Within a Booking/Enquiry - Invoice/VAT Receipt
Within the Payment tab of an enquiry, you can generate an Invoice/VAT receipt which can be sent out to the customer as an attachment.
Before doing so, please make sure the settings for this has been completed - details on how to set up this at a venue group level can be found here. If you need to set up the details of each venue individually, follow this guide.
To begin:
Head to the Payments tab and scroll down to the end of the page - you will see the Invoices section.
Click ‘Add Invoice’
Once added, you’ll see there are a few fields to fill out before downloading the file. These fields aren't mandatory, except those shaded in grey, which the system will auto-fill for you. However, as all fields will appear on the Invoice file, it's worth filling out as much as you can.
Here is an overview of each field, which all appear on the invoice:
> Date: The date this invoice was generated.
> Invoice Reference: This is the unique invoice reference code which is generated by the booking DMN-Reference number - It can be editable if you so wish too. This will generate after you have saved your invoice. Any changes made will update the reference number and create a Previous Revisions section where the previous invoice will show.
> Client Reference: this is the booking for a Summer, Christmas party, or another reference name they would need to have on file? If so, add it in here
> Customer: This will auto-fill the first and last name from the booking details tab
> Company: The Company name and address will auto-fill if this has been entered into the Company & Address field, located in the Booking Details tab.
> Street/City/Postcode: The customer's address details, or their company's address details
Once you’re happy with the above fields, you can start adding items and build up the invoice:
> If you have already added pre-order items, you will an option to ‘Add Pre-Order Items’, Collins will then pull through the total amount of everything in the Pre-Orders tab - which will be divided into the three different types; Food, Drink and Other.
> Each will be automatically ticked as taxable. However, you can simply untick the box if any of the types aren't taxable. Service Charge, if inputted in the Pre-Orders tab, will default to not being taxable in the invoice.
> If you need to add another item that wouldn't normally be listed in your pre-orders, for example, "a Karaoke Machine", you can simply click on ‘Add Item’ and input the name and price, and whether it's taxable or not - this will also appear on the file once it's saved in Collins.
> You can also add any payments which have been added to the Payments tab and which have been made towards this booking. This gives you and your customer the visibility of what has been paid towards this booking and what is outstanding, either before the booking date or on the day/night of the booking.
This will default to not being taxable, but like with the other items, can be ticked to be included.
Please note, when you add a payment, you have the option to add a note. If you don't add a note at this point and you pull this payment to the invoice, you will be prompted to add a note for this payment under Item Description where it says, 'Please fill in'.
Once you’re happy with the listed items, you will need to SAVE the enquiry/booking to generate the Invoice. By clicking ‘Generate Invoice' at the bottom of the screen, a pop-up will appear like below:
> By default, the deposits paid will be subtracted from the Gross Amount to give you a total amount that is due, but if you don’t want this to be included, you can choose not to by unticking the "Show amount due" at the top.
> You can also choose 'This invoice is a copy' if you are adding a duplicate receipt. This will add COPY to the download.
> You can choose to either download the Invoice into a CSV file or a PDF. By clicking PDF, all the relevant fields will be included for you and the logo which appears in your settings will be present at the top of the page. Terms and Conditions, Company name and other fields at the bottom of the page can be updated in your Invoicing Settings.
> By clicking CSV, the same details will appear in an Excel and you can edit and format it as you wish.
Previous Revisions
Once an invoice has been created, it will save against the booking/enquiry. If you need to generate a new invoice or make any changes, this will create a new reference number(by increasing the last number by one) and put the previous invoice into the 'Previous Revisions' section above. This will show when this invoice was created and any extra details. You can also print previous invoices.
To see a video tutorial on generating an Invoice/VAT Receipt, please click here and watch from 01:03 - 03:39.