Invoice
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The Invoice area has two categories:
Invoice Category | Description |
|---|---|
Unpaid | Orders with a status of closed that are paid by invoice |
Paid | Invoiced orders that are paid |
The invoice category determines the available actions.
Invoice Lists
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The Unpaid and Paid Invoice Lists allow venue staff to quickly:
View a list of all unpaid or paid invoices,
Search for and sort invoices,
Select the order number to view additional details,
Rearrange columns by dragging and dropping a column to its required place.
The Unpaid and Paid Invoice Lists display:
List Header | Description |
|---|---|
Invoice Number | System-generated invoice ID |
Order Number | System-generated order ID |
Suite | The suite to deliver the order |
Account | The account responsible for the order. |
Contact | The individual responsible for the order. This is either the authorized user of an account or a temporary guest account. |
Event | The event occurring for the day/time of the order |
Event Date | The event start date |
Invoice Total | Total amount of the invoice |
Invoice Tip | Tip included in this invoice |
Payment | Amount that has been paid for this invoice |
Invoice Balance | Unpaid amount of the invoice |
Due Date Range | The range within which the invoice's final payment deadline falls. It is calculated based on the number of days after the invoice's creation. NotaThis field remains blank when the invoice's Due Date Range is set to None. |
Due Date | The specific date by which the invoice must be paid. It is determined by adding the Due Date Range to the invoice's creation date. NotaThis field remains blank when the invoice's Due Date Range is set to None. |
Nota
The Paid Invoice List does not display the Due Date Range and Due Date columns.
Invoice Details
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Select an invoice to access the Invoice Details menu located on the left:
Invoice Details Options | Description |
|---|---|
View general invoice information, such as Invoice Number, Invoice Total, Point of Contact, and Order Summary. | |
Add, remove, or refund payments. |
General Details
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Select an invoice to access the General menu on the left:
General Details Area | Field | Description |
|---|---|---|
Invoice Details NotaPaid invoice details do not include the Due Date Range and Due Date fields. | Invoice Number | System-generated invoice ID |
Invoice Total | Total amount of the invoice | |
Invoice Tip | Tip included in this invoice | |
Payment | Amount that has been paid for this invoice | |
Invoice Balance | Unpaid amount of the invoice | |
Due Date Range | The range within which the invoice's final payment deadline falls. It is calculated based on the number of days after the invoice's creation. NotaThis field remains blank when the invoice's Due Date Range is set to None. | |
Due Date | The specific date by which the invoice must be paid. It is determined by adding the Due Date Range to the invoice's creation date. NotaThis field remains blank when the invoice's Due Date Range is set to None. | |
Point of Contact Nota
| First Name | For an account order:
For a guest order:
|
Last Name | ||
Phone (Business) | ||
Phone (Home) | ||
Phone (Mobile) | ||
Order Summary | Order Number | System-generated order ID |
Event | The event occurring for the day/time of the order | |
Event Date | The event occurring for the day/time of the order | |
Suite | The suite to deliver the order | |
Account | The account responsible for the order. For an account order, the name of the selected account is displayed. For a temporary guest order, the first and last names (if there are any) of the guest are displayed. |
Payments Details
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Select an invoice to access the Payments menu on the left:
Payment Details | List Header | Description |
|---|---|---|
Invoice Details | For details, see Invoice Details in General Details. | |
Payments | Type | Payment type. Credit card and custom payments are supported. |
Method | Displays information dependent on the payment method.
| |
Amount | Amount paid by this payment record | |
Tip | Tip paid by this payment record | |
Total | Total amount paid by this payment record | |
Status | State of the payment record | |
Date Created | Date the payment record was created | |
Auth Code | Authentication code used for payment | |
Notes | User's notes for the payment record | |
Refund Orders | Refund Number | System-generated refund order ID |
State | State of the refund order | |
Refund Amount | Amount of money that is returned to the customer | |
Refund Tip | Amount of tip that is returned to the customer | |
Refund Total | Refund Amount + Refund Tip | |
Refund Date | Date on which the refund is issued | |
Refund Type | Form in which a refund is issued. The value is Credit Card. | |
Refund Method | Credit card brand and card number to which the refund is issued | |
Reason to Refund | Explanation or cause for why the refund is requested | |
Add Payment
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To add a payment to an invoice:
Navigate to the Suite Catering Invoice area.
From the menu on the left, select Unpaid Invoice.
From the Unpaid Invoice list, select the invoice.
Alternatively, select the checkbox next to the invoice, and in the upper-left of the Unpaid Invoice List, select Pay from the Actions dropdown. Then proceed to Paso 7.
From the Unpaid Invoice Detail menu on the left, select Payments.
Locate the Payments area.
For details about the Payments List, see Payments Details.
From the upper-right of the Payments area, select Add Payment.
In the Add Payment popup, use the Payment Type dropdown to select a payment type.
If a credit card payment type is selected, the Pay by a New Card option displays additional required fields such as Card Number, CVV, Expiration Month, and Expiration year. For additional information, see Pay by a New Card.
From the lower-right of the Add Payment popup, select Capture.
Pay by a New Card
During the Add Payment process, when the Pay by a New Card option is selected, the new credit card information is used only as a one-time payment method and is not saved on the account for future use.
Refund Payment
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Only credit card payments can be refunded.
To refund a payment:
Navigate to the Suite Catering Invoice area.
From the menu on the left, select → or →
From the Paid Invoice List or Unpaid Invoice List, select the invoice.
From the menu on the left, select Payments.
Locate the Payments area.
For details about the Payments List, see Payments Details.
From the Payments area, select one credit card payment to be refunded.
Only one payment can be refunded at a time.
From the upper-left of the Payments area, select Refund.
On the Refund popup, type the amount to refund, tip to refund, and reason to refund.
From the lower-right of the Refund popup, select Refund.
Alternatively, select Cancel.
Nota
After the payment is refunded successfully, a refund order is displayed in the Refund Orders area. For more information, see Payments Details.
Remove Payment
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Only custom payments can be removed.
To remove a payment from an invoice:
Navigate to the Suite Catering Invoice area.
From the menu on the left, select Unpaid Invoice.
From the Unpaid Invoice list, select the invoice.
From the Unpaid Invoice Detail menu on the left, select Payments.
Locate the Payments area.
For details about the Payments List, see Payments Details.
From the Payments area, select one custom payment to be removed.
Only one payment can be removed at a time.
From the upper-left of the Payments area, select Remove.
From the lower-right of the Confirm popup, select Yes.
Alternatively, select Cancel to cancel removing the payment.
Send Invoice Receipt Email
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To send invoice receipt emails:
Navigate to the Suite Catering Invoice area.
From the menu on the left, select Unpaid Invoice or Paid Invoice.
From the Unpaid Invoice list or Paid Invoice List, select the invoice(s).
From the upper-left corner of the Unpaid Invoice list or Paid Invoice List, select Send Invoice Receipt Email from the Actions dropdown.
If the selected invoices' orders do not contain email addresses, a popup will appear, asking whether you want to add email addresses for them.