Efficient invoice management is essential for accurate billing, customer satisfaction, and streamlined operations. This guide covers best practices for creating invoices, preventing and resolving duplication, and troubleshooting automation failures in Sharper.
1. Invoice Creation: Manual and Automatic
Automatic Invoice Generation
Reservation-Based Invoices:
Most invoices in Sharper are generated automatically based on reservation settings.
Where to Configure:
Go to the reservation module (Marina, Campground, Booking). Create new or edit existing.
In the new / edit reservation form, review the Accounting - Invoice Settings section.
Key Fields:
Invoice Generation: Choose between Automatic (system/batch job) or Manual (user-initiated).
Invoice Frequency: Set to Daily, Monthly, or Upfront.
First Invoice: Options include Fixed, No Charge, or Pro Rated.
Manual Invoice Creation
When to Use:
Manual invoices should only be used for charges not tied to reservations (e.g., incidental charges, ad hoc services).
How to Create:
Navigate to CRM → Invoices.
Click Add New and complete the required fields: Customer Name, Payment Term, Revenue Account, Invoice Date, Due Date, etc.
Avoid using manual invoices as a substitute for reservation billing.
2. Preventing and Resolving Duplicate Invoices
Common Causes of Duplication
Multiple users generating invoices for the same reservation.
A reservation set to Automatic invoice generation where staff also trigger manual generation.
Manual creation in addition to automated processes.
Prevention Tips
Check Before Creating: Always search for existing invoices before generating new ones.
Settings Review: Regularly review reservation invoice settings to confirm each reservation is set to either Automatic or Manual generation — not both.
User Training: Educate staff on proper workflows and the risks of manual overrides.
How to Resolve Duplicate Invoices
Identify Duplicates:
Use filters in CRM → Invoices to search by customer, date, or reservation.
Void or Delete:
Click the ellipsis (three dots) next to the duplicate invoice and select Void or Delete.
Note: If the accounting period is closed, use a Credit Memo to offset the duplicate instead of voiding.
Audit Trail:
Document the reason for removal or adjustment for future reference.
3. Troubleshooting Automation Failures
Symptoms of Automation Failures
Invoices not generating as expected after reservation creation.
Missed or delayed invoice processing.
Invoices not syncing with external systems (e.g., QuickBooks).
Troubleshooting Steps
Check Reservation and Product Settings:
Ensure the reservation and associated products are configured for automatic invoice generation.
Review Automation Rules:
Audit automation rules for conflicts, scope, and triggers. Disable or combine redundant rules.
Scheduled Processing:
If invoices that should generate automatically are not appearing, contact Sharper support at [email protected]. Automated invoice scheduling and processing logs are managed by the Sharper implementation team.
Manual Intervention:
If automation fails, manually generate the invoice and investigate the root cause.
External Sync Issues:
For issues with QuickBooks or other integrations, verify that all items and tax codes are active in both systems and requeue the sync if needed.
4. Best Practices for Invoice Management
Consistent Configuration:
Set up products and reservations with clear, consistent invoice settings.
Regular Audits:
Schedule periodic reviews of invoices and reservation invoice settings to catch configuration issues early.
Documentation:
Keep detailed notes on manual adjustments, voids, and credit memos.
Staff Training:
Ensure all users understand the difference between manual and automated processes and the importance of following established workflows.