Leuchie > Policies > Reception > In-house Bill Procedure

In-house Bill Procedure

July 1, 2025

 

Enter details to in-house bill

  1. Enter Xero
  2. Click on business tab
  3. Sales overview tab
  4. New
  5. To – enter guest name, then tab
  6. Dates of stay from – to 
  7. Then on the same line, go along to branding theme, hit drop down box, select – in house bills
  8. Item – all codes are under GR and SI

GR – podiatry 

          Reflexology 

          Hairdresser

          Massage

          Trip cinema

          Trip fuel

          OT sales 

          Other expenses (for all other trips etc)

SI – Leuchie Shop Income

Once this has been selected the description will automatically fill in.

  1. Qty will always be 1
  2. For Fuel charges put in the location where guest has been ie Dunbar garden centre
  3. Unit price – enter amount and tab along, this will create the running total
  4.  Always save as draft (always)

 

Amend Invoices

To amend, enter new charges or get ready for printing:

  1. Business tab
  2. Sales overview
  3. Draft tab
  4. Click on guest name to be amended and add new line or to delete, end column with bin   
  5. If not ready for printing save as draft 

 

Print Off Invoices Mid Monday or last Thursday

Follow same procedure for amend to print off the invoice .

  1. Approve only at this point in the holiday (mid Monday or last Thursday) after checking amount matches our paperwork within copy of the invoice 
  2. Approve tab and select approve and print.
  3. PDF will highlight along with bottom of the screen.  Click on to print / email to guest 

 

If an invoice has been printed and a charge has to be removed or added 

  1.  Business tab
  2. Sales overview 
  3. All
  4. Scroll to find guest and bring invoice up.  Hit edit, top right hand corner then amend then save.
  5. Then go through print procedure to reprint.

 

If guest can’t be found through all 

  1. Go to paid and select guest, the previous invoice will come up, make amendments then reprint 

 

Add new guest

 

All guests should already be on Xero by account team if not 

 

  1. Business tab 
  2. Sales overview
  3.  Type full name of guest and then it will give you the option to create new contact, select this option then safe

 

  1. Enter guests name, tab to the date and enter date of arrival, tab and enter date of departure
  2. Then follow the process above to enter charges 

 

SHOULD THERE BE ANY ISSUES, PLEASE CONTACT HEATHER SAMUEL IN ACCOUNTS EXT 032

 

R001 17th  of June 2025

Leuchie is a charity registered in Scotland no. SC042249.  Company no. SC392721

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