Greetings, hoteliers!
Have you ever found yourself in the position of wrongly issuing an invoice due to incorrect data? Maybe a guest canceled last minute or decided to stay for fewer nights? We have a smooth cancellation flow, where you can easily cancel the original invoice and manage the payments done by the guest.
Introducing: the invoice cancellation flow
By accessing the original invoice, when you hit "Cancel", magic unfolds. If there are payments tied up, you get the lowdown on refunds, and you decide which ones you’d like to register or not. Let me guide you through it 👇
Steps include going to the Invoices section, selecting the desired invoice, and clicking the three dots (...) under Options to choose Cancel/Delete. This action legally voids the invoice and generates a credit note.
As seen in the video, you can either choose Cancel without refund, a Credit Note is created and that's it, or Cancel and refund, and follow the steps. The amount to be registered is always editable, so it's up to you to refund one night, 50% of the reservation, just the city tax, you name it!
If you need to issue a new invoice after cancellation, go to the Invoices tab, click Create new, and provide accurate details like client information and correct line items. Ensure all adjustments adhere to payment records and client agreements.
And you wanna know what's best? You have the chance to Generate a Voucher and even send it via email to your guest to make sure he comes back! Just choose the second option of the flow 👇
Additionally, make sure deposits and partial payments are reflected in the new invoice by adding payment lines or other adjustments, ensuring all balances are accurate.
Besides, your Credit Note is located within the original invoice.
These are only visual registrations of transactions, not actual refunds. If you want to actually refund a payment done by Amenitiz Pay, please follow the instructions on this link.
For invoices involving AmenitizPay transactions, it’s important to log refunds appropriately to maintain internal balances without charging the client again. Register a new payment entry linked to the recreated invoice to harmonize records.
What is the final look on the reservation?
When you recreate an invoice linked to a reservation, the system ensures it appears in the reservation’s Invoices tab, clearly outlining its relation to the new or old payment records.
💡Tip
You also have the possibility to cancel the invoice directly in the reservation. Simply go into the Invoices tab, as seen in the video.