Original Notice: Wotif is currently rejecting our updates and until we have manged to communicate with Wotif as to the cause and resolution we recommend you manually update your availability directly at Wotif for any period of low availability.

We will advise when resolved and/or further information is available.

We will advise when resolved and/or further information is available.

This single property template website reads data from your Seekom iBex account (using our XML interface) and includes integration to WordPress for further control. Add/hide/rename as many pages as you wish.

This theme is specifically designed as a secondary website optimised for small screen mobile devices.

This is an advanced template theme with features (all controlled by you) including:

* infinite colour choices (set via color wheel)
* self entry of header logo (or display property title)
* fluid or fixed page width
* self entry of footer/header script (eg. Google Analytics to header or footer)
* set key social media icons and links in page footer
* customisable CSS (for styling)

Click here to view live demo.
Click here to view/download the user guide.

To test prompt for re-direction from primary website to mobi website when a small screen mobile device is detected visit http://themes/ibexplus.com from your smart phone (or tablet with a screen resolution less than 1024px wide).

Set up and training – $200 (+tax). Hosting and support – $35 per month (+tax). Includes 1gb of data and 100mb storage – each additional 1gb of data and 100mb of storage $8.25 per month (+tax).

Special Offer!  Only $10 per month (+tax)  hosting and support in conjunction with a primary CMS website hosted by Seekom. Conditions apply – contact us for details.

If you use invoicing (iBex PMS, Tours and Wholesale), then you need to be aware of substantial changes to be uploaded into production on Monday 14th May, around 11am (NZT). The main changes include:

• Misc sales items will be removed from the invoice
• Extras items not necessarily assigned to a room account (eg. casual sales)
• Commission calculations will now be tied to an extras code, not misc sales
• Casual invoicing will be replaced with non booking item sales
• The invoice item description has been simplified
• Invoice Line items will no longer show as debits and credits when changes have been made to a booking
• Any booking items invoiced will be locked from any further changes unless the invoice is cancelled or the item removed from the invoice
• Invoice items updates, additions or deletions must be done within the booking – not the invoice directly
• Up to date online documentation has been added to the invoicing screen help buttons
• Menu changes

Detailed information on the above changes can be found on our forum where you can also post comments or ask questions.

Back to Invoicing Help Index

Seekom iBex has a fairly sophisticated invoicing module that has the following features:

• An invoice can contain multiple bookings
• Items from a single booking can be assigned to multiple invoices
•  Supports checkout invoicing and long term scheduled invoicing (eg. weekly, monthly)

Invoicing is Optional

A booking does not require to be invoiced if it is a simple booking where the total value of the booking is paid by one party in either one or more payments as the payment can be assigned directly to a booking.  A simple booking could be considered like a “cash” transaction and not invoiced.  However more complex bookings, especially group bookings, will need to be invoiced if the cost of the booking is divided up amongst members of the group.

Invoice vs Booking Balances

An important concept of invoicing is that it is considered a form of payment to the booking.  When a booking is first generated for say $150, it will display a debit balance of the same figure.  If an invoice is raised for this booking for $150, then the booking will have been paid by the invoice and the booking balance will now be $0.  This is because  debt is transferred the from the booking to the invoice and now the invoice will have a debit balance of $150.

You cannot have both the booking and the invoice showing a debit balance as this would make an overall debit of double what was actually due.  If in the above example that an invoice was raised for $100, then the booking debit balance would reduce to $50 and the invoice balance would be $100 still giving a total balance due of $150.

Invoice Items Controlled by the Booking

Items in the invoice are always controlled by the booking as it is the source of items.  If a new item is required, or an item is to be deleted, it must be done within the booking and that will flow into the invoice items.  However, individual invoice items can be assigned to different invoices.

When to Invoice

Invoicing can be done at anytime. In most cases, an invoice will be created on checkout as this is the time that any changes to the booking have been completed and it will accurately reflect the booking.  However, there will be times you may invoice in advance (such as invoicing a sales channel or company).  Any subsequent changes to the booking can then be invoiced directly to the guest or just paid directly to the booking.

Checkout Invoices vs Regular Periodic Invoices

For short term bookings, each item in the booking will be invoiced once and this is referred to as a checkout invoice.  However, long term bookings (eg. of 4 weeks or longer) may be invoiced on a regular scheduled cycle such as weekly, monthly quarterly or annually.  It is usual that a weekly invoice cycle will relate to a weekly rate and monthly cycle to a monthly rate but iBex does allow a mix of rate types and invoicing frequency (eg. a weekly rate being invoiced monthly).

Back to Invoicing Help Index

Back to Invoicing Help Index

In the example screen shot below, we have a booking with 2 room items and 2 extras items for Smith and Jones.  We are going to create two invoices for this booking – one for each room as the guests have decided to pay separately.

Click on either Smith or Jones to open the booking  and click on the finance tab. This will bring up the screen below.  Click on the Invoice link as indicated below.

This will open the invoice screen in a lightbox window ( currently version 3 format). Note that it will initially show all items for both guests to allow for a single invoice for all items.  If we want to invoice each guest individually, then either remove the ticks off the items for the guest you don’t want included in the first invoice or simply select the name of the account or room we do want to invoice in the Account/Room Selector.

In this example, we want to raise an invoice for Jones only.

We select Jones from the Account/Room selector (see example image below).

As a result only items for Jones will be displayed (see example image below).

Note that two payments have been made directly to the booking.  If we are going to invoice this booking then we will need to transfer the payments to the invoice otherwise the booking will end up being overpaid as each invoice raised will also act as a form of payment on the booking.

In the example above we can see that one of the payments has come from Jones (see Ref field) so we will include that payment in the invoice we are going to create.

If at this stage you wanted to edit the details on any item for this invoice, then you can click either the Invoice link or the Booking link at the very left of each line item.  You click on the invoice link if you wish to change any details that can be changed on the invoice only without affecting the booking.  Clicking on the invoice link will bring up the following screen:

Note that the area to edit is displayed  in the top part of the screen and the record being edited is highlighted in yellow. This allows you to change the line description that was automatically generated from the invoice line item details.  It also allows you to change the tax rate (if applicable) and the ledger field.  Any changes made can be saved by clicking the Save button.

If you need to change any other details such as dates, rates, add an item or delete an item, you will need to do this at the booking level.  Clicking the Booking link will take you back to the booking item that this invoice line item refers to.  Once you make the changes to the booking, then when you next go into the invoice screen you will see the changes.

If you wanted to add a new extra, click the Add Sale Item button which will take you to the booking extras screen where you can add a new extra and when saved, will appear in the invoice.

Note: The link to the booking and the Add Sale Item button are only available for version 4 users who have been upgraded from version 3 because the links are to version 3 screens only. New version 4 users will need to close out of this screen and either edit the items or add new items in the V4 booking screen and then return to the invoice. This is only temporary until the invoicing module is converted to version 4.
You cannot make changes on any booking record that has been invoiced if that change would affect the invoice.  This is because doing so will immediately cause them to be out of balance which is not allowed.  So, any fields that affect the balance such as dates and rates values will be locked.  If a booking edit must be made, then the invoice will need to be cancelled first.

Click the Create Invoice button which will then transfer all ticked items into a draft invoice as shown below.  At this stage, no invoice has yet been created.

Note that the invoice (above) is displaying the items we ticked and also note the ‘Less Payments’ total is showing $100.  This is the payment amount we transferred from the booking to this invoice.  Note also that the invoice name and address details are those of the lead guest or booking name.  As this invoice is for Jones, you ay need to update the invoice name and contact details, or simply null the contact details.

Comments for this specific invoice can be added at this point.

Click the Save button to save the invoice and create an invoice number.  This will add some new buttons to the invoice as shown below.

New: will create a new invoice

Save: will save any changes to this invoice.

Email Log: will display a log of any emails sent to customers relating to this invoice.

View/Print: will create a presentation invoice with your logo that can be printed.

Issue: opens a screen to allow the invoice to be emailed along with a message.  The email will send a PDF attachment of the invoice to the recipient which is the same as shown in the View/Print display.  Once emailed, the invoice is considered as being issued. Note you can leave the email field blank if you want to mark the invoice as issued but not emailed.

Payments: will open the payments screen to allow a payment to be made on this invoice. Please see documentation on payments for more information.

Cancel: will cancel the invoice and return the items back to their uninvoiced state.  This allows the booking items to be reinvoiced. A cancelled invoice can be deleted if required but a log will record all invoices cancelled and deleted.

Back: will return you back to the create invoice screen.

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A saved invoice will also show and extra column labelled Del which allows invoice items to be deleted.  See screen shot below.  If an item is deleted, then the associated booking item will be unlocked and can then be edited.

We now have the remaining room or guest to invoice.  Note that the screen (below) has changed to show the invoice number of the items that have been invoiced and the tick box has been replaced by a select box for the remaining un-invoiced items as shown by the red arrow in the screen shot below:

Back to Invoicing Help Index

Absinthe

This single property template website reads data from your Seekom iBex account (using our XML interface) and includes integration to WordPress for further control. Add/hide/rename as many pages as you wish plus add image galleries.

Advanced features include :
* Self management of header image (901px X 330px)
* Self setup of website background image
* Self setup of website background colour
* Choice of menu / button colours (blue, gold/blue, grey)
* Self customisation of CSS (for style changes)
* Self entry of header/footer script (eg. Google Analytics)

Click here to view live demo.
Click here to view/download the user guide

Set up and training – $200 (+tax). Hosting and support – $35 per month (+tax). Includes 1gb of data and 100mb storage  -  each additional 1gb of data and 100mb of storage $8.25 per month (+tax).

Back to Invoicing Help Index

There are two ways to retrieve an invoice.  The first is via the booking and the second is via the invoice report.  If you know the booking number and wish to view the invoice or invoices associated with that booking then the first method is to open the booking, click on the finance tab, then click on the invoices link.  The screen that opens will then display all invoices raised against this booking.

The other method is to choose Invoice & Debtors from the Reports menu.  This will bring up the following screen.

This screen displays invoices with the latest invoice at the top.  The top fields are filter fields to allow a search for an invoice by invoice number, booking number, date range, age etc.  To open an invoice within the list, simply click on the invoice number hyperlink.  The export button allows you to create a file that can be read in Excel.

If you want a report of all items invoiced but without the invoice header details then the Invoice Detail report is available as shown below.

This report has two exports – one is a standard format and the other marked Xero is to populate a file in Xero format for those using the Xero accounting system.

Back to Invoicing Help Index

Back to Invoicing Help Index

When you sell to an agent or sales channel, you will either provide them a nett buy rate (which they can mark up) or most commonly  you will provide them with your gross sell rate and provide a commission on that rate.

In the latter case, you will need to raise a commission line item in your invoice.  Before you do this, you will need to ensure the following:

1. The booking is assigned to an agent
2. The agent has a commission level set (Users & Clients > Amend Agent)
3. The commission can be tagged to an extras item

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For item 1, you select the appropriate agent when creating the booking (see below),

or after the booking has been created by clicking on the More tab (see below).

For items 2 & 3, the commission and commission code is set in the agent screen which is activated from the Amend Agent option in the Users & Clients section of the side menu (see example image below).

Now when you want to invoice a booking that has an agent associated with you will see a new button in the screen labelled Add Cmsn as shown below.

When this button is clicked, a commission calculation will be applied to each ticked item.  Note that in our example we are calculating the commission on the room item only – not the extras items which are normally not commissionable.  This will result in anew invoice item (see example below).

This new invoice item has also been added to the booking extras as shown in the following screen.

We now need to tick the room item and this new commission item which will be invoiced to the agent by clicking the Create Invoice button.  This will then show the following draft invoice.

Back to Invoicing Help Index