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21.7. Merging Invoices
In Arctic you have the ability to merge invoices together into a single invoice. For example, you can use this feature to merge an over-paid invoice with another invoice that still has an open balance. You can also use this feature to merge multiple invoices for different reservations and existing payments into a single large invoice.
To merge invoices, first find the invoices you wish to merge and note their invoice numbers. Then open the invoice you wish to merge the other invoices into. After the merge process, all charges and payments will be merged into this invoice. The billing information and invoice number will stay the same for this invoice (the other invoices will no longer appear in the system).
For example, we want to merge invoices P368, P398 and P420 for Big Bird because he has requested that we combine all three of these invoices into a single invoice so he can pay his total balance in a single transaction. Since P368 is the oldest invoice, we have decided to make this invoice the "primary invoice" and merge the other two invoices into it.
To accomplish this, we will go to the "View Invoice" page for one of the other to invoices, for this example I chose to start with P420. On the "View Invoice" page, click the "Merge Into" button in the "Actions" menu at the right of the page.
On the "Merge Invoice" page, select invoice P368 from the "Merge Into" field. This will move all of the charges and transactions from Invoice P420 into Invoice P368.
If the invoice you want to merge into is not shown in the list of invoices in the "Merge Into" field, choose Other, then enter the appropriate invoice number.
Note: You can only select one invoice from the "Merge Into" field. If you have more than two invoices you want to merge, as is this case for this example, you will have to complete each merge individually. For this example where Big Bird wanted us to merge P420, P398, and P368 together, we merge P420 into P368 first. Then we will repeat the process and go to P398 and merge it into P368. This will put all three invoices' charges and transactions on P368. This will ensure that P368 will be our final merged invoice.
Important: When merging invoices, the merge cannot be undone so be sure you have chosen the correct invoices for the merge. And remember the invoice you started with is going to be merged into the invoice you choose from the "Merge Into" field.
Now that we have chosen the invoice to mere into, and we have double checked both the originating and the destination invoice numbers to be sure we are merging the correct invoices together and in the order we wanted, we can click "Submit" to complete the merge.
Once the merge is complete, Arctic will display the following message:
Again, if we needed to combine a third invoice with the two previously merged invoices, we would just repeat the process by going to the "View Invoice" page for the third invoice and choosing to merge it into the new combined invoice for the first two invoices. In this case, we would go to the "View Invoice" page for P398 and choose to merge into P368 to accomplish merging all three of the invoices we wanted to merge, P420, P398 and P368.
If you have any any questions about merging invoices, please feel free to contact support at support@arcticreservations.com or by calling 601-ARCTIC-9 (601-272-8429).