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This guide will help you understand how to use balances/virtual rooms to manage services and products that you want to invoice but are not related to a booking. You'll learn how to add event balances, invoice services that will be paid later, and configure invoice details to suit your specific needs.

1. Navigate to Menu
2. Open the Balances / Virtual Rooms section.

Using balances or virtual rooms is helpful for managing services and products you want to invoice but are not linked to a reservation.
You can also use balances for invoicing events or transferring services from a reservation that will be paid after the check-out date.

Add Balances / Virtual Rooms

1. Click Add Balance and fill in the required information.
   • Balance Name: Add a name for the balance to easily identify it. This does not have to match the buyer’s name.
   • Buyer: Select the buyer type, either individual or legal entity. Use the search button to find the guest or company, and the add button if the guest or company is not in the system.
   • Restaurant: Check this option if you want the balance to be available in the restaurant as well.
2. Click Add to complete the addition of the balance.
    

Add Advance to Balances / Virtual Rooms

1. Click Edit next to the desired balance.
   Click the "+" button to the right of Add Advance to add an advance payment and fill in the required details.
   • Advance Name: Enter the name of the advance
   • Advance Name: Enter the name of the advance.
   • Advance Value: Enter the advance amount.
   • VAT Rate: Choose the VAT rate for the advance.
2. Select whether the billing is for an individual or a legal entity.
3. Click Add to finalize the advance payment.
4. The proforma invoice for the advance has been added and can be found in the Proformas section.,
5. Click Actions next to the proforma invoice for more options.

Add Products to Balances / Virtual Rooms

1. Click Edit next to the desired balance.
2. Click Add Product, select the product category, and fill in the quantity.
3. Click Add to complete the addition of the product.
4. The product has been added and is now reflected in the balance.

The Billing Process for Balances / Virtual Rooms

1. Configure the Invoice Details section.
   • Show Room: Choose whether to display the room on the invoice.
   • Show Period: Choose whether to display the stay period on the invoice.
   • Show Meal Type: Choose whether to display the included meal type on the invoice.
   • Invoice: Decide whether to issue an invoice or just a fiscal receipt.
     If all options are selected, the product on the invoice will be displayed in this format:
     "Accommodation with breakfast in room 102 for the period April 6, 2023 - April 8, 2023."
2. Select the buyer.
   This field represents the invoice holder, which is the same as the reservation holder. If you choose to issue the invoice to a legal entity, the company added to the reservation will be displayed here.
   1. Click Edit next to the buyer and select the buyer type.
      Individual: Search for the client or add a new one.
      Company: Select the company or click the "+" button to add a new on
3. Add the invoiced services.

• Service Type: Here, you can find services added in Extra Services & Products. By selecting a service from the available list, all invoiced products will be grouped under a single product line on the invoice with its name.
• Payment Method: Choose how the guest will pay for the services.
• Click Other Payment Method if the guest opts for multiple payment methods, e.g., part cash, part card.
• Paid In: Choose the currency for payment.
• Invoice: The system will issue the fiscal invoice, and on the cash register (if connected to the system), it will generate the fiscal receipt for any payment method except bank transfer.

To learn how to send the invoice directly to the client’s email or explore additional invoice-related options, access the  Invoices section.
 

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