▶️ Sending Bookings to Accounts

📘 Procedure Title

Send to Accounts – Applying VAT Types & Cost Codes for Additional Services

Purpose

This procedure explains how to send a booking from Scribe Bookings to Scribe Accounts while assigning VAT types and cost codes to individual line items—including additional services or deposits. It also covers how deposits post to reserve balances and how to process refunds.

Scope

This guide applies to users who create invoices from bookings within Scribe Bookings and need to allocate income, deposits, VAT types, or advanced itemisation settings when sending data to Scribe Accounts.

Prerequisites

Before starting, ensure that:

• You have access to Scribe Bookings and Scribe Accounts.

• Cost centres, cost codes, and VAT types are set up in Accounts.

Procedure

1. Open the Booking to Invoice

1. Navigate to Bookings in Scribe Bookings.

2. Select the booking you wish to invoice (e.g., block bookings with multiple line items).

3. Click Send to Accounts.

2. Enter Invoice Details

1. Select the invoice date.

2. Choose the bank account that will receive the payment.

3. Enter a brief description of the invoice.

4. Select a due date and amend the invoice footer if required.

3. Assign Cost Codes and VAT Types

1. Review the line-item view. Each booking line can have its own:

   • Cost centre

   • Cost code

   • VAT type

2. To apply the same settings to all lines:

   • Select the cost centre, cost code, and VAT type at the top of the list.

   • Click Apply to All.

3. If a deposit or additional service requires a different code, select that line and assign the appropriate cost code manually.

4. Adjust Invoice Itemisation (Advanced Settings)

1. Expand the Advanced dropdown to access itemisation settings.

2. Choose how the invoice should be itemised:

• By individual bookings

• By month

• By week

• By quarter

1. Apply changes to all lines or adjust only the required ones.

5. Send the Invoice to Accounts

1. Click Save or Send to confirm.

2. A blue folder icon will appear next to the booking once the invoice is created.

   

6. Convert the Invoice to a Receipt (When Payment Is Received)

1. In Accounts, go to Transactions → Sales Invoices.

2. Select three dots on the right → Convert to Receipt.

3. Then click 'Convert' then click 'Save' just by following the prompt.

Troubleshooting / Common Issues

References / Related Documents

• Send multiple bookings to your account all at once (Scribe Bookings Help Guide)