Easily Make an Invoice for Facilities with airSlate SignNow

Make an invoice for Facilities

hello and welcome to recpro video series today I will demonstrate how to create a facility rental contract and invoice starting the shopping cart module with the customer record preloaded click on the button rentals the popup screen automatically populates the head of household customer information in step one step two you'll select a use type and a description in step three you'll select the button that says search rooms and you can use the filters at the top to find further the information and then be sure to click refresh so it isolates it for the facility room so in here it automatically pulls the location and the name of the room the terms and conditions the room rate and the security deposit with the security deposit you can change the amount all the way down to 1 cent but if you want to completely remove the security deposit you need to be sure that you use the control key uh control delete key in order to remove it completely on the right hand side it says the reminder make a copy of the driver's license this information is a directive to your staff on the desktop version they should be communicating with the customer they should be makinging a copy of the driver's license or whatever type of reminder you have put in there the contract notes you can either highlight it and delete it or you can elaborate on it the begin date and end date you can use the popup calendar to select and when you use your tab key it automatically puts in the end date when you tab again it goes to the begin time so I'm using the space bar to move to the right and typing a p and then my end time using the space bar again and typing a p the reserve begin time and end time is mirroring my begin time and that you would want to change if you're giving free time for them to set up and clean up otherwise Rec Pro is just going to calculate the cost based on your begin time and end time the setup instructions is specific for your maintenance reports so it might be a directive for your maintenance it also shows on the calendar you can add to this record also the head count will mirror against the capacity so for example putting in 101 and my capacity is 100 when I click the add to rental it'll give me a warning so first you always want to check your availability location is available and then when I click add to rental here's my warning about my my head count it's saying that it exceeds it so I can say um yes to continue to overwrite it or I could say no and come back here and change my headcount then it comes up with my options do you want to use the volleyball equipment I'll say yes and I'll click okay so here it's putting in the rental fee security deposit and the total you should go to step four and just review the information one more time while the customer is still standing in front of you so for example I could say okay I've got you set up for shelter one at the Algonac Park on Friday July 10th from 12: to 4:00 p.m. and the rate is $25 and with the additional equipment there's not a rate but we've got it reserved for you and the security deposit is $100 so once everything looks correct and that's what the customer agrees to You'll click the B button in the lower left hand Cor Corner that says create rental it's going to double check that you really want to do that we're going to say yes and you will notice that now it is created a permit number starting with the year and then the actual next numeric value for the permit and it also opened up a whole bunch of buttons and edit buttons so to the right of the update rental button now I'm going to click the button that says print contract it gives me a choice to preview print email or none I'm going to click preview so you can see what this looks like it comes up with the rental contract information the customer information all the details here's my instructions for my contract pickup key day before or call for further information and then my terms and conditions follow right after that and you'll notice here it's showing that it's two pages long I'm going to close that out and then typically most customers can create the invoice at the same time time so if that's the case I can click create invoice and I can say it's due today and at this point notice it's for a total of $25 it doesn't have the security deposit here because at this point it's breaking it out into two different Revenue Co numbers so I'll say yes to continuing and then it says would you like to make a payment today I'm going to say yes and from here it is pulling the security deposit now and I'm GNA say okay so with that the whole piece comes in here and you'll notice I'm just ready to check out for $125 so that is actually bringing in my invoice and my deposit so I'll do a check I'll click preview so you can see what the sales receipt looks like so it captured the invoice and and the security deposit and then it says would you like to print the facility rental invoice for this customer that would be up to you if you want to in this case there's no balance due so I don't know that I would necessarily print that out but it's all about your policy and procedure and then would you like to print a balance statement for this one I'm going to say no so here if the customer has read the contract I will definitely capture that information and then the sign by date I'm going to use today's date and update the rental you can also use the facility rental create rental invoice had you not created it at the same time that you were doing the facility rental you would have to put in a from and through date to capture the information so let's say you wanted to look at all of your June through August rentals and any invoices you would have to create and you would have to put in a due date and then you would click refresh and that would come up in here but because I already created one in the other demonstration but I just wanted you to know that you can come in here and do your rental invoices all at the same time that concludes our lesson for today thank you for watching Rec pro video series