Documentation

MIDAS Documentation v4.19

Creating Invoices

Invoices can be created in a number of ways:

Generate an invoice at time of booking

Depending upon how your MIDAS administrator has configured MIDAS, invoices may be automatically created for every booking made, with no user interaction required on your part.
Alternatively, when adding a new booking you may be presented with a "Create Invoice" option on the "Booking Availability" screen. Make sure this box is ticked before selecting "Book All Available" to automatically create an invoice for your booking. This invoice will include all the bookings shown on the Booking Availability screen that are "Available", and any "Available" resources that have been assigned to the booking as well.

Generate an invoice for an existing booking

When clicking/tapping a booking in the Booking Grid, the following icon may be offered to you:
Selecting this icon will automatically generate an invoice for this booking, including any resources that have been assigned to it.
This icon will only be available if you have sufficient user privileges and no invoice has previously been created for the selected booking.

Generate an invoice for a client's bookings over a date range

You can generate a single invoice for all client's bookings over a specific date range as follows:
  • Select the icon in the main toolbar.
  • In the top right corner of the Invoicing screen, click/tap the icon.
  • You will then be prompted for a client to generate an invoice for, and a date range of bookings for that client to include in the invoice.
  • By default, bookings for all venues and booking types will be included on the generated invoice, however, you'll also see options to be able to limit the inclusion of bookings by these criteria.
  • An Advanced Filter is also available, allowing you to include/exclude bookings from the generated invoice which match a particular criterion. You'll be able to select a booking field (including any custom booking fields you've defined) from a drop-down list, select a match type, and enter a match string.

    Match types available include:

    • Equals – Will include bookings where the selected booking field's value exactly matches the string you enter
    • Does Not Equal – Will include bookings where the selected booking field's value doesn't exactly matches the string you enter
    • Contains – Will include bookings where the selected booking field's value contains an occurrence of the string you enter
    • Does Not Contain – Will include bookings where the selected booking field's value contains no occurrences of the string you enter
    • Begins With – Will include bookings where the selected booking field's value begins with the string you enter
    • Ends With – Will include bookings where the selected booking field's value ends with the string you enter
    • Is Greater Than – Will include bookings where the selected booking field's numeric value is higher than the value you enter
    • Is Less Than – Will include bookings where the selected booking field's numeric value is higher than the value you enter
    For example, you could generate an invoice which only includes booking where there are more than 10 people attending, or generate an invoice which excludes any bookings that have the phrase "exclude from invoicing" in their booking notes, etc.

    A "Case Sensitive" match option is also available allowing you to optionally make string matches case sensitive.

  • Select "Generate" to generate the invoice.

Only bookings for which no invoice has been previously generated will be included when generating invoices in this way

Manually create an invoice

You can create your own invoices to your clients via the icon in the main toolbar.
  • On the invoicing screen, click/tap the "Create Invoice" icon.
  • A blank invoice will then be displayed allowing you to create your invoice.
  • Start by entering the client you wish to invoice in the "Invoice To" field.
  • Next, you can add the items you wish to invoice the client for.

Tip: If the "Calculate Totals?" tick box is selected, line totals, subtotal, and total values will be automatically updated as you modify rates/quantities

Tip: Selecting the last blank line of the invoice will add a new line to the invoice, allowing you to add more items
  • Once you are happy with your invoice, select the "Save Invoice" button.

Note: Invoices, however created, are not automatically sent to clients. They must be actioned (printed or emailed) via the Invoicing icon in the main toolbar