Adding items/products to booking invoices

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Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise | ✓ Flex |
Locate: Reports > Booking Index > Booking Details > Edit > +Add Item
Prerequisites: 

• Admin permissions or restricted permissions to Bookings.
• The Booking Details 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.

 

New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information. Discover more product-related help articles here: Products (New).

 

In this article, we cover adding items/products to a booking.

Be sure to read the first article in this series Introduction to the booking invoice and booking details, before starting!

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the full management capability of the Booking Invoice features.

 

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

 

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 display in this list while archived categories are not visible.

 

Within the Add Item modal, choose an item/product from the Item dropdown menu. 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.

 

It is helpful to refer to the Inventory Calendar when making adding items/ products. 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: Inventory Calendar - New Experience: Introduction

 

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.

 

It is helpful to refer to the Inventory Calendar when making adding items/ products. 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: Inventory Calendar - New Experience: Introduction

 

Where parameters/guest types are attached, you can add the quantity for each.

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

 

The Add Item modal allows for 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: Ecommerce Setup: Taxes

 

While the Rate section cannot be directly edited, it shows a summary of 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, then 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), then 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, this opens up a Promo / Voucher field 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 then 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: Discount Codes & Vouchers: Introduction

 

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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