Home → Arctic Reservations → Invoice Item Templates → Creating Item Templates
20.1. Creating Item Templates
Arctic provides a library of invoice item templates, which is useful for additional fees or services as well as for frequently used discounts. Item templates can be readily added to trips and rental items during setup, as well as to invoice during day-to-day business. Item Templates are handy for giving your reservationists an easy way to add these additional "custom" or "non-standard" charges to your invoices while ensuring consistency in appearance, pricing and accounting details.
You can also use item templates to create your standard fees like BLM fees, User Fees, or Entrance Fees that need to be added to each of your trip types. Having these fees set up as item templates makes it easier for your to add them to your various trip types without having to create them over and over again. You will be able to simply select these entries from the "templates" section shown when adding them to trip types or rental items.
To create item template, go to the "Settings" page under "Invoicing" and click the "Pencil" icon next to "Manage Item Templates".
On the "Browse Item Templates" page, click the green "+Create Item Template" button.
From this menu you can choose to create a the following Item Templates:
Standard Charge - This would be the template to use for custom services or items like catering, transportation, t-shirts or guide books that occasionally need to be added to invoices but not so frequently that you would set them up as trip add-ons. They appear as distinct line items on the invoice.
Added Fee ($, %, $ Untaxed, or % Untaxed) - These templates are meant for trip fees and rental item fees, and appear as surcharges underneath the main activity charge. You might select this for BLM fees, user fees, and park entrance fees. Be sure to pay attention to the option you choose to be sure you have the correct one.
Included Expense or Fee ($ or %) - These templates are great for keeping track of fees, food costs, etc. that are included in your activity pricing. These item templates will show on the invoices via the back end but will not appear on the copies of the invoices visible to guests. These allow earmarking a portion of your activity income to other accounts. Again be sure to pay attention to the option you choose either $ or % to be sure you have the correct one.
Discount ($ or %) - These templates allow you to set up your standard discount offerings to make it easier for your reservationists to apply your discounts to invoices as needed and can be automated if you use them often so that Arctic will apply them for you automatically when applicable. For more information on automating discounts see the "Automated Discounts, Fees and Promo Codes" section of the documentation.
The creation forms for each of these types of items will vary depending on the type of item you are creating but are generally pretty straight forward. One thing to note is that if you accidentally create a template in the wrong category (for example, setting up a fee as an Untaxed Fee, or if you choose $ when you need %), you can not change it once started. You should either abandon or delete the mistaken item template and recreate it selecting the correct category.
If you have any questions about Creating Item Templates, feel free to contact support and we will be happy to help.