Linking and Unlinking Bookings and Invoices

If your council uses both Scribe Bookings and Scribe Accounts, you can easily manage bookings that are linked to invoices. This guide walks you through viewing, unlinking, editing, and relinking bookings and their corresponding sales invoices.

1. 🔍 View a Booking and Its Linked Invoice

To check if a booking has been invoiced and view the invoice details:

1. Open Scribe Bookings.

2. Navigate to the relevant booking.

3. If the booking is linked to an invoice, the invoice reference number will be displayed on the booking record.

4. Click the invoice reference to open the corresponding Sales Invoice in Scribe Accounts.

5. In the invoice, review:

   • Invoice number

   • Customer name

   • Invoice status (e.g., Draft, Sent, Paid)

   • Payments received

6. Scroll down to Related Records to view the link back to the booking.

2. 🔗 Unlink a Booking from an Invoice

If you need to edit a booking after it’s been invoiced (e.g., changing dates, charges, or block bookings), you'll first need to unlink it from the invoice.

1. Return to the booking record in Scribe Bookings.

2. Click the three vertical dots (Actions menu) on the right-hand side.

3. Select Unlink from Accounts.

4. Confirm the action if prompted.

Once unlinked, the booking can now be edited as needed.

3. ✏️ Edit the Booking (If Required)

After unlinking, you can update the booking details:

1. Make any necessary changes such as:

   • Dates

   • Pricing

   • Customer details

   • Block booking options

2. Click Save to update the booking.

💡 Tip: If you’ve made changes that affect billing (e.g., date changes or extended hire periods), you may want to resend the booking to Accounts to generate a new invoice.

4. 🔁 Relink the Booking to an Invoice

Once the booking is updated, you can relink it to an invoice in Scribe Accounts:

1. On the updated booking record, click the three vertical dots again.

2. Select Link Booking to Invoice.

3. From the list of available invoices, select the correct invoice for the same customer.

   • Only invoices belonging to that customer will be shown.

4. Click Link to attach the booking to the selected invoice.

5. A confirmation message will appear once the booking is successfully linked.

5. ✅ Verify the New Link

To ensure everything is correctly linked:

1. Return to the booking record.

2. Confirm the new invoice number is displayed.

3. Click the invoice number to view the updated invoice in Scribe Accounts.

4. In the Related Records section, verify that the booking is correctly listed.

📝 Optional: Open the previously linked invoice to ensure the booking reference has been removed.