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Managing Supplier Invoices

Managing Supplier Invoices

Owned by Alexandra Kasianovich (Unlicensed)
Last updated: Apr 22, 2022 by GP Support Admin
3 min read

You can set the parameters which define the look of invoices from suppliers.

  1. On the Navigation bar, point to Suppliers and click Suppliers.

  2. Click the supplier of your choice.

  3. Click Invoices to proceed to the Invoices tab.

  4. Click Edit to switch to the editing mode.

  5. On the Invoices tab, specify the following information:

General parameters are set by default. However you can configure or change them manually if you need any correction. The parameters include:

  • Next invoice number: by default the numbering of invoices starts at 1. However, you can change the invoice numbering starting from any other number.

  • Issue invoices for services, possibility to issue several invoices for one reservation: if you click the item you will be able to issue several invoices for one reservation. For example, accommodation and excursion bookings are included into one reservation. Then you can issue separate invoices for
    accommodation service and excursion.

  • Always issue single summary invoice for all services in the reservation: If you click the item the system allows issuing only one common invoice for the whole reservation. Irrespective of the number of services included, one single invoice will be issued.

  • Issue separate invoices for cancellation fees and for credit notes: if the check box is clear one single invoice is issued. Select the check box to issue separate invoices for cancellation fees and for credit notes.

  • Invoice: specify a template for the invoice header.

  • Credit note: specify a template for the header of the credit note.

  • Invoice for cancellation charges: specify a template for the header of the Invoice for cancellation charges.

  • Banking details and other information to fill invoice: bank details necessary for issuing an invoice.

When generating invoices, the company details that you specify in Company details are used. In order to avoid duplicating records in the invoices, do not add company details that you already specified in the Company details menu (for example, VAT number) to this field.

  • Comment: in the Comments box you can enter a phrase template {due date} for setting payment deadline that is displayed on the invoice. You can set payment deadlines in two ways: specify certain period after the event (for example, 3 days after the invoice is issued) or before the event (for example, not later, than 7 days before the check in) within which the invoice should be paid.

  • Pay invoice within: a number of days after some event (for example, invoice issuing), during which the invoice must be paid.

  • Invoice currency: select base currency or the supplier’s currency or both. If the invoice is issued in currency other than the base currency the conversion cross-rate should be also specified.

  • Adding an image to the invoice template: you can add an image to the standard invoice template, for example, a signature or a seal:

    • To upload an image from your computer,

      • in the Upload file group, click Add.

      • Browse to the picture you want to upload and click Open.

      • Click Upload.

    • To upload an image from an external web-source,

      • Click Upload via link to expand the form.

      • Locate mouse pointer into the text box and enter the web-link where the required image is stored.

      • Click Upload.

6. Click Save to finish the process of configuring invoices.