Home → Arctic Reservations → Invoices → Editing An Invoice
21.5. Editing An Invoice
Using the Edit feature available on the View Invoice page, is a great way to add any discounts, additional items, and fees that may need to be added to an invoice or rearrange items on an invoice.
Remember, do not make changes to activity details (e.g., guest counts or add-on composition) using the Edit feature on the View Invoice page as these changes will not be reflected on the reservation itself. Changing a guest price or the number of guests directly on the invoice will not update allocations and can easily be overwritten if Arctic has to update the invoice itself. If you need to make activity related changes make sure to make those using the Edit feature on the Reservation Details or Rental Details page.
When you click the Edit button on the View Invoice page, Arctic will take you to the Update Invoice page as shown here:
Notice, at the top of the Update Invoice page, you can edit the Bill To and the Business Group Assignment for the invoice. Also notice, the different buttons that have appeared next to each line item. Here is a brief explaination of what each of these buttons do.
The + Add Section button allows you to add another section to the invoice. This is generally nice, if you need to assess fees like cancellation fees or apply any other charges for things like t-shirts or other add on sales that are not reservation related, but you wish to be shown grouped together on the invoice. When you click the + Add Section button, Arctic will give you the ability to apply a label for the section that you are adding to the invoice, i.e. Cancellation Fees or Retail Sales.
The + Add button to the right of the Summary line allows you to add a discount to the Summary section of the invoice that will be applied to all of the items on the invoice no matter what section they are in or whether reservation related or additional charges or fees, i.e. Retail Sales.
The + button to the right of each section heading allows you to add charges and or section-wide discounts, as well as any of the item templates that you have set up for your installation.
The Cross button to the right of each section heading allows you to rearrange the order the different invoice sections appear on the invoice. You can move each section so that it appears in the order you wish on the invoice.
The + button to the right of each charge allows you to add sub-charges, disocunts specific to the charge in question, hidden fees, taxes as well as any of the item templates that you have set up for your installation.
The Cross button to the right of each line item allows you to move rearrange the order of the charges and discounts within each section of the invoice. Generally, Arctic should select the most logical order for charges automatically. You should only have to use this in special circumstances (e.g., if one invoice has a commission calculated on the undiscounted amount of the trip, rather than the discounted amount, you might drag the commission entry above the discount).
The Pencil button allows you to edit the description, quantinty, cost and/or account assignment of the line item it is located next to on the invoice.
The Trash button allows you to delete the corresponding section, charge or sub-charge. Note that when deleting a section, it will delete all charges in the section. And when deleting a charge, it will delete all sub-charges.
Now that you know what the individual buttons do, you are ready to add charges and discounts to the the invoice. Be aware that when adding additional charges and discounts to the invoice, the charge or discount location on the invoice is dependent on where the button you clicked is located. Clicking the + buttons next to any line item will add whatever charge or discount that you want to add to the invoice immediately below the line item next to the + button that you clicked; unless the + button is next to a section heading then the charge or discount will be added under all of the items in that section. The following graphics display the difference:
This graphic illustrates the placement of a charge or discount added to the invoice using the + button next to a Section Heading. When the charges or discounts added are percentages, the percentages are figured on the all of the items contained within the Section.
This graphic illustrates the placement of a charge or discount added to the invoice using the + button next to a Line Item. When the charges or discounts added are percentages, the percentages are figured on the item directly above the charge or discount; unless there is a Hidden Fee, then they will be figured on the item the Hidden Fee is assessed on.
You cannot add Transactions on the Edit Invoice page. You must save your changes first by clicking Submit. Once you have clicked Submit to save your changes, Arctic will return you to the View Invoice page where you can add any payments or refunds needed to the invoice.