💡 Important to know:
Only Finalised and Out of Sync invoices can be exported.
Out of Sync invoices are invoices that have previously been marked as final, but have since been marked as not finalised.
To export the data of your Finalised (and Out of Sync) reservations, go to Front Desk > Reports > Accounting tab > use the View for search toggle > click the Export button.
This feature is not available to Little Hotelier customers in Italy, Germany and Spain.
Export invoices
To export the data of your Finalised (and Out of Sync ) reservations, follow these steps:
In Front Des k, go to Reports.
Go to the Accounting tab.
Use the View for search toggle ( Yesterday, Last 7 days, Select custom dates ) to search for a specific period of invoice data for Finalised reservations (for Finalised reservations if the invoice created date falls within the search date range).
Click the Export button.
A .csv file (or a .zip file if there are multiple multiple .csv files due to the size of data) will be downloaded. You can then import the .csv file(s) to your accounting software package.
⚠️ Note:
Only Finalised and Out of Sync invoices will be exported.
The ‘ Export ’ button will also show the number of reservation invoices that will be included in the exported file. (The sum of the reservations in the Finalised and Out of Sync tabs.)
Little Hotelier restricts the custom date range search criteria to a 30 day interval. You will not be able to select future dates or dates before the release date of this feature (July 2023) as the start and end dates for the search criteria.
Export invoices: tabs
View a list of invoices in the following tabs (based on the period you selected in the View for search toggle):
Finalised — invoices that have been marked as final, and the invoice created date falls within the search date range. Finalised invoices will have their data included in the exported .csv file.
Not finalised — reservations that you have generated an invoice for, but have not marked as final, and the invoice created date falls within the search date range.
Not invoiced — reservations that do not have an invoice generated, however the reservation is past the check-out date, and the check-out date falls within the search date range.
Out of sync — invoices that have previously been marked as final, but have since been marked as not finalised, and the date it was marked as not finalised falls within the search date range. Data from the invoice that was marked final will still be included in your exports from Little Hotelier.
All — all reservation invoices from all tabs.
💡 If changes to the reservation were made after its invoice was marked final, a (!) symbol will display next to its Finalised status.
Understanding the columns in the .csv file
The downloaded .csv file will contain data for the invoices marked as final. Little Hotelier populates data into rows onto the .csv file, (the line items are similar to those on the invoices marked as final).
💡 Invoice line items that are identical (i.e the same type, description and amount, of which are repeated on the invoice for every night of the guest’s stay) are combined on the .csv file. The quantity will be shown on the .csv file reflecting the number of line items that are combined.
See below the columns that Little Hotelier populates in the .csv file:
.csv file column nam | Data included in the column |
ContactName | Primary guest’s first and last name |
EmailAddress | Primary guest email address |
POAddressLine1 | Primary guest address |
POCity | Primary guest city |
PORegion | Primary guest state |
POPostalCode | Primary guest post code |
POCountry | Primary guest country |
InvoiceNumber | Invoice number of the invoice marked final |
InvoiceDate | Invoice date of the invoice marked final |
DueDate | As above, the invoice date of the invoice marked final |
Description | Invoice line item’s description |
Quantity | Invoice line item’s quantity |
UnitAmount | Invoice line item’s unit price (including sales taxes and discounts) |
ItemAmount | Invoice line item’s unit price (including sales taxes and discounts) multiplied by its quantity |
AccountCode | Account code mapped for invoice line items of this nature by you in Little Hotelier Setup |
TaxType | Tax code mapped for invoice line items of this nature by you in Little Hotelier Setup. This column can be omitted from the export based on your configuration in Little Hotelier Setup. |
Taxable | Tax exemptions mapped for invoice line items of this nature by you in Little Hotelier Setup. This column can be omitted from the export based on your configuration in Little Hotelier Setup. |
Currency | Invoice line item’s currency |
💡 Note that the UnitAmount and ItemAmount values are inclusive of sales tax by default. For a successful import, your accounting package importer settings should also be inclusive of sales tax.