If you’ve been following our recent posts, you’ll know that we’re introducing a whole host of new features for MIDAS v4.25. Many of the new and improved features in v4.25 relate to invoicing.

There’s a lot to take in, so we thought it would be useful to summarize the new and improved invoicing features of MIDAS, with links to posts with more information.

• New Tax Features
• Flexible Payment Terms
• Credit Notes
• Merge Invoices
• Apply Refunds To Invoices
• Export Invoices to 3rd party accounting packages, including QuickBooks, Sage, and Xero
• Increase cancellation charges for very short notice cancellations

In addition to the above, there’s a handful of smaller invoicing improvements worth noting too:

Update visible notes once an invoice has been finalized

Once an invoice is first printed, or emailed to the client, MIDAS considers the invoice “finalized”. The content of finalized invoices cannot then be changed. However, MIDAS does allow you to update the paid status of the invoice at any time. Additionally, you can also add internal notes at any time. Internal notes are not visible to clients on actual invoices.

From v4.25 we’re now also allowing you to modify the “visible” notes section on invoices – even after they’ve been finalized!

Consolidate multiple identical invoice items

MIDAS now consolidates identical items on invoices. For example, say you’re adding a booking across two venues (rooms), each of which requires a “CD Player” resource in it.

When invoicing for these bookings, MIDAS would previously list the two venues separately and the two resources separately.

Now, MIDAS will identify these instances and combine items accordingly. So now instead of having two lines on an invoice both for a “CD Player” and both with a quantity of 1, they’d be a single “CD Player” line with a quantity of 2.

Empty itemized Invoice Notes excluded

The visible “Notes” section on invoices can be configured to be automatically populated with the content of a booking field. For instance, you could set the “Booking Notes” to automatically appear in the “Notes” section of the client’s invoice.

If multiple bookings appear on the same invoice, it could get confusing as to which booking the invoice notes relate to. That’s why we’ve previously provided an “Itemize Notes” option. When enabled, each item on the client’s invoice with an associated note is indicated with a reference number. This appears on the invoice line it relates to, and then also in the Notes section below.

If an item had no notes associated with it however, it would still be given a reference number. This could be just as confusing if none of the bookings had notes. You’d end up with a string of meaningless numbers in the Notes section, like [1] [2] [3] [4] [5]

We’ve sorted this out for v4.25! Now, only bookings with notes will be numerically referenced if the “Itemize Notes” option is enabled.

These are just a few of the new and improved features for MIDAS v4.25. Please see this post for details of other new features you’ll find in v4.25.

You can also ask questions and discuss the new features of v4.25 over on Reddit.

The post Invoicing Improvements in MIDAS v4.25 appeared first on MIDAS - Room Booking System | Blog.

In this post we’ll look at some of the improvements in relation to tax handling on invoices.

In earlier versions of our software, you could set a tax rate which would apply to invoice total amounts. At the same time, we provided options to allow you to set individual clients as tax exempt.

We’re providing even more tax flexibility for v4.25, including:

Individual Venue Tax Rates

Each venue can have its own rate of tax applied to it. This allows you to set different tax rates for different venues.

Individual Resource Tax Rates

Each resource item can also have its own rate of tax applied to it. This allows you to set different tax rates for resources.

Per-Item Tax Rates

Whereas previously a single rate of tax was applied to an entire invoice, from v4.25, each line on an invoice can have its own tax rate. Each line on an invoice contains the following elements: Item Description, Item Quantity, Item Rate, Tax Rate, and Amount. The invoice summary section will show details of the tax amounts applied to the invoice total.

Toggle Amounts Display inc/ex Tax

Calculation of the values shown in the “Amount” is automatic based on quantity, rates, and tax of the line item. When creating or modifying an invoice, clicking on the “Amount” column header will toggle the display of amounts inclusive or exclusive of tax.

We’ve also added a “Show amounts excluding Tax?” admin setting to control the default display of amounts. This setting is located under MIDAS Admin Options → Manage MIDAS → Invoicing.

Set Tax Rates for Deposit and Cancellation Invoices

We’ve also added admin settings to allow specific tax rates to be applied to Deposit and Cancellation invoices respectively. Previously, these invoice types applied tax at the global tax rate you’d defined. Now they can each have their own unique rate.

These are just a few of the new and improved features for MIDAS v4.25. Please see this post for details of other new features you’ll find in v4.25.

You can also ask questions and discuss the new features of v4.25 over on Reddit.

The post Invoice Tax Improvements appeared first on MIDAS - Room Booking System | Blog.

Making Clients Exempt From Tax

We love feedback and suggestions from our customers, and this next feature arises from just such a suggestion (which eagle-eyed readers may have already spotted in a screenshot from our previous post!)

MIDAS already includes powerful invoicing capabilities, allowing you to set flexible room rates for each day of the week as well as different lengths (durations) of booking. In additional, you can also setup discount rates depending upon the type of booking (for example, community hires can be charged at a lower rate than commercial hire of your facilities)

These extensive invoice capabilities are further enhanced for v4.07, as we’re introducing a new per-client setting allowing individual clients to be excluded from having the standard global tax rate you’ve setup for your system (via MIDAS Admin Options → Manage MIDAS → Invoicing) applied to their generated invoices.

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