This article covers the Accounting section within a Campground reservation. These settings control how billing is generated for RV sites, cabins, and other campground spaces. They apply to Seasonal and Long Term reservations — the full accounting panel shown here is not present for transient or daily reservations. Settings default from the product configuration but can be adjusted per reservation at creation. For marina reservation accounting, see Marina - Accounting Reservation Settings.
Accounting
To begin navigate to the Accounting section in the reservation form.
Select the Down Arrows to display the Accounting setting.
Invoice Settings
This section outlines the invoice settings that this reservation will adhere to. These settings are defaulted from the product but can be overridden during the reservation creation.
Field | Function |
Invoice Generation | Automatic - The system will automatically generate the invoice when either the user initiates the generate invoice job or a batch job. Manual - The system will not generate any invoices automatically. The user will need to manually create the invoice(s). |
Invoice Frequency | Frequency invoices are generated at different intervals:
|
Payment Term | Payment term when product is used. If blank it will default to global setting. More info here: Payment Terms |
Auto Pay | Enable if the customer has enrolled in autopay. |
First Invoice | Determines how the initial invoice will be generated. In most cases, properties opt to prorate the first invoice when a customer arrives after the beginning of the billing cycle. Fixed - First invoice will be set to a fixed amount. No charge - There is no charge on the first invoice. Pro rated - The first invoice will be prorated based on the customer's arrival date within the billing cycle. For setup guidance, see Campground - Pro Rating Monthly Reservations (for monthly billing cycles) or Campground - Pro Rating Annual Reservations (for annual or seasonal billing cycles). |
Next Invoice | The options here change based on the First Invoice selection. If pro-rating the invoice, this option will get the next invoice back on track for regular billing cycle. If Fixed is selected the next invoice will be set to Next Month. No Charge and Pro Rated first invoice selections will give the following as options: Next Day, Next Month, First of the Month, 5th of the Month, 15th of the Month, End of the Month, Co-Term, Next Quarter, Next 6 Months, Next Year. |
Prorated Frequency | Only available when First Invoice is set to Pro Rated. Sets the frequency used to calculate the prorated amount. Can be set to Daily for monthly or quarterly invoices, or Monthly for annual or seasonal invoices. |
Co-Term Date | When prorating, if Next Invoice is set to Co-Term, manually set the co-term date to align billing to a shared renewal date across customers. |
Prev Invoice Date | System driven date of when the system last ran invoices for the selected reservation. |
Next Invoice Date | System driven date of when the system will run invoices for the selected reservation. |
Enable Deferred Income toggle | If the invoice frequency is Monthly, there is no reason to defer. Enables the deferred income scheduling when invoice is generated. Please contact your system Admin before enabling deferred income. |
Deferred Frequency | If the invoice frequency is Monthly, there is no reason to defer. Annual and upfront invoice frequency should have a Monthly deferred frequency. |
Sales Income Account | If deferred is turned on this will be your income account. This SHOULD NOT be the same as the account found in the General Information section. |
Deferred Income
This section outlines the deferred income settings that this reservation will adhere to.
Field | Function |
Enable Deferred Income toggle | If the invoice frequency is Monthly, there is no reason to defer. Enables the deferred income scheduling when invoice is generated. Please contact your system Admin before enabling deferred income. |
Deferred Frequency | If the invoice frequency is Monthly, there is no reason to defer. Annual and upfront invoice frequency should have a Monthly deferred frequency. |
Sales Income Account | If deferred is turned on this will be your income account. This SHOULD NOT be the same as the account found in the General Information section. |
If all the necessary setup is in order, proceed to Save the reservation.
See Also: Marina - Accounting Reservation Settings