Block Booking Invoicing and Credit Notes in Go Operator

Problem

Staff and Finance need to know how Go Operator block bookings are invoiced, what the booking-sheet invoice indicator means, and when editing or cancelling an occurrence raises a credit note.

Resolution

1. Understand how occurrences are invoiced

   • Each occurrence gets its own sales invoice. The Invoicing Module groups them into customer invoices per the billing grouping period chosen at creation (Whole Reservation, Monthly, Quarterly or Yearly; itemised or grouped).

2. Approve and issue the invoices

   • Invoices move Draft → Approved (invoice number assigned, invoice locked) → Issued (PDF emailed with a Pay by Link button) → Awaiting Payment → Paid.
   • Someone at your site must own approving and issuing invoices; drafts are never emailed. Invoice approval rights are given to staff in the GMC.

3. Take payment

   • Customers pay an issued invoice by card through Pay by Link on your GladstonePay checkout, with no login. Each invoice has one link and is paid in full. Payment updates the sale automatically.
   • Invoices can also be paid at 360 POS > Find Invoice using the alphanumeric invoice number (for example INV-0001). Pay is disabled until the invoice is issued.
   • Offline payments (BACS, cheque, cash) must be recorded in POS; they aren't detected automatically.

4. Read the occurrence status on the booking sheet

   Status	Meaning
   Unpaid	No invoice yet, or the invoice is unpaid and not collated.
   Invoiced	Rolled into a collated invoice but not paid.
   Paid	Sale status isn't Unpaid, or the invoice isn't Unpaid (Paid, Credited, Voided…).

   • With several booking members, the strongest wins: Paid > Invoiced > Unpaid.

5. Check the invoice state before promising a credit note

   • Editing an invoiced occurrence replaces it. What happens to the original:

   Original state	Original is…	Credit note?
   Unpaid, not on a draft or approved invoice	Deleted with its sales invoice	No
   Invoice raised but not yet approved	Amended to match	No
   Paid	Marked Credited	Yes, full value, linked to the replacement
   Unpaid but on a draft/collated invoice	Marked Void	Yes, full value

   • A fresh sales invoice is always raised for the replacement.

Notes

• A credit note is not always issued. Never promise a customer or Finance a credit note without checking the invoice state. Some older guidance said editing an invoiced occurrence always gives a full-value credit note; the conditional table above is correct.
• Guidance differs on one row of the table: another version says an occurrence that is unpaid but on an approved invoice is voided with a full-value credit note, and one on an invoice not yet approved is amended. Check the invoice's state in the Invoicing Module before telling the customer what will happen.
• Changing or cancelling a booking after approval creates a credit note or debit note automatically. The due date doesn't move when one is raised, so approve adjustments promptly.
• Pay by Link links expire after a set period (72 hours by default; contact Gladstone Support to change it).
• Paying from the Go account: Operator also has a pay invoices URL / invoice payments setting that lets block bookers log in to Go and pay an outstanding invoice or future-dated sales. It's a payment route: money is recorded on the day it's taken. Check with Gladstone Support for your set-up; see Other Go Operator Settings: Single Site, SSO, Payments and Notifications.
• When cancelling an invoiced date: invoice not yet approved → changed to match; invoice approved → credit note for the full value of that occurrence. See Cancelling a Block Booking in Go Operator.
• Invoice status is tracked per occurrence as paid, unpaid, credited or pending. Some guidance also lists part-paid; how a part-paid occurrence behaves on edit or cancel isn't documented.
• Handle credit notes already raised in the Invoicing Module: Invoicing Module and Pay by Link (GladstonePay); Using the Invoicing Module.
• Related: Editing a Block Booking in Go Operator.

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