Author: Team Merang
Some users have asked about how to change or update information on the invoices. This would depend on the status of the invoices, as summarized below:
1. For invoices in “Pending” or “Review” status:
As these invoices have not yet been transferred to the back-office module, you can edit them directly, without any impact to the back-office accounting:
- Login to the invoice module, search for the invoice and click ‘edit’ to make changes to the invoice.
- To make changes to the products or insurance items, once the invoice opens (under the first ‘Booking Details’ tab), scroll down to where the “product” and “insurance” section. You can click on ‘edit’ besides any product or insurance item, which will open the product or insurance window. Make the changes/upgrades to the product or insurance item, including the customer fare or supplier net cost information, and click on the “Save Product” or “Save Insurance” button.
- Remember to always click on “Save Invoice” when making changes.
2. For invoices in “Complete” status:
Although these invoices are “complete” you can change the status back to “pending” or “review” and then follow the steps in (1) above. To change the invoice status:
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Login to the invoice module, search for the invoice and click ‘edit’.
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Once the invoice opens, you will notice that it is in a read-only format, except for the Invoice Status field (a drop-down field), which you can change.
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Change the status to either “pending” or “review”, and click the “Save Invoice” button.
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After the status is changed, follow the steps in (1) above to change or update information in the invoice.
3. For invoices in “Accounting” status:
As these invoices are now in the back-office accounting stage, no changes are permitted from the invoice module (to preserve the integrity of the invoices). However, you can still make any edits/updates to these invoices, but only through the back-office module. To do this:
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Login to the back-office module (you must be assigned a user role of “Administrator” or “Accountant” to do this. For agents, please check with the office “Administrator” or “Accountant” to make this change).
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Once logged into the back-office module, click on “Invoice Management from the left-side menu.
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Search for the invoice and click on ‘edit’ to edit the invoice.
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Make changes, as normal, to the invoice.
(Please note: if you need to record a refunded amount to these invoices, you can add a payment, and put a negative (“-”) sign before the amount to record the amount refunded).
If you have any specific questions about a certain invoice, do drop us a note and we will walk you through it.
