PassTracker - How to Create a Booking Invoice for a Group or School

Add or Find an Organization

Booking invoices are designed to create a booking, in which cash is not being transferred on that date. The booking will be held until the group shows up. Then if they pay on that day, the booking invoice can be turned into a real invoice and the money can be processed on the day that the actual payment comes in.

The basics are:

1) Go to the Organizations Tab
2) Create a new Organization record (or find an existing organization) - this is a very similar process to creating a New Customer.
3) If possible, create a link to an Existing Customer, so that you can include their information in the billing contact area. This is done from the Customers screen, linking them up to the organization.
4) Back in the Organizations tab, click on the Sales Tab.
5) Create a New Booking Invoice
6) Enter the type of booking information, including number of people, equipment required etc.
7) Then leave this Booking Invoice in the system until the actual event occurs and/or money is paid.
8) Upon receipt of payment, change the Booking Invoice to a Sale, update the Date or the Invoice and Enter the Type of Payment

Linking a Customer to an Organization

Find a Customer, click Edit from the Customer icon bar. If you know the Organization's ID, you can enter it in the ID field, otherwise proceed to the Connect to an Organization screen.

Connect to an Organization

Use the Letter buttons to filter the Organizations list. When you find an organization, click the name and it will be linked to the Customer.

Customer is now Linked to an Organization

Note that the Organization is now listed as linked to the Customer.

Return to the Organizations screen and select the Customer as a Prime Contact

Select a Primary Contact

Click on the Primary Contact line and select one of the Customers listed. If there are not Customers listed, you need to go back through the Linking instructions above.

Go to the Sales Tab

Click on the Tab for Sales in Organizations.

Click the New Booking Invoice Button to create a new Booking Invoice.

A New Booking Invoice is created

It should bring with it information about the Primary Contact.

Add Items to Purchase

Add Items to Purchase as you would in the regular Sales system. At this point, you can freely go back to Organizations, or Customers. You do not need to enter any information about how this booking is going to be paid at this time. Later, when the money comes in, you will update this, by changing this record to a Sale, updating the date and entering the Type of Payment. But for now, you can just leave it as a booking.

Finding a Booking

To Find a booking, simply return to the Organizations tab, and search for the Organization. Click the Sales tab and you will see a Booking Invoice listed. Click on it to return to the Booking Invoice. You can also search for the Booking Invoice directly in the Sales tab.

Converting a Booking Invoice to a Sale

When you are ready to process a Booking Invoice into an actual Sale, do three things.

1) Change the Type of Document to Sale
2) Update the Invoice Date to the Current Date
3) Enter the Payment Type

Update the Invoice Date

Enter Payment Type

Now, this Booking Invoice is a real Sale and will be processed in the date that you have entered (preferrably today, when you have received payment).

Booking Invoices Report

Managers can access a quick report on Current, All or specific date range Booking Invoice Reports

Select which Booking Invoices you wish to view

1) Current will display any outstanding Booking Invoices
2) All will show all, past, present and future Booking Invoices
3) Specify gives you the option to select a date range for Booking Invoices

Booking Invoices Report

A list of all Booking Invoices will be displayed, depending on your selection in the previous screen.