One time fees can be added manually to an invoice by typing in the name of the fee and defining the fee amount. However doing it this way doesn't allow reporting on that specific fee. Thus it's usually better to have all fees defined and made available to each property.
For example, if you have a policy of charging an extra $75.00 if a guest checks out late, then it's better to define that fee, rather than adding it manually to the invoice each time this occurs. This way the "Late Check Out Fee" can be tracked, totaled, and included in reports.
Both methods are reviewed in detail below.
Defining a Fee
Fees can be added and assigned to properties from Settings > Deposit / Fees / Services / Taxes > Fees. Complete instructions on configuring fees can be found here.
A fee type of "Internal" should be used for this particular fee. Internal fees are not visible to the guest at checkout, but are available to be manually added to invoices. The internal fees can be tracked and included in reports.
Assign the Predefined Fee to an Invoice
From the invoice edit screen...
- Click the "+" icon to add a new fee to the invoice
- Select the fee from the list of predefined fees
- Click the save icon
Assign a One Time Fee to an Invoice
One time fees can be added directly to an invoice from the invoice edit screen. They do not need to be predefined, however they are not tracked for reporting purposes. To add a predefined fee from the invoice edit screen...
- Click the "add a one time fee" link
- Configure the fee name, amount and tax status