Generate Invoice for Reservation Order

Enabling Automatic Invoice Generation

When creating or editing a reservation order, enable the “Generate Automatic Invoice” option in the reservation form. Upon saving, the system will automatically generate the invoice according to the following mechanism.

Invoice Calculation Mechanism

The system determines the invoice value through the following steps:

1. The system determines the reservation period from the start date and time to the end date and time.
2. The system identifies the unit type linked to the unit selected in the reservation order.
3. The system identifies the active pricing rule linked to the unit type.
4. The system checks whether there is a seasonal price linked to the unit type that overlaps with the reservation period. If an active seasonal price exists, it overrides the base pricing rule during its period. If more than one seasonal price overlaps in the same period, the system takes the most recent one. If a period has more than one pricing rule, each day is calculated based on its linked rule.

Calculation Method by Pricing Method

• If the pricing method is Days: The total is calculated based on the number of reservation days rounded up to the nearest whole number.
  • For example: if the reservation duration is 2.4 days, the invoice is calculated for 3 days.
• If the pricing method is Days & Hours: The total is calculated precisely in full days and remaining hours.
  • For example: if the duration is 2.4 days, it is calculated as 2 days and 4 hours. The price of each day and each hour is taken from the pricing rule. Extra minutes are calculated by dividing the hourly rate by 60 to get the per-minute rate and then multiplying by the number of extra minutes.
• If the pricing method is Hours: The total is calculated in full hours and remaining minutes. The hourly rate is taken from the pricing rule, and extra minutes are calculated using the same method described above.

Currency and Conversion

If the reservation order currency matches the pricing rule currency, no conversion is applied. If they differ, the prices are converted from the pricing rule currency to the reservation order currency using the exchange rate on the reservation order date according to the following priority:

• If the user has entered a local exchange rate, it is applied instead of the global rate.
• If the reservation order date is before the first entered exchange rate date, the first exchange rate is applied.
• If the reservation order date is after the last entered exchange rate date, the last exchange rate is applied.
• If the reservation order date falls between entered exchange rates, the first exchange rate before the reservation order date is applied.

Generated Invoice Details

The automatically generated invoice includes the following data:

• Client details of the client selected in the reservation order.
• Invoice currency in the reservation order currency.
• Issue date set to the invoice generation date.
• Invoice date set to the reservation order creation date.
• Taxes of the related unit type (Tax 1 and Tax 2).

Invoice Line Items

Invoice line items differ based on the “Display Invoice Items Per Day” setting in the rental settings:

• If the setting is enabled:
  • Days: each day appears on a separate line with the description (unit type name + unit name – day date) with a quantity of 1 and the day price.
  • Days & Hours: each day appears on a separate line with the same format, and extra hours appear on one line with the description (unit type name + unit name – number of hours) with a quantity of 1 and the hours price.
  • Hours: hours appear on one line with the description (unit type name + unit name – from start date and time to end date and time + number of hours) with a quantity of 1 and the hours price.
• If the setting is disabled:
  • Days: reservation days appear on one line with the description (unit type name + unit name – from start date / to end date) with a quantity of 1 and the days price.
  • Days & Hours: days appear on one line with the same format, and extra hours appear on a separate line with the description (unit type name + unit name – number of hours) with a quantity of 1 and the hours price.
  • Hours: hours appear on one line with the description (unit type name + unit name – from start date and time to end date and time + number of hours) with a quantity of 1 and the hours price.

Payment Status in Reservation Order

The payment status in the reservation order updates automatically based on the invoice status:

• If the invoice is generated and unpaid: Unpaid.
• If the invoice is generated and fully paid: Paid.
• If the invoice is generated and partially paid: Partially Paid.
• If no invoice has been generated: Not Invoiced.