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Billing File Download and Import

Accessing The Billing File

The billing file is an Excel document containing all of the booking data your account system requires.

You will be able to locate the billing file under Manage Bookings and then by selecting Billing:


 

The billing page will display as below and will show all of the booking data within the system.  You will need to filter down the results before generaing the billing file.

 

 

Generating the file

In order to generate the billing file you will need to follow the below steps:

  1. Select the first date from which you wish to display bookings
  2. Select the end date from which you wish to display bookings
  3. Select the Business Centre.  If you are looking at listing all locations simply keep this section blank
  4. Select ‘Go’ to refine the the list to your required search parameters (business center/s and date range)
  5. Once the list is refined select “export to Excel’ to generate the billing file

 

Once you are happy with the data that has been displayed in the billing file and are ready to import you will need to redo the process above from 1-5.  This time there is an additional step.  Close the current Excel document (don’t save it) and restart the process:

  1. Select the same dates you previously selected
  2. Select the same dates you previously selected
  3. Select the same Business Centre/s you previously selected
  4. Select ‘Go’ to refine the the list to your required search parameters (business center/s and date range)
  5. Click ‘Mark exported for invoicing’
  6. Select “export to Excel’ to generate the billing file

 

By selecting ‘mark exported for invoicing’ you are telling Meeting Hub that these charges have already been imported and therefore if you were search the same dates at a future time, the billing file will indicate that these charges are already in your account system.

 

 

Importing the File

Now that you have configured your General Ledger codes and mapped all necessary fields in Meeting Hub, you should now be able to import the transactions into your accounting system:

TIP: Work with your accounts team to perform this and also check with your accounts system support documentation on how to import invoices and credit notes.  Once you’ve successfully imported your billing file it should only take a few minutes each time now that you have the setup and process locked in

in Manage Billing

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