On the reservation page, when you scroll down to the Invoices table, you'll find the Create new prepayment invoicebutton. Below this button, you can choose between two options:
- Itemized Prepayment: Lists specific items on the prepayment invoice.
- Prepayment: Does not include individual items on the invoice.
The key difference is that the itemized prepayment displays the items on the invoice, while the prepayment does not.
Prepayment:
The Prepayment invoice always displays only one item, which can be one of the following:
- Accommodation Prepayment
- Accommodation Package Prepayment
- Prepayment
Regardless of the selected option, the Amount will always reflect the actual amount due in the Folio.
Details:
- Quantity: Always set to 1.
- Unit Price: Calculated as
Amount ÷ VAT %. - VAT %: The default VAT % set in Settings > Tax Setting Menu.
- Amount Cell: Editable, allowing adjustments based on the guest's prepaid amount.
VAT Behaviour:
The prepayment amount uses only the default VAT %, with no breakdown or differentiation.
Using the Percentage % Slider:
The percentage % slider simplifies prepayment adjustments:
- It calculates the prepayment amount as a percentage of the total amount due.
- Example: If the total amount in the Folio is 400 EUR and the slider is set to 50%, the Amount changes to 200 EUR.
Bidirectional Sync
- Editing the Amount manually updates the slider percentage automatically. For instance:
- Changing 400 EUR to 200 EUR sets the slider to 50%.
- Increasing the Amount beyond the original value sets the slider to 100%. Moving the slider afterward recalculates based on the original due amount.
Itemized Prepayment
An Itemized Prepayment invoice includes a line for each Folio item category present in the Folio table.
Example
If the Folio table contains the following items:
There are 5 categories in this example. The system will group items based on unit price, VAT %, and category, resulting in the following prepayment invoice:
Details
- Quantity: Displays how many Folio items were grouped together.
- Unit Price: Calculated as
Amount ÷ Quantity. - VAT %: Matches the VAT % set for each item.
Partial Prepayment Options
You can issue itemized prepayment invoices for partial amounts, as follows:-
You can define the requested prepayment percentage (%) even when issuing an itemized prepayment invoice. However, unlike non-itemized prepayment invoices, the values of the item groups on an itemized prepayment invoice cannot be directly edited.
This means that, for itemized prepayment invoices, you can adjust the prepayment amount only by:
- Changing the prepayment percentage (%), or
- Deleting specific item groups.
It does not offer the same two-way modification flexibility as non-itemized prepayment invoices.
- Deleting Item Groups: Reduces the invoice total by the corresponding amount of the deleted group. Multiple groups can be deleted.
- Last Item Group: If you attempt to delete the final item group, a popup will prevent this action to ensure the invoice isn’t empty.
Important Notes
- The percentage (%) slider is only available for the first prepayment invoice issued. This applies to both individual and group reservations, whether the prepayment invoice is itemized or non-itemized.
Impact on Final Invoice
- The prepayment invoice and its item groups do not modify the Folio.
- Remaining item groups on the prepayment invoice will appear on the final invoice.
- On the final invoice, prepayment items will be listed with negative amounts.
With the help of SabeePay you can automatically generate itemized prepayment invoices for successful SabeePay transactions. To see how this works, please refer to this article.