The Group Itemized Prepayment Invoice feature in SabeeApp enables you to issue compact, organized prepayment invoices for group reservations. Items are automatically grouped by Folio item category and room/reservation parameters, making the invoice clear and easier to understand.
🔍 What Is a Group Itemized Prepayment Invoice?
This feature allows you to:
- Create a single invoice for a group reservation, categorized by item types (e.g., Accommodation, Breakfast).
- Exclude specific Folio items, such as city tax, from the invoice if they are not routed to the group Folio.
- Maintain a cleaner and more professional document for group bookings.
⚙️ How It Works
The logic behind group itemized prepayment invoices is nearly identical to the individual itemized prepayment invoice, with one key difference:
By default, the group itemized prepayment invoice option is inactive.
This is because there are usually no active items in the group Folio when a group reservation is first created.
When you hover your cursor over the inactive invoice option, a tooltip will explain why it is not yet available.
âś… How to Activate the Group Prepayment Invoice Option
To enable the group itemized prepayment invoice:
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Route items to the group Folio
Move desired Folio items (e.g., Accommodation, Breakfast) from individual reservations into the group Folio by Routing them or Collect them in the Group Folio with the Collect Folio Item button:
Example from the Individual page:
Example from the Group page:
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Leave some items uncollected, if needed
For example, City tax can remain on individual reservations and will not appear on the group invoice.
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System categorization
Once items are in the group Folio, the system will automatically categorize them for the invoice.
đź“ť Example: If only Accommodation and Breakfast are routed to the group Folio, only those will appear in the group invoice. City tax, if not routed, will be excluded.
🗑️ Managing Invoice Item Categories
- Before locking the invoice, you can remove item categories by clicking the trash bin icon next to them.
- Once the invoice is locked, item categories can no longer be modified.
đźš« What Happens to Individual Invoices?
If all Folio items of a group member are routed to the group Folio:
- The individual itemized prepayment invoice option will be disabled.
- A tooltip message will inform you of this status.
🧾 Final Steps
Once the group Folio is populated and categories are set:
- You can finalize and issue the invoice just like an individual itemized prepayment invoice.
- The same rules apply regarding locking, exporting, or sending the invoice.
If you need help with routing Folio items or customising your group invoices, feel free to reach out to our support team or consult the Folio and Invoicing section in your SabeeApp knowledge base.