Adding items/products to booking invoices

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Learn how to add inventory to an existing booking.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

 

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Which plans include this feature?

Legacy:  Soho, Pro, Plus, Enterprise, Flex
New:  Growth (Subscription), Growth (Online Booking Fee), Managed
→ Learn more about our new plans or how to change your plan.

Where can I find this feature using the top menu?

Reports > Booking Index > Booking Details > Edit > +Add Item

What more do I need to use this feature?

• Admin or restricted permissions to Modify bookings.
  
  

Which Checkfront version supports this feature - classic, new, or both?

• The Booking Invoice feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.
  
  

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You can add an item/product by clicking the Add Item button from the left sidebar of the booking's Edit tab.

A pop-up then displays where an item or product is added. We cover this step in more detail below.

After making any additions, select the Save button at the bottom of the Add Item modal to apply the new item/product to the booking.

 

Adding an item/product to an invoice does not automatically process an additional payment. You need to also add a payment, if applicable. Learn more here: Adding payments to booking invoices

 

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When first opened, the Add Item modal displays a collapsed view that, by default, includes the Category, Item, Rate, and Subtotal fields. The view fully expands when a valid Item selection is made.

When adding an item/product to a booking, multiple options can be modified by Staff. Read on to find out about each one!

 

Open the Category dropdown menu to choose from a list of available category entries.

Available entries are set in the Categories area (Inventory > Categories). Both active and hidden categories are displayed in this list, while archived categories are not visible.

 

Choose an item/product from the Item dropdown menu within the Add Item modal. This searches the system for items/products based on the parameters supplied.

If there are items/products available, then they appear in the list from which you can select one. Check the box labelled Hide unavailable items if you only wish to see items/products that have availability.

Selecting a new item/product and changing the quantity or date automatically queries the system and returns a new price. If there is a conflict, then an error message appears.

 

Referring to the Inventory Calendar when adding items/ products is helpful. The Inventory Calendar provides an overview of item/product availability, where stock may be adjusted as needed. You can visit the Inventory Calendar for items (Calendar > Inventory) or products (Calendar > Product). Learn more here: Introduction to the inventory calendar

 

Select a booking's start or end date using the Start and End date calendar fields. Click on the fields to open the calendar selection tool.

By default, the calendar selection shows green for available dates, red for sold-out dates, and grey for dates where the item or product is unavailable for booking.

 

If the item/product in the booking is time-allocation based, such as Per Hour for items or Flextime for products, then additional Time fields show where an available time is selected.

 

Referring to the Inventory Calendar when adding items/ products is helpful. The Inventory Calendar provides an overview of item/product availability, where stock may be adjusted as needed. You can visit the Inventory Calendar for items (Calendar > Inventory) or products (Calendar > Product). Learn more here: Introduction to the inventory calendar

 

You can add the quantity for each where parameters/guest types are attached.

Depending on your browser, a parameter/guest type value is changed by manually entering the number in the field or selecting the up or down arrows that show in the field when hovering over it with your cursor.

 

The Add Item modal allows available tax entries to be selected or deselected from the Taxes section.

Simply click on the checkbox to the left of the tax entry to apply, or no longer apply, the tax to the item or product. The tax is active if the checkbox is selected.

Taxes to choose from are set up in the Ecommerce Setup area (Manage > Ecommerce Setup > Taxes).   

 

Learn more about configuring taxes here: Configuring ecommerce settings for taxes

 

While the Rate section cannot be directly edited, it summarizes the details per item parameter/product guest type.

Parameter/guest type details are adjusted within the item itself (Inventory > Items) or the product (Inventory > Products).

 

Note that if the Subtotal value is customized, the Rate summary clears and shows no parameter/guest type details.

 

The item/product subtotal can be customized to whatever value you wish in the Subtotal field when adding an item or product.

When saved, the booking's totals update to include the new subtotal value entered.

 

If you have a discount or voucher code set up in the Discounts area (Inventory > Discounts), you can add the code to an item/product with the Apply Promo or Voucher option in the Add Item modal. 

 

When the Apply Promo or Voucher option is selected, a Promo / Voucher field opens up where you place the code.

Click Apply to apply the code to the item/product or booking total, depending on the discount or voucher settings.

A discount or voucher may be removed from an item/product within the Add Item modal by clearing any entered code and selecting Apply. 

Once you have chosen to Save your changes, the booking totals reflect any discount or voucher changes made when adding the item/product.

 

Learn more about setting up discounts for items/products here: Introduction to discount and voucher codes

 

If an item has packages or a product has upsells, then they can be attached or detached from the Package Options section of the Add Item modal.

If there are available packages or upsells to add, then a plus sign displays beside the entry that can be attached. When the plus sign is clicked to add the package or upsell, the plus sign changes to a checkmark to visibly show that the option is selected. 

You can uncheck the checkmark to the right of Package Options to deselect all package or upsell options from the booking item or product.

Click the Save button to apply any changes made and the booking updates to reflect any added or removed packages or upsells.

 

Do you need to change or remove the item/product you just added? If so, then you can learn about changing a booking here: Changing bookings from booking invoices

 

In the next article in this series, we look at updating POS transactions from the Booking Invoice.

 

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< Changing bookings from booking invoices     |     Updating POS transactions from booking invoices >

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