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 each venues details individually, follow this guide.

To begin, head to the Payments tab and scroll down to the end of the page - here you will see ‘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: 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 in 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. See Guide.

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. By clicking ‘Add Pre-Order Items’, Collins will 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.

As well as adding the pre-order items, 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'.

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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. 

  


Enquiries Page FAQs

  1. Collins Dashboard - Overview
  2. Collins Dashboard - Internal team notifications
  3. Enquiries Page - Sorting enquiries & bookings
  4. Enquiries Page - Enquiry List
  5. Enquiries Page - Booking Status Explained
  6. Enquiries Page - What does it mean to 'Take' an enquiry?
  7. Enquiries Page - How do I manually add a new enquiry?
  8. Enquiries Page - Assigned to me/Assigned to anyone
  9. Enquiries Page - Search Bar
  10. Enquiries Page - Filtering enquiries & bookings
  11. Enquiries Page - Downloading Large Enquiry Data Downloads
  12. Enquiries Page - CSV Download
  13. Enquiries Page - What is the 'Download' button for?
  14. Enquiries Page - Finding out which bookings were a 'No Show'
  15. Enquiries Page - Find a current booking/enquiry
  16. Enquiries Page - Find a colleague's 'In Progress' enquiries
  17. Enquiries Page - Notification Centre Explained
  18. Enquiries Page - Keeping your Notification Centre up to date
  19. Enquiries Page - Email bounced notification
  20. Enquiries Page - Where do I see any 'Special Requests' a customer made when making an auto-confirm booking?
  21. Enquiries Page - How can I see my Confirmed bookings?
  22. Enquiries Page - Sent Messages
  23. Enquiries Page - Change History
  24. Within a Booking/Enquiry - Customer Details
  25. Within a Booking/Enquiry - Why can’t I save this booking?
  26. Within a Booking/Enquiry - Can I manually enter a booking in 1 minute intervals? I.e. 19:04
  27. Within a Booking/Enquiry - Why can I only see the booking details and not the customer details for this booking?
  28. Within a Booking/Enquiry - Marking enquires as over the phone/from email/from a third party
  29. Within a Booking/Enquiry - Tag a booking with a Source (3rd Party, Over The Phone, From Email etc...)
  30. Within a Booking/Enquiry - Booking Details
  31. Within a Booking/Enquiry - Default Duration
  32. Within a Booking/Enquiry - Booking Prompts
  33. Within a Booking/Enquiry - Additional Details
  34. Within a Booking/Enquiry - Commission Box
  35. Within a Booking/Enquiry - Set Up Requirements
  36. Within a Booking/Enquiry - Assign to Areas
  37. Within a Booking/Enquiry - Area Search/Smart Space Finder
  38. Within a Booking/Enquiry - Adding internal or run sheet notes to a booking
  39. Within a Booking/Enquiry - Adding packages/pre-orders & minimum spends to a booking
  40. Within a Booking/Enquiry - Allocating a seat number to your customer orders
  41. Within a Booking/Enquiry - 'Other Payment' - Recording payments not made using Collins Pay
  42. Within a Booking/Enquiry - Invoice/VAT Receipt
  43. Within a Booking/Enquiry - Sending emails to your customers
  44. Within a Booking/Enquiry - Sending attachments in emails
  45. Within a Booking/Enquiry - How do I stop the follow-up email being sent to an individual booking
  46. Within a Booking/Enquiry - Remove customer requests from confirmation emails
  47. Within a Booking/Enquiry - Booking History
  48. Within a Booking/Enquiry - Create a run sheet (function sheet) for one booking
  49. Within a Booking/Enquiry - PRINT button (function sheets)
  50. Within a Booking/Enquiry - How do I sort the pre orders on my function sheet by course?
  51. Within a Booking Enquiry - Formatting your Pre-orders on your Function Sheet
  52. Within a Booking/Enquiry - Duplicating/copying a booking
  53. Within a Booking/ Enquiry- Adding Bookings to Multiple Dates
  54. Within a Booking/Enquiry - Sections explained
  55. Within a Booking/Enquiry - Compiling and Sending a Contract
  56. Within a Booking/Enquiry - PRINT Button/Function Sheet (Dietary Requirements and Order Comments)
  57. Within a Booking/Enquiry - The importance of using Labels
  58. Within a Booking/Enquiry - Set yourself a reminder
  59. Within a Booking/Enquiry - Adding an Actual Spend/Guest Amount after the booking has taken place
  60. Within a Booking/Enquiry - Find a Customer
  61. Within a Booking/Enquiry - Customer Profile
  62. Within a Booking/Enquiry - Has the customer signed up to your newsletter?
  63. Within a Booking/Enquiry - How to update a customers marketing permission

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