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This guide will help you understand and correctly implement the invoicing process in the Pynbooking system, whether it's invoicing accommodation and extra consumption services from bookings or managing balances and advances. You'll find detailed explanations and clear steps for every billing scenario, including special situations and practical solutions. Regardless of the complexity of the case, this guide will provide you with the necessary information for efficient and compliant use of the system.

• Invoicing from the Reservation Folio: From here, we issue invoices for accommodation nights and services consumed by a guest who has a reservation in the system. This includes all costs associated with the stay and the services used by the guest.
• Invoicing from the Balance Folio: This invoicing method is used to issue invoices for customers who do not stay overnight but use additional services offered by the property, such as a festive dinner or a conference (if the events module is not used).

Issuing an Invoice from a Reservation Folio

In the Folio, or the reservation’s cashier, you will find the accommodation rate for each reservation, except for those under Protocol.

Additionally, you will find the services consumed by the guest, which were entered by the reception or sent from the restaurant.

To issue an invoice from a reservation’s Folio, follow these steps:

1. Access the Folio for the reservation. Here you will find the guest’s account, which includes all the services and products they consumed.
2. Select the services and products to be invoiced. Check the box ☐ next to the service.
3. Configure the invoice details. In the Invoice Details section, you will need to choose:
   • Display Room? Decide whether or not to display the room on the invoice.
   • Display Period? Decide whether or not to display the accommodation period on the invoice.
   • Display Meal Type? Decide whether or not to display the type of meal included on the invoice.
   • Invoice? Choose whether to issue an invoice or just a fiscal receipt.
     📌 Note: If you select Yes for all options, the product on the invoice will appear in this format: “Accommodation with breakfast in room 102 for the period 06 Apr 2023 - 08 Apr 2023.”
4. Select the buyer. In this field, the invoice holder is the same as the reservation holder. If you choose to issue the invoice to a legal entity, you will find the company added to the reservation.
   ❗ If you want to issue the invoice in another name, follow these steps:
   1. Click Edit next to the buyer and select the buyer type.
   2. For an individual, search for the client or add a new one.
   3. For a company, choose the company or click the "+" button to add a new one.
5. Invoice the services.
   1. Select the Service Type from Extra Services & Products > Tourist Packages if you want to group all products under a specific package.
   2. Choose the Payment Method. If the guest chooses to pay using multiple methods, click Other Payment Method. In the window that opens, enter the partial payment amount and click "+" to add a new payment method.
   3. Select the currency in which the payment will be made in the Paid in field.
   4. Click Invoice.
      📌 Note: The system will issue the fiscal invoice, and on the cash register (if connected to the system), it will issue the fiscal receipt for any payment method except Bank Transfer. For more details on how to send the invoice directly to the client’s email or other invoice-related options, access Invoices.
6. Partial Invoicing.
   If you want to collect only part of the amount or invoice two individuals or an individual and a company, use the Split option for partial invoicing.
   1. This option is available only for accommodation services, not for other services or products.
   2. After selecting at least one accommodation service in the Folio, the Split option becomes available on the invoicing screen.
   3. Click the Split button, enter the desired value in the service box, and continue the invoicing process.
   4. The system will issue the invoice only for the entered amount. The remaining amount will stay as an unpaid service.
7. Adding Products
   1. Access the Folio of the desired reservation.
   2. Click Add Product and select the desired product category.
   3. Enter the number of products and click Add.
   4. Select the products and invoice them as explained above.
   5. Click Actions next to the desired product and select Delete to remove the added product.
8. Transferring Products and Services
   1. Click Actions next to the desired product and select Transfer.
   2. Choose where you want to transfer the product: to another room (must have a check-in) or another balance.
      The products and services will be transferred and will now appear in the destination you selected. Access the balance or reservation where you transferred them to issue an invoice.
9. Closing a Transaction with a Note

Notes issued after closing a transaction with only a fiscal receipt are for informational purposes only.

📌 Note:  If the guest later changes their mind and requests the issuance of a fiscal invoice, this note can be canceled only on the day it was issued. The services will be reactivated and can be closed with an invoice.

Issuing an Invoice from Folio for a Balance

1. Create a Balance
   1. Access the Menu button, and in the Financial section, go to Balances/Virtual Rooms.
      For more details on how to create a balance, click here.
2. Add a Product

Unlike a reservation, a balance starts with an empty cashier. To issue an invoice from a balance, you must first add the product you wish to bill.

1. Click Add Product, choose the product category, and specify the quantity.
2. Click Add to finalize the addition of the product.
   The product has been added and is now visible in the balance.

📌 Note: From a balance, you can also add an advance invoice with a different VAT rate (9%). To do this, use the Add Advance button.

1. Press the "+" button on the right of Add Deposit to include an advance and complete the following details:
   Deposit Name: Enter the name of the deposit.
   Deposit Value: Specify the value of the deposit.
   VAT Rate: Choose the VAT rate for the deposit.
2. Select whether the invoice is for an individual or a legal entity, and use the provided options to make the appropriate selection.
3. Click Add to finalize the addition of the deposit.
4. The deposit proforma has been added and is visible in the Proformas section.
5. Click Actions next to the proforma invoice for more options.
    

Situations and Solutions

The guest overpaid and had to leave earlier

1. Cancel the advance invoice.
2. Add an advance payment equal to the amount to be paid in the reservation.
3. Open a balance and add the remaining amount as an advance, using the Add Advance function.

The guest paid but did not show up

1. Access the reservation’s Folio.
2. From the Actions button next to the advance invoice, press Transfer.
3. Transfer the advance to an existing balance or create a balance for this guest.
4. For more details on how to create and use a balance, click here.

The guest prepaid accommodation for a period not yet determined

1. Go to Menu > Financial > Balances / Virtual Rooms.
2. Press the Add Balance button and create a balance under the payer’s name.
3. Add the advance to the balance.
4. After service delivery, transfer the services to the balance to issue the final invoice.

Message: "The buyer differs from the one on the deposit invoice! The deposit invoice has client ID ..."

This message appears because you are trying to close a deposit on a different name than the deposit payer or due to changes made to the profile. According to Romanian fiscal legislation, the final invoice must be issued under the name of the person who paid the initial deposit.

1. Press the Add button and enter the ID indicated in the system message in the search field.
2. Add this profile to the reservation and set it as the primary client.
3. Issue the final invoice with this guest as the main client.

Issuing a refund invoice

1. Create a balance following the instructions above.
2. Press the Add Product button and select the Corrections option.
3. Enter the refund amount as a negative value in the corresponding VAT field.
4. Issue the refund invoice.

📌 Note:  The product added via the Corrections function cannot be combined with a positive product in the same invoice.

Issuing a proforma invoice for multiple rooms

The easiest method: Use a group reservation. Learn more about group reservations here.

If the reservations are not part of a group, follow these steps:

Transfer the accommodation services to a single room:

1. Access the Folio and press Transfer.
2. Select the room to which you want to move all products.
   Issue the proforma invoice:
3. Access the reservation, press Deposit and enter the amount.
4. Press Generate.
   When payment confirmation is received:
5. Access the reservation’s Folio, and next to the proforma, 
6. Press Actions > Confirm Payment.
   Upon service delivery, issue the final invoice:
7. Access the reservation’s Folio and select all products, including the negative product.
8. Issue the final invoice.

Correct Workflow for Deposit

Any amount collected for a stay before its provision is considered an advance(deposit).

❗ Do not issue the final invoice before providing the service, as this implies the service has been delivered!

Correct Workflow:

1. Issue a proforma invoice from the reservation by pressing the Deposit button.
2. If the corresponding amount has been collected, press the Actions button next to the proforma and select Confirm Payment.
3. Issue the final invoice, which will include the deposit amount as a negative value and the provided services as positive, upon the guest’s checkout.

In case of a subsequent tariff modification, you can make this change in the reservation.

In case of an inspection, you can justify the collection as an advance since no service has been provided yet.

In case of no-show, you can close the final invoice correctly with the No-Show Penalty product, avoiding marking the guest as having stayed.

✅Done! You’ve gone through the information for this section!
 

Frequently Asked Questions (FAQ)
 

❓Q: Why is the Channel Manager the operator of an invoice?
Answer:

When a proforma invoice is sent via email to the guest and they make an online payment with a card through the payment processor, it automatically turns into a fiscal advance invoice.

For this reason, the operator of this invoice is the Channel Manager.