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Accounting: export invoices marked as final
Accounting: export invoices marked as final
Updated over 2 months ago

💡 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 Germany or Spain.

Export invoices

To export the data of your Finalised (and Out of Sync) reservations, follow these steps:

  1. In Front Desk, go to Reports.

  2. Go to the Accounting tab.

  3. 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).

  4. Click the Export button.

  5. A .csv file (or a .zip file if there are 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.

Export invoices

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 name

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 due 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: 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.

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