Generate Recurring Invoice for Reservation Order

Steps to Generate a Recurring Invoice for a Reservation Order

• From the main menu, click on “Rental and Unit Management“.
• Click on “Reservation Orders“.
• Search for the desired reservation order in the list.
• Open the reservation order view page.
• Click the “Add Recurring Invoice” button.
• You will be taken to the recurring invoice creation form with the client and reservation order data pre-filled automatically.

Recurring Invoice Form Data

• Automatic Issuance Options
  • Subscription: enter a distinctive name for the recurring invoice. (Optional)
  • Generate Invoice Every: set the invoice recurrence frequency by entering a number and selecting the time unit from: Days, Weeks, Months, Years. Default: every 1 month.
  • Number of Repetitions: set the maximum number of times the invoice will be issued. (Optional)
  • First Invoice Date: set the date on which the first invoice in the cycle will be issued. (Mandatory)
  • Issue Invoice Before: set the number of days in advance the system should issue the invoice before its due date. Default: 0.
  • Active: enable this option to activate the recurring invoice immediately upon saving. Default: enabled.
  • Send Me a Copy of the Generated Invoice: enable this option to receive an email copy of each automatically generated invoice. (Optional)
  • Show “From” and “To” Dates on the Invoice: enable this option to display the billing period on the invoice document. (Optional)
  • Enable Automatic Payment for This Invoice: enable this option to apply automatic payment to each generated invoice. (Optional)
• Client and Invoice Data
  • Client: pre-filled automatically from the reservation order and cannot be changed.
  • Currency: pre-filled automatically with the reservation order currency.
  • Invoice Line Items: add line items manually or let them be calculated based on the reservation order pricing rule using the same mechanism as the automatic invoice.

Click “Save” to complete the creation, or click “Preview” to review the invoice before saving.

Recurring Invoice Calculation Mechanism

The recurring invoice follows the same calculation mechanism as the automatic invoice and includes:

• Determining the reservation period from the start date and time to the end date and time.
• Identifying the active pricing rule linked to the unit type with seasonal prices applied if applicable. If more than one seasonal price overlaps, the system takes the most recent one.
• Calculating the cost based on the pricing method using the same logic as the automatic invoice: Days are rounded up, Days & Hours are calculated precisely for each component, and Hours are calculated in full hours and remaining minutes.
• Currency conversion is applied if the pricing rule currency differs from the reservation order currency, with local exchange rates taking priority over global rates.

Generated Recurring Invoice Details

Each periodically 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 based on the “Display Invoice Items Per Day” setting in the rental settings, using the same format applied to the automatic invoice.

Impact of the Recurring Invoice on Reservation Order Payment Status

The payment status in the reservation order updates automatically to reflect the total of all invoices linked to it including recurring invoices:

• 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.