes.
Print zero priced items Include items with no charge.
Print item selections Include resource item selections.
Print header on each page Print the header on every page.
Suppress logo Hide the organization logo.
Print billing reference allocation Include billing reference allocations and percentages.
Print category subtotals Include category subtotals.
Display messages as HTML Show HTML-formatted messages when available.
  1. Select Generate.
  2. Review the generated invoices.

By default, invoices with a zero balance do not appear.

Review generated invoices

  • Clear Hide zero balances to view zero-balance invoices.
  • Select Preview to preview invoices before posting.
  • Select Filter to modify invoice criteria and regenerate invoices.

Post invoices

  1. Select one or more invoices.
  2. Select Final.
  3. Confirm the posting message.
  4. Review the final invoices.

After posting, EMS assigns invoice numbers, marks the invoiced items accordingly, and locks the associated bookings. To modify invoiced bookings, you must first void the invoice.

Bill at completion

Use Bill at Completion to suppress bookings from invoice reports until all bookings in the reservation are complete.

  1. Open the reservation in the Navigator.
  2. Select Edit.
  3. Open the Billing information tab.
  4. Select Bill at completion.

Reprint an invoice

You can reprint both voided and non-voided invoices. Reprinting does not recalculate invoice amounts.

  1. Select Billing > Other > Reprint invoices.
  2. Select a department.
  3. Enter an invoice number and select Add.
  4. Repeat as needed to add additional invoices.
Option Description
Invoices Select Non Voided or Voided invoices.
Format Select the invoice sort order.
First transaction date / Last transaction date Filter invoices by booking dates.
Print header on each page Print the invoice header on every page.
Print transactions Include related deposits, payments, and adjustments.
  1. Select OK.
  2. Review, print, export, or email the invoices as needed.

Void an invoice

You can void an invoice only if no payments have been applied to it. If payments exist, you must void those payments first.

  1. Select Billing > Other > Void invoices.
  2. Select a department.
  3. Enter an invoice number and select Add.
  4. If prompted, enter a reason for voiding the invoice and select OK.
  5. Repeat for additional invoices as needed.
  6. Optional: Select Preview to review invoices before voiding them.
  7. Select the invoices to void.
  8. Select OK.
  9. Confirm the action.

When an invoice is voided, EMS removes it from the Aging report and unlocks the associated bookings.

Understand calculations on invoices

Calculations are additional charges applied to billable items, such as taxes, service fees, or gratuities.

Unlike pricing, which is stored when an item is reserved, EMS recalculates calculations each time it generates an invoice or confirmation. If a reservation includes applicable calculations, EMS applies them during invoice generation.