How To: Validate Invoice Line Items

Summary

This article outlines how to validate your invoice line items for Offline Reservations, Online Reservations, Extended Stay Reservations, Marketplace Bookings, and Marketplace Cancellation Credits using the relevant reports in Campspot.

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On your Campspot invoice, you may notice multiple line items. Below, we've provided a breakdown of these items and the reports you can use to validate them on your monthly Campspot Invoice:

1. Offline & Online Reservations
2. Extended Stay Reservations
3. Marketplace Bookings
4. Marketplace Cancellation Credits

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Offline & Online Reservations

These line items on your invoice reflect the number of bookings entered into your system during a single month:

• Offline Reservations: Reservations entered by you or your staff via the Admin Site.

• Online Reservations: Reservations booked by campers via your Direct Booking link on your website.

Validation Report

To verify reservation counts, run the Reservation Item Originations by Date & Source report:

1. Select the calendar month of the invoice (e.g., July 2023 → 07/01/2023 – 07/31/2023).

2. Set Download Type to PDF.

3. The report lists all reservations for the selected period along with the entry method:

   • CSR → Offline/Admin Bookings

   • AGGREGATOR or MOBILE_AGGREGATOR → Marketplace Bookings

   • ONLINE → Direct Online Bookings

4. At the bottom, you will see Offline and Online reservation totals for the period.

Validation Process

Count the number of Offline and Online bookings (also summarized at the end of the report).

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Extended Stay Reservations

Extended Stay Reservations incur a per-reservation, per-month fee if both conditions are met:

1. Reservation is 28+ days of the calendar month.

2. Reservation did not start in the invoicing month.

Validation Report

To identify which long-term bookings incurred an Extended Stay fee, run the Rent Roll (Reporting Service) report:

1. Select the calendar month of the invoice (e.g., July 2023 → 07/01/2023 – 07/31/2023).

2. Set the "As of Date" to the end of the billing period (e.g., 07/31/2023).

3. Select Download Type: CSV.

4. Focus on Column H – "Nights" for this validation.

Notes for Validation:

• Long-term stays that start in the invoicing month are not billed.

• Only reservations longer than 28 days of the month are billed the Extended Stay fee.

Validation Process

Count the number of Extended Stay bookings in Column H, considering the billing rules above.

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Marketplace Bookings

These reservations are booked via Campspot’s Marketplace (Campspot.com or the Campspot mobile app).

Validation Report

1. Open the Marketplace Bookings report.

2. Select the full calendar month of the invoice (e.g., 07/01/2023 – 07/31/2023).

3. Download the report as CSV.

Focus on Column H – "Invoice Charge Type" and filter to exclude:

• TAX

• POS_ADDON_RESERVATION_TAX

After filtering, sum Column N – "Marketplace Fee in USD."
The resulting total is the Marketplace booking revenue for the month (excluding tax) and should match the "Qty" column on your invoice.

Validation Process

Sum Column O – "Amount" to verify total Marketplace Booking Revenue for the month (excluding taxes). Compare this total to the invoice Qty column for accuracy.

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Marketplace Cancellation Credits

Campspot refunds 10% of the booking fee on any canceled Marketplace reservation where the guest is refunded.

Validation Report

To verify cancellation credits, run the Marketplace Cancellations report:

1. Select the calendar month of the invoice (e.g., 07/01/2023 – 07/31/2023).

2. Download as CSV.

Focus on:

• Invoice Number

• Original Marketplace Fee

• Refund Amount

Validation Process

Sum Column G – "Refund Amount."
This total should match the Cancellation Credit amount on your invoice.