Invoices

How a city-ledger tax invoice is raised from a folio, numbered, settled with receipts, cancelled with a credit note, printed, and what each status means.

In Innvera an invoice is a tax invoice raised on a city-ledger account — a company, travel agent or channel that pays after departure. It is created by transferring a folio balance to that account and then lives its own life: receipts settle it, a credit note cancels it, and its age drives the receivables report.

A guest paying at the desk does not get an invoice; the printed folio is their bill (see Folios). When a company needs a document before the stay — to raise a purchase order or approve a transfer — issue a proforma invoice instead. A proforma is not fiscal and posts nothing; this page is about the document that does.

Where it lives

Invoices are listed on Accounting › Receivables under Open invoices (everything not yet settled, filterable by aging bucket, with CSV export) and on each account's page under Invoices. Click an invoice number to open it at /accounting/invoices/{id}; the Receivables tab stays highlighted because an invoice is always reached through an account.

The same invoices appear from the front-office side on the partner's Invoices tab under Companies & agents, where the account's proforma invoices are listed above them and the invoices below, described as Company-window balances transferred to the city ledger. See Companies & agents.

Reading an invoice needs accounting: read; raising one, recording or reversing a receipt and issuing a credit note need accounting: invoice.

Key terms

Line — one transferred folio balance (with a link back to the reservation) or a manual line. An invoice's total is the sum of its lines.

Receipt — money received against the invoice. Settled is the sum of receipts, net of reversals.

Credit note — a negative invoice referencing the original that cancels it. The original is never edited.

Payment terms — days from issue to due date, set per account (default 30). Due date = issued date + terms.

Issue an invoice

Settle what the guest pays

On the folio, record whatever the guest settles at the desk — incidentals, for example — so that only the company's share remains outstanding.

Transfer to city ledger

Open Accounting › Receivables, choose the account, and click Transfer folio. In Transfer to city ledger enter the Folio (folio or reservation reference), confirm Bill to, the Amount (pre-filled with the outstanding balance) and optional notes, then Transfer.

Read the result

Two things happen in one step: the folio is settled with a Payment of source Corporate, and an invoice with one line for the same amount is raised on the account. You see "Transferred to {account} as {number}".

A transfer is refused if the folio is closed ("Folio is closed; reopen it before transferring a balance"), if the account is inactive ("Ledger account {name} is inactive"), if the amount exceeds what is left on the folio ("Transfer of … exceeds the folio's outstanding balance of …"), if it would push the account past its credit limit ("Transfer of … exceeds the account's remaining credit of …"), or if the folio and account currencies differ ("Folio currency USD does not match ledger account currency EUR") — Innvera never converts, because a number no rate makes true has no business on a tax invoice.

Where the stay already has a company window pointed at that account, the payment is attributed to that window so its balance stays honest. See Folios.

OTA remittance invoices raise themselves

An OTA-type account with its Channel name filled in gets an invoice automatically when an OTA-collected channel booking checks out, for whatever of the channel's prepayment is still owed, with a note reading Collected by {channel} for {reference}. Nobody has to transfer anything. The detail is in Negotiated rates & company billing.

Any proforma still Issued for that stay becomes Invoiced in the same commit and names the new invoice, so a client holding the proforma can be pointed at the document that bills the money.

Numbering

Four series are numbered per property, each with its own prefix and its own counter: invoices, credit notes, receipts and proformas. The prefixes and the yearly-reset switch live under Settings › Accounting › Numbering & approvals — an Invoice prefix (INV-), Credit note prefix (CN-), Receipt prefix (RCP-) and Proforma prefix (PI-), plus Next number for the invoice series and Reset the sequence each year.

Numbers are five digits wide: INV-00001, or INV-2026-00001 with the yearly reset on, which restarts on the first document of the new year rather than on a scheduled job. Because a credit note draws on its own counter, CN-00001 is the first credit note the property ever issues regardless of how many invoices came before it.

The series are gapless: a number is allocated inside the same transaction that writes the document, so a write that fails takes its number back with it — unlike a database sequence, which hands out numbers a rollback does not return. An invoice series with holes in it is the kind of thing a tax authority asks about. Changing a prefix or the yearly switch re-anchors the counter past the highest number already issued in the new format, so a number can never be handed out twice.

The invoice page

The heading shows the number, a status badge, a link to the account, Issued {date} · due {date} and any notes. A cancelled invoice adds a line of its own: Cancelled by credit note {number}. The invoice keeps its own figures — the correction is a separate document.

The Lines panel lists Description, Reservation (linked when the line came from a folio) and Amount, with Total, Settled and Outstanding underneath. The Receipts panel lists each receipt with its method, reference, date and who posted it, or Nothing received yet; each live receipt carries a reverse button (Recorded in error? Reverse it.).

Actions on the right:

Print — sends the page to the browser's print dialog; save as PDF from there.
Credit note — see below.
Record receipt — see Receivables & city ledger.

Record receipt and Credit note are both disabled once the invoice is settled, cancelled or is itself a credit note, and for users without accounting: invoice.

Statuses

Badge	Meaning
`Open`	Issued, nothing received, not yet due
`Part paid`	Some receipts applied, not yet due
`Overdue`	Past the due date with an outstanding amount — this outranks `Part paid`, because a half-paid invoice three weeks late is a collections problem, not a progress report
`Paid`	Receipts cover the total
`Credited`	Cancelled by a credit note. Nothing is owed, so it drops out of the collections list
`Credit note`	This document is a credit note; its total is negative

Reverse a receipt

Use the reverse button on a receipt when the money never arrived, or arrived against the wrong invoice. The confirmation explains it: A negative row is added referencing the original — nothing is deleted, and both stay on the invoice. The invoice goes back to outstanding and the credit is released on the account.

The reversal takes the next number in the receipt series, carries the same method as the row it mirrors, and references it. This is not a refund — no money goes back to the payer. A reversal cannot itself be reversed ("That row is itself a reversal; it cannot be reversed again"), and a receipt can be reversed once only ("Receipt {number} was already reversed by {number}").

Issue a credit note

Click Credit note on the invoice. The confirmation reads Issue a credit note for {number}? and explains that it writes off the outstanding amount with a credit note referencing the original — the invoice itself is never edited. Confirm with Issue credit note.

A new document is created with the credit-note prefix, a total equal to minus the invoice's total, and status Credit note; the original becomes Credited and shows which document cancelled it.

Three rules follow from a credit note cancelling the whole invoice:

Nothing may have been received against it. "Invoice {number} has {amount} received against it; refund the receipt before crediting it". Reverse or refund the receipt first, or — if the company genuinely paid part and will not pay the rest — leave the invoice part paid and chase or write off the remainder outside the document.
An invoice can carry one credit note only. "Invoice {number} has already been credited by {number}".
A credit note is terminal. It cannot itself be credited ("A credit note cannot itself be credited") and cannot take a receipt ("A credit note cannot receive a payment"). Nor can the invoice it cancelled: "Invoice {number} was cancelled by credit note {number}".

Tips

Transfer from the account page when you know the payer. Bill to is locked to that account, so nothing lands on the wrong company.
Keep the reservation reference on the line. Lines created by transfer link back to the reservation, which is what the company's accounts payable team will ask for.
Watch the credit limit. A limit of 0 means no limit; otherwise the remaining credit is shown on the transfer dialog before you confirm.
Send a proforma first for anything that needs approval. An invoice raised at check-out arrives too late for a purchase order.

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