Overview of Billing in EMS

Billing in EMS consists of two primary tasks:

• Generate invoices
• Process payments and adjustments

Generate invoices

You can generate invoices by reservation number, date range, or both. For example, you can generate invoices for all bookings in a reservation that occurred during a specific period.

After you generate an invoice, EMS tracks the amount due and the age of the invoice.

Process payments and adjustments

Use the Payment entry function to record deposits before invoicing and to enter payment adjustments.

Review billing information

Before generating invoices, you can run the Billing Worksheet report to review booking charges. Use the report to identify pricing discrepancies and make any necessary corrections to bookings or booking items before invoicing.

Understand departmental billing transactions

EMS batches financial transactions by department.

For example, if a user in the Scheduling department applies a deposit to a reservation, the deposit appears on confirmations generated by users in the Scheduling department. Users in other departments do not see that deposit on confirmations.

Similarly, invoices generated by a department appear on the Aging report only when that report is generated for the same department.

Understand invoice and payment dependencies

When you invoice a reservation or booking, EMS applies any deposits previously recorded for the reservation. After EMS applies the deposit, it no longer appears on the confirmation.

When you invoice an event, EMS locks the event and prevents further changes. To edit the event, you must first void the invoice.

You cannot void an invoice that has payments applied to it. You must void the associated payments before you can void the invoice.

Use adjustments to balance transactions

Use adjustments to reconcile small payment differences and maintain accurate financial records.

For example, if you generate a $102 invoice and receive a $100 payment, you can enter a negative adjustment for the $2 difference instead of requesting an additional payment.