# Block Booking Invoicing and Credit Notes in Go Operator

HTML version: [Block Booking Invoicing and Credit Notes in Go Operator](https://support.gladstonesoftware.cloud/gooperator/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](other-go-operator-settings-single-site-sso-and-notifications.md).
- 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](cancelling-a-block-booking-in-go-operator.md).
- 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)](invoicing-module-and-pay-by-link-gladstonepay.md); [Using the Invoicing Module](using-the-invoicing-module.md).
- Related: [Editing a Block Booking in Go Operator](editing-a-block-booking-in-go-operator.md).