Invoicing in SNAP refers to the manual adding of an invoice breakdown which can then be used for reporting purposes. The adding of an invoice that matches the value of the transaction will mark the transaction as 'reconciled'. Once reconciled this will remove the transaction from the Invoice reminder list.
When you receive a copy of the invoice/folio from the supplier, use the information it contains to find the deployment or transaction using the steps detailed in the previous sections. This could be the traveller name, the hotel name, dates of stay, or the last 4 digits of the card charged. Once you’ve found this, check that the traveller name, dates and transaction amount match the invoice.
However you have searched for transaction or deployment will dictate what is shown in the viewing pane. It is always easier to add the invoice breakdown with the transaction being in the top pane.
Select Options, in the top right, Create New Invoice.
SNAP will present a basic template, it takes what it can from the deployment details – the Check In and Check Out dates and adds the Invoice Date (being todays date). Add in an Invoice Reference (mandatory) which can be the reference on the hotels invoice or your own internal reference. Add the breakdown into the appropriate Category and when you’ve added each line item to the total value into the template, Save Invoice.
You will be informed that The new invoice has been added successfully!
Now when you view the transaction, you will see it has been marked as reconciled – The Unreconciled Amount is showing as zero and in green.