The Invoice List Report provides a list of Tax Invoices created within a selected period, with options to include revenue, receipt, and invoice line detail.
Overview
The Invoice List Report displays all Tax Invoices created in RMS within a user-defined date range. It is used to review invoicing activity, reconcile revenue and receipts, and identify cancelled invoices.
The report can be generated as two Report Types:
- Invoice List - Lists all Tax Invoices created within the selected date range.
- Cancelled Invoice List - Lists only Tax Invoices that were cancelled within the selected date range.
Four Report Options control the level of detail included:
- Include Revenue BreakDown - Displays revenue posted on each invoice grouped by revenue type.
- Include Receipt BreakDown - Displays receipts applied to each invoice grouped by receipt type.
- Include Revenue and Receipt BreakDown - Displays both revenue and receipt breakdowns on the same report.
- Include Invoice Details - Displays each line item included on the invoice.
Additional options are available to control how Voucher Numbers and Travel Agent or Company information appear in the Remarks field of the report.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
- Invoicing activity review - Run the report at the end of the week or month to see every Tax Invoice raised in the period and its total.
- Settlement follow-up - Scan the Settlement Total column for invoices showing 0.00 to find invoices that have not yet been paid.
- Cancelled invoice audit - Switch the Report Type to Cancelled Invoice List to review which invoices were cancelled in the period, when, and by which user.
Guide
In the side menu of RMS, go to Reports > Accounting > Invoice List.
- Set the Invoices Created Between date range.
- Select the Report Type:
- Invoice List for all invoices created in the period.
- Cancelled Invoice List for invoices cancelled in the period.
- Select Exclude Invoices Created and Cancelled on the same day if required (Invoice List only).
- Select the required Report Option:
- Include Revenue BreakDown
- Include Receipt BreakDown
- Include Revenue & Receipt BreakDown
- Include Invoice Details
- Select Show Voucher No in Remarks Field (Optional).
- Select Show Travel Agent/Company in Remarks Field (Optional).
- Select Build.
Report Options
★ Tip: Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Invoices Created Between | Date range | Today | Date range used to filter invoices by their creation date. |
| Report Type: Invoice List | Radio | Selected | Generates a list of all Tax Invoices created within the selected date range. |
| Exclude Invoices Created and Cancelled on the same day | Checkbox | Ticked | Available when Report Type is set to Invoice List. Omits invoices created and cancelled on the same day. |
| Report Type: Cancelled Invoice List | Radio | Not selected | Generates a list of Tax Invoices that were cancelled within the selected date range. |
| Include Revenue BreakDown | Radio | Selected | Displays revenue posted on each invoice, grouped by revenue type. |
| Include Receipt BreakDown | Radio | Not selected | Displays receipts applied to each invoice, grouped by receipt type. |
| Include Revenue & Receipt BreakDown | Radio | Not selected | Displays both the revenue and receipt breakdowns together for each invoice. |
| Include Invoice Details | Radio | Not selected | Displays each line item included on the invoice. |
| Show Voucher No in Remarks Field | Checkbox | Ticked | Adds the Voucher Number to the Remarks column on the report, where available. |
| Show Travel Agent/Company in Remarks Field | Checkbox | Ticked | Adds the Travel Agent or Company linked to the invoice to the Remarks column. |
| Property | Multi-select | Current property | Limits the report to the selected properties. Shown on multi-property (Enterprise) databases only. |
Column Headers
The Invoice List Report includes the following standard columns.
| Report Column | Description | Source / Calculation |
|---|---|---|
| Invoice No. | Tax Invoice Number. | Invoice record |
| Invoice Date | The date the invoice was created. | Invoice date |
| Res No. | Reservation Number linked to the invoice. | Reservation record |
| Area | The Area of the reservation the invoice belongs to. | Reservation record |
| Guest Name | Full name of the Primary Guest on the reservation. | Guest Profile |
| Arrival Date / Departure Date | The arrival and departure dates of the reservation the invoice belongs to. | Reservation record |
| Invoice Total | Total value of the invoice. | See Invoice Total and Settlement Total |
| Settlement Total | The amount settled against the invoice. Invoices not yet settled show 0.00. | See Invoice Total and Settlement Total |
| Mode Of Settlement | How the invoice was settled. Blank until a settlement is recorded. | See Invoice Total and Settlement Total |
| Remarks | Additional information about the invoice. Includes the Voucher Number or linked Travel Agent/Company when the corresponding option is enabled. | User-entered on invoice |
| User | The initials of the user who created the invoice. | User record |
Additional columns or rows are added based on the selected Report Option.
| Report Option | Additional Output | Source / Calculation |
|---|---|---|
| Include Revenue BreakDown | Revenue posted on each invoice is broken down by revenue type configured at the property. | Charges posted to the invoice, grouped by revenue type |
| Include Receipt BreakDown | Receipts applied to each invoice are broken down by receipt type configured at the property. | Receipts applied to the invoice, grouped by receipt type |
| Include Revenue & Receipt BreakDown | Both the revenue and receipt breakdowns are included on the same report. | Both of the above, combined |
| Include Invoice Details | Each line item on the invoice is listed, including the description and amount. | Line items on the invoice |
When the Report Type is set to Cancelled Invoice List, the report also includes the date the invoice was cancelled and the User who cancelled it.
★ Tip: Select the 
favourite icon to mark this Report as a Favourite Report for quick access via the Favourite Reports Menu.
Data Sources & Calculations
The following concepts govern the data shown in this report.
Invoice Total and Settlement Total
Invoice Total is the full value of the Tax Invoice at creation. Settlement Total and Mode Of Settlement record payment against the invoice: until a settlement is recorded, the Settlement Total shows 0.00 and the Mode Of Settlement is blank. Comparing the two columns across the report shows which invoices from the period remain outstanding.
Related Reports
- Invoice Audit Report / Credit Note - The audit history of changes made to individual invoices, including credit notes.
- AR Statements Report - Statements of company and travel agent accounts receivable activity.
- Debtors Ledger report - Outstanding account balances across the property.
Related Articles
- Tax Invoices
- Cancel a Tax Invoice
- Invoice Audit Report / Credit Note
- Batch Invoice Utility
- View All Tax Invoices Raised for a Specific Company or Travel Agent
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