Group Billing Info Tab

This section contains the main group address details which are completed for an existing group, alternatively if you need to create a new group click the blue 'New' button at the top right of the screen.

In the bottom section are the details that relate to the invoicing procedure:

Group Invoice – checked by default

Print each Accommodation Invoice – do you require individual copies for accommodation bookings as well? If yes, tick this box (blank by default)

Print each Conference Invoice – do you require individual copies for conference bookings as well? If yes, tick this box (blank by default)

Shortfall Factor – enter any shortfall % that you have agreed with the group here or leave blank if not applicable

Report Type - Default

Venues Tab

This is where you manage the venues allocated to the group for billing purposes. 

If a venue has changed groups and you wish to move it to the new group (for billing purposes), you can do this here; simply type in the first few letters of the venue name and select from the drop-down pick-list.

The feature also enables you to attach new venues to a group one at a time.

Select your chosen group from the pick-list and click once on the adjacent ADD VENUE TO GROUP command button (right of the screen).

To remove a venue from the list - click the 'Del' button next to the venue.

The next facility below enables you to add all venues from one group to group billing – this works equally if you are setting up Group Billing for that group for the first time, or if the group has been taken over and you wish to re-allocate all of the venues to the new group billing facility

Again, type in the first few letters of the group name and choose from the drop-down pick-list.  To confirm and save simply click on the adjacent command button: ADD VENUES BY VENUE GROUP

The last part of this section deals with adding venues by billing group; for instance, if you wanted to add a group of venues that were previously part of a different billing group (eg a franchise group within a larger chain) to the main group you would do this here.

Type in the first few letters of the billing group name and choose from the drop-down pick-list.  To confirm and save simply click on the adjacent command button: ADD VENUES BY VENUE GROUP.

Contacts Tab

This is where you attach the relevant group billing contacts. 

The module works in the same way as the other contact modules within GRATIS, you can either view and amend details of an existing contact using the VIEW hyperlink to the right of the details, or you can add a new contact to this group by clicking on the ADD NEW command button at the top of the page.

TIP – you can find more about Contacts in the Contacts Module

Aged Debtors Report

To run an Aged Debtors Report, click on 'Claims and Invoices' in the left-hand bar menu and then open the 'Reprint Invoices / Claims' tab. 

Type the first 3 letters of the billing group in the 'Billing Group Field' and ensure you enter a 'From Bill Due Date' and 'To Bill Due Date' in the fields below,

Click either 'Aged Debtors Summary' or 'Aged Debtors Report' button to generate the report.

Reprint Commission Claims

To reprint and send commission claims by Group Billing, go to the Claims and Invoices Module and click on the 'Reprint Invoices / Claims' tab. 

Select your billing group within the 'Billing Group' field and click on 'Reprint Commission Claims'.

 This will bring up a list of any commission claims relating to your chosen billing group, to send these out, click 'Email' and the system will automatically send the claims to the email address selected within the reservation.

Paying off Claims by Group Billing

To pay off claims by a Billing Group; within the Claims and Invoices Module click on the 'Allocate Payments' tab. 

In the 'Payment from Billing Group' type in the first 3 letters of the billing group and select your chosen group. The system will automatically pull through any claims relating to this billing group.

TIP – you can find more about Allocating Payment in the Claims and Invoices Module