Correlation between invoice moment and journalization

Moment of invoicing to guests

Go to the 'Bookings' tab of your administration settings. Here you can determine when a booking invoice is created and dated.

At confirmation:
An invoice and payment link will be included in the confirmation email. This invoice is dated on the date the booking is made and confirmed. Payments related to the reservation are linked to both the invoice and the reservation.
At check-in:
The confirmation email includes a payment link, but no invoice. The invoice is created and dated as soon as the guest has checked in. Payments related to the reservation that were made before the check-in date, are included in the invoice.
At check-out:
The confirmation email includes a payment link, but no invoice. The invoice is created and dated as soon as the guest has checked out. Payments related to the reservation that were made before the check-out date, are included in the invoice.

Read more: When to invoice guests: invoice moment

Journalization date

Go to the 'Accounting' tab of your administration settings. Here you can set when you record your turnover in your accounting.

Journalize turnover on the invoice date:
The invoice date is also the date on which the turnover is processed in the accounting. In the case of guest invoices, this therefore depends on your set invoice moment.

Journalize turnover on end date of the realization period:
The turnover is processed in your accounting on the last day of the stay. In the case of guest invoices, this is therefore after or on the invoice date.
In the case of invoices where there is no realization period, or where the realization period ends before the invoice date (e.g. monthly invoicing of business stays), the turnover is recorded on the invoice date.

Distribute turnover across months:
Use this option if you want to proportionally distribute turnover from reservations that stay from one month into the next. For a stay from 29 november to 6 december, two days’ worth of turnover will be recorded in november, and six days in december.
However, this only works if your invoice moment is set to 'at confirmation' or 'at check-in'. If you combine 'distribute turnover' with invoicing at check-out, all turnover will still be recorded on the invoice date.

Collecting payments before the invoice date

If you create a booking invoice at check-in or at check-out, payments are often received before the invoice itself is sent. All these payments are linked to the reservation and registered on ledger account 2050 (prepayments). When creating the invoice, these payments are included on the invoice, and the money is redistributed to the correct ledger accounts.

If invoice date is before the journalization date

If you invoice at confirmation, but record the turnover either on the end date or by distributing it evenly over the realization period (distribute across months), the turnover must be held somewhere in the meantime. Ledger account 1700, pre-invoiced turnover, exists for this purpose. The invoice itself is already created (and paid). But, it is not yet time to record the turnover in your accounting.
Read more: Prepaid revenue from ledger accounts

In the example below, the VAT is recorded on the invoice date, separate from the rest of the revenue.