The users might need to create multiple payment requests/invoices for the same booking in the Client Invoicing module. In order for them to do that, they will have to clone the booking they need to split the payment for and then create multiple payment requests/invoices. The aim of this document is to guide the user through the process.

TABLE OF CONTENTS

• Important notes.
• How to create multiple payment requests/invoices
• Creating the Payment Requests or Invoices

Important notes.

1 – For the bookings to appear in the Client Invoicing module, allowing the user to create the payment requests/invoices, the liability must be “Agent to be invoiced”.

2 - The total amount of the original booking will be split into cloned bookings. This means that the client will keep the original booking and, by cloning it, the user will create as many bookings as needed, according to the number of payment requests/invoices their client requested.

How to create multiple payment requests/invoices

Please see the following example that explains this process:

The total amount of booking ACC3171/1 is £10,000.00. The client wants to split it into one payment of 75% of the total amount and the final payment will be the remaining 25%.

The first action is to clone the original confirmed booking as a Current and the cloned booking’s reference number will be the same but ending with /2. 

The booking needs to be confirmed for the user to raise the Payment Request/Invoice, however the documents don’t need to be sent again.

On the charges table of the cloned booking the user can add only one charge line describing the first payment. It can be the percentage of the booking’s total amount or anything they consider relevant to identify the booking they are working on.

The user will then have to go back to the original booking – the one ending with /1 – and add a charge line deducting the same amount added to the cloned booking. 

The system will do that if the user adds a minus sign (-) to the amount entered in that charge line and they will have to add a description to that field. 

The user will repeat the process of cloning the original booking, which will now create the reference number ACC3171/3, adding the charge line and confirming the booking to allocate the payment for the remaining 25%.

They will have to go back to the booking ACC3171/1 and add the charge line deducting the remaining 25% of booking’s total amount.

Creating the Payment Requests or Invoices

In the Client Invoicing module, the user will click on Create on the top left-hand side of the screen. After selecting the Create invoices option, the user will select the date range to bring up the bookings they want to create the payment requests/invoices for.

The user will tick the boxes on the left-hand side and click on Create Invoices.