HOW TO DIRECTLY A VAT INVOICE FROM HART PMS

Transcription

1 HOW TO DIRECTLY A VAT INVOICE FROM HART PMS

2 In order for you to directly VAT Invoices from HART PMS, without having to previously print them out, you first need to make some necessary setup steps, for this functionality to work: 1. Install the Bullzip PDF printer: a. Go to Press the green Free Download button underneath the PDF Printer. b. On the page that will open select Download inside the Standard column. c. Save the file (Setup_BullzipPDFPrinter.exe) on your desktop. d. Double click on the file so that the installation begins (Run Choose Language and ΟΚ Next (I accept the agreement) Next Next Next Install). 2. Change the Bullzip PDF printer s options: a. Go to your computer s Search option and look for the Bullzip PDF Printer Options. b. General tab: Uncheck all check boxes. c. Dialogs tab: Select Never in all questions. d. Actions tab: Set the Open the document after creation to No. e. Press Apply and OK. 3. Setup the server details: Go to Configuration Maintenance tab Security: At the bottom right part of the window right click and Add Entry, in order to enter your server information (ask your IT to create a new account, which you can use for this task only): Mail Server: Key in the name of the mail server. Username: Key in the mail server s username and the port used (inside the right field). Password: Key in the mail server s password. ATTENTION: Please contact your IT for this information. 4. Set a Bcc account: Logon to HART PMS and go to Configuration Global Advanced tab. At the bottom part of the window, inside the Settings you will find an Account field. Inside this field, you can key in the account you want the VAT invoices to be bcc to (usually the accounts department of the property. 5. Set the generic and contact person of the property: Go to Configuration Financials Sales Ledger tab. At the bottom part of the window you can right click and Add Entry, in order to enter: a. The property s generic . This is the one that the will appear coming from. b. Contact Person: The name of the person that the guest can contact, regarding the VAT invoice. After you have completed this basic setup, from now on you will be able to directly your VAT Invoices to guests and agents. Let s see how: 2

3 CHECKOUT: The Invoice feature has been added to the following Check Out windows: Room Booking: Group Booking: 3

4 Function Booking: By pressing the Invoice button instead of the Print Invoice button, what the system does is, it creates the VAT Invoice(s) as it would for the printout, only it does not print, but: Creates the VAT Invoice and saves it inside the HART folder (in.pdf format through the Bullzip PDF printer we have previously installed). ATTENTION: The next VAT Invoice that will be saved there, will overwrite the previous one (we do not keep a log of all ed invoices there). Prompts a window that allows you to change the guest and info: Dear: The guest address (Dear Platanas) inside the sent to the guest. This comes directly from the booking. Receipt Name: The folio type of the VAT Invoice. This comes directly from the booking. No: The VAT Invoice number. This comes directly from the booking. Guest The guest . If you have previously entered the guest s inside the Guest Profile, then the system will put it there automatically. Nevertheless, you can change it if you want to. Bcc: The bcc we have previously set in Configuration Global Advanced. You can change it if you want to. By pressing the button the VAT Invoice is immediately sent to all recipients previously configured. This is what the looks like: 4

5 ATTENTION: For Function Bookings only, there is an additional feature for VAT Invoice ing, inside the Billing of each function (middle part of the window): There, you can right click and Add Entry, to key in the recipient s details. ATTENTION: This information overwrites the ones that the system would suggest automatically. Here you can enter: Recipient s Title/Name: The recipient s title and name. The recipient s . Address Line: The recipient s address. Phone: The recipient s phone. REPRINT: All Reprint windows have an additional button for you to the selected VAT Invoice again: 5

6 After you press the button the system prompts the guest address window again: The information you can key in is the following: Dear: The guest address in the sent. The guest account. BCC: The bcc account. LATE CHARGE / CREDIT NOTE: All Late Charge and Credit Note windows have an additional Invoice button: 6

7 CASH CARD: The Cash Card window has an additional Invoice button: 7