Billing

Billing screen

The Billing tab on the Reservation screen has three sections,

1. Charges & Discounts
2. Payment & Refunds
3. Billing Details

Charges & Discounts

To add a service, product sale or discount to the Reservation bill.

How to add Charges or Discounts in Billing Screen

1. On the left side of the billing, under the “Charges & Discount” section, it will contain the account codes for charges and discounts. 
2. Choose the account code from the dropdown or by clicking on the search magnifier or type the account code or name on the textbox. 
3. Update the quantity and/or price and click on the Save button.

How to change the invoice date of a charge or payment in the Billing Screen

1. In the top of the billing screen, change the invoice date. 
2. Add a charge or payment and it will track the invoice date in the billing line item as the date changed in the invoice date. 

To create or modify any Account Code item in the Charges & Discount dropdown

1. A new Charges can be added or existing charges can be modified/ disabled/ deleted under the Setup >> Front Office >> Inventory Items. Refer this help document, https://help.easyinnkeeping.com/documentation/account-code-setup/
2. A new discount can be added or existing discount can be modified/ disabled/ deleted under the Setup >> Front Office >> Discount. Refer this help document, https://help.easyinnkeeping.com/documentation/discounts-setup/

Payment & Refunds

Difference between saving and processing a card in Billing Screen

Save – The save option can be used when recording a cash or check payment.   If payment processing is NOT activated, the Save option may be used to record a credit card payment on the bill. 

Process –  The Process button is activated when your Easy Innkeeping property is connected with a payment gateway like Authorize.net, Stripe, Square,  etc. Select a credit card payment or deposit item, enter amount and click on the “Process” button to complete payment transaction. 

Processing Credit Card Payments in the billing screen

All credit card payments are processed from the Billing Screen.

1. If the credit card information was already saved on the reservation screen, it will auto populate on the billing screen.  If not, enter the credit card information.
2. Under the “Payments & Refunds” section, choose the account code from the dropdown or by clicking on the search magnifier or type the account code or name on the textbox. 
3. Enter the amount and click on the “Process” button.
4. If the credit card is processed successfully, a message will appear on Easy InnKeeping that says, “Credit Card Processed successfully.” It will add a payment line to the bill with the transaction ID.
5. If the credit card processing failed, a message from the payment process will appear (“Invalid Card,” “Insufficient Funds,” “Wrong Address,” or “Internet Connection Failure.”)
6. For reservations receiving payment from two or more different credit cards, click on “Additional Payee” to add another cardholder’s name, ZIP, credit card details and amount. Click PROCESS for that payment. 

Void Credit Card Payments

If a credit card payment was processed in Easy Innkeeping within the last 24 hours before the ‘Batch Time’ (typically 5 pm), you have the option to void the payment.

7. To void the payment, click on the “Void” button on the same line of the payment row is created. This will void the full payment which was processed. On successful void, a confirmation message will be displayed and the payment row will be removed and the initial transaction is voided. 

Issue Credit Card Refunds

8. To refund the partial payment, click on the “Refund” button on the same line of the payment row is created. It will pull the details of the payment under the “Payments & Refunds” section. Enter the amount to be refunded and click REFUND to process. 

9. Once the refund is successful, a refund row will be created on the billing line items with a transaction ID as confirmation.

Please note that the amount of the refund must be the same or less than the actual payment amount

How to SAVE Payments and Refunds in the Billing Screen

This option should ONLY be used if you don’t have payment processing activated.

1. Under the “Payments & Refunds” section, choose the account code from the dropdown or by clicking on the search magnifier or type the account code or name on the textbox. 
2. In account codes, there are two separate categories for payment and refunds. Example, 112 – Visa Card Payment and 113 – Visa Card Refund and similarly for other payment types like MasterCard, Discover etc.  
3. Enter the amount and click on the “Save” button. 

TAX EXEMPT

Tax exempt in the Billing Screen

Under the action column, for each tax or lodging tax row, there will be a “Tax Exempt” checkbox. Check the checkbox to exempt the tax and uncheck it to add the tax again. When the tax is exempted, the amount will be shown as 0 in the billing and when printing the invoice the tax row will not be displayed. 

Print and Email Invoice or letter

1. In the billing screen, at the bottom of the screen, click on the “Print/ Invoice Email” button. 
2. In the popup, choose the invoice or letter to be printed. 
3. Click on the Print button. 

4. Types of reservation invoice print,

1. Reservation Invoice – Shows the room charges as cumulative charge. 
2. Reservation Invoice – Daily Room Split – Show the room charge as a nightly rate. 
3. Reservation Invoice – Room Split – Shows the room charge of each room separately. 

How to send an email invoice in the Billing Screen

1. 
   
   1. At the bottom of the billing screen, click on the “Print / Email Invoice” button. 
   2. Choose any invoice type from the dropdown. 
   3. Click on the “Email Invoice” button to open up the email invoice window. 
   4. In the email invoice window, click on the “Send” button.