Adding a new invoice

In the Menu:

1. Locate the customer in the Customer/Pet List or search for the customer. Once found, click the New Transaction button to load the Transaction form.
2. Complete the entry of the invoice as described in the next section.
3. Save the invoice when finished.

To invoice an existing booking in a Calendar:

1. Right click the booking and choose the Create Invoice menu option, OR single click the booking and click the Create Invoice ribbon option. The Transaction form will be opened.
2. Set the “Type” drop-down to “Invoice”, and change the “Date” field if required.
3. The booking selected in the calendar will be automatically ticked to be included in the invoice, you can also tick other bookings of the customer to be included as well. They will appear shaded yellow when selected for the invoice.
4. If the invoice will include purchases of any products or prepaid credit items, then select the item in the “Description” drop-down of the Retail Sales section, and change the quantity, retail price, or enter a discount if you wish. You can also select an item with a barcode scanner by clicking in the “Serial / Part Nbr” field and scanning the item’s barcode. A serial number can also be keyed into the field to bring up the item required. Move off the row in the Retail Sales grid to add the item to the invoice. Note: You can create refunds for previous product purchases by making the quantity a negative number, this will make the invoice become a credit for the customer.
5. You can enter any notes on this transaction using the “Notes” drop-down, untick “Show Notes on Invoice” if you do not wish these to appear on the printed invoice. If the customer has an outstanding balance which you wish to add to the invoice, tick “Include Previous Balance” to add it into the total. If the customer has paid a tip you can enter this amount into the “Tip” field.
6. If the customer makes a payment for the invoice, select the “Payment Method”, enter a reference number (e.g. credit card authorization number) if required, and enter in the payment amount. Payment by two different methods can be entered by ticking the “Split Payment” checkbox, and entering in details of the second payment. Note: If you have a Cayan merchant account (USA only) you should process the payments at this point, see the Processing Payments (USA) topic for further information. You can also define a payment method to add a surcharge when it is used, for example to make the customer pay the transaction fee when a credit card is used. This is setup in the Data Lists form, under the Payment Methods type – enter the % to be added in the Surcharge field. When used, this % of the payment amount is added to the total due and displayed in the transaction’s Payment Surcharge field.
7. To link existing payments to the invoice (for example, if a deposit was paid by the customer from which a payment record was previously created), click the Select Linked Payments button. This will display a grid of existing payments, tick the “Select” tickbox to include the payment(s) you require on the invoice. The “Linked Payments” field will display the total of the payments that are linked. You can also create a new payment linked to the invoice by clicking Add Linked Payment. Note: If you have ticked a boarding booking to be included on the invoice that has deposits linked to it, these deposits would already have been linked for you.
8. If payments are more than the invoice total, the difference will be shown in the “Change” field. If this is a non-zero amount but the customer chooses not to receive the change, you can have this total added to the customer’s balance by ticking the “Add Change to Balance” checkbox. Alternatively click “Manual Change” to adjust the change amount, with the remaining being put towards the customer’s balance. If the invoice is fully paid and the balance equals zero, the invoice will be set to “Completed”.
9. Click the Save button to save the invoice. The customer’s “Current Balance” will be updated accordingly if the invoice isn’t fully paid or change is not returned to the customer.
10. Clicking the Preview button previews the printed invoice, or clicking Print will print the invoice immediately. Alternatively the Email button exports the invoice to PDF format, and emails the PDF to the customer’s email address. The subject and content of the email is specified in the “Emailing of Transaction” section of the System Options – Invoicing tab.
11. Click OK to close the Transaction form.

In the Customer flyout:

1. Locate the customer in the Customer/Pet List or search for the customer. Once found, double click or hit the ENTER key to open the customer flyout. Click the Transactions tab.
2. Click Actions – New to open the Transaction form.
3. Complete the entry of the invoice as described in the previous section.
4. Once finished, click OK to close the Transaction form.

Note: If you have the “Set Bookings to Completed when added to an invoice” option set in the System Options – Invoicing tab, then any bookings will have their status changed to “Checked Out and Completed” if their status is “Future Booking” or “Checked In”.