The Batch Invoice Utility in RMS enables creating, reprinting, and grouping Tax Invoices across multiple accounts in a single run.

Overview

The Batch Invoice Utility creates, reprints, or groups multiple Tax Invoices across multiple selected accounts at the same time. Use it when you need to invoice multiple accounts in bulk rather than opening each reservation individually.

The utility offers three Invoice Action options:

• Create - generates new Tax Invoices for accounts with uninvoiced transactions.
• RePrint - reprints existing Tax Invoices filtered by the date they were originally created.
• Grouped - creates a single consolidated Tax Invoice for accounts, filtered by reservation departure date.

More Information

A Tax Invoice is an itemised record of taxable charges with a unique Invoice Number. All transactions on a Tax Invoice are locked from changes once the invoice is created. To make changes, the invoice must be cancelled first. A list of cancelled Tax Invoice numbers is available in the Invoice List Report.

The Account Bill To determines the party listed on the Tax Invoice as responsible for payment. A Tax Invoice must be created to finalise an account and transfer the outstanding balance to Accounts Receivable for a Company or Travel Agent.

Tax Invoices created on an account where the reservation includes a Voucher Number will display the Voucher Number on the Tax Invoice.

A standard Tax Invoice layout is included in the base RMS subscription and will display the Property Logo and any applicable local tax requirements.

Access

In the side menu of RMS, go to Utilities > Batch Invoice Run.

Guide

Create

Use Create to generate new Tax Invoices for accounts that have uninvoiced transactions.

1. Select Create from the Invoice Action dropdown.
2. Select a Charge Filter to define which transactions to include:
   • All (UnInvoiced Transactions)
   • Transactions Between
   • Repeat Charges Between
   • Periodic Charge Between
   • By Specific Res Nos
3. Select the Date Range (if applicable).
4. Select Res Account or Guest Account from the Account dropdown.
   (Optional) Select an Acc Type to filter by account type (Accomm or Extras). Leave blank to include all.
   (Optional) Select a Bill To option to filter by the party responsible for payment (Guest, Company, Travel Agent, or Wholesaler). Leave blank to include all.
5. Select a Print Option:
   • No Action - creates the invoice without printing or emailing.
   • Print - prints the invoice on creation.

   • Email - emails the invoice to the address on the account.

     (Optional) Select Send Letter to send a form letter with the invoice.
     (Optional) Select the Res Filters heading to expand optional reservation filters:

     • Company or Travel Agent/Wholesaler - filter by a specific company, travel agent, or wholesaler name.
     • Reservation Status
     • Rate Type
     • Long Term Only
6. Select Search.
   
    
7. Select the required Reservations.
8. Select Create Invoices.
   
    
9. Select Yes to confirm.
   

Reprint

Use Reprint to reprint Tax Invoices that have already been created, filtered by the date the invoice was originally generated.

Options may differ from the screenshots shown, depending on selections made.

1. Select Create from the Invoice Action dropdown.
2. Select a Charge Filter to define which transactions to include:
   • By Invoice Creation Date
   • By Invoice No Range
   • By Specific Invoices
   • By Specific Res No
   • By Specific Res Nos
3. Select the Date Range (if applicable).
4. Select Res Account or Guest Account from the Account dropdown.
   (Optional) Select an Acc Type to filter by account type. Leave blank to include all.
   (Optional) Select a Bill To option if required. Leave blank to include all.
5. Select the Print Option.
   (Optional) Tick Send Letter to send a form letter with the invoice.
   (Optional) Select an Acc Type to filter by account type (Accomm or Extras). Leave blank to include all.
   (Optional) Select a Bill To option to filter by the party responsible for payment (Guest, Company, Travel Agent, or Wholesaler). Leave blank to include all.
   (Optional) Select the Res Filters heading to expand optional reservation filters:
   • Company or Travel Agent/Wholesaler
   • Reservation Status
   • Rate Type
   • Long Term Only
6. Select Search.
   
    
7. Select the required Reservations.
8. Select Reprint Invoices.
   
    
9. Select Yes to confirm.
   

Grouped

Use Grouped to create a consolidated Tax Invoice for accounts, filtered by reservation departure date. This is useful when invoicing a company or travel agent for all reservations departing within a date range.

1. Select Grouped from the Invoice Action dropdown.
2. Select a Charge Filter to define which transactions to include:
   • Reservation Departure Date Between
   • Transactions Between
3. Select the Date Range (if applicable).
   Optional) Enter a Guest Id to filter by a specific guest. Leave as 0 to include all guests.
   (Optional) Select a Company or Travel Agent.
   (Optional) Enter a Voucher number.
   (Optional) Select Departed Reservations Only .
4. Select Res Account or Guest Account from the Account dropdown.
   (Optional) Select an Acc Type if required. Leave blank to include all.
   (Optional) Select a Bill To option if required. Leave blank to include all.
5. Select a Print Option - No Action, Print, or Email.
   (Optional) Select Send Letter.
   (Optional) Select the Res Filters heading to expand optional reservation filters:
   • Company or Travel Agent/Wholesaler
   • Reservation Status
   • Rate Type
   • Long Term Only
6. Select Search.
   
    
7. Select the required Reservations.
8. Select Create Invoices.
   
    
9. Select Yes to confirm.