Generating tax invoices

You can use the Tax Invoicing tab to view, print, generate and correct tax invoices. Tax invoices are primarily generated for guest accounts. It is also used for accounts such as, Group, Events, and etc. Tax invoices are not generated for special accounts like Gift Cards or Direct accounts. The Tax Invoicing tab displays all the previously generated invoices. The tab also displays pending invoices that have never been generated or may have been generated before as informational invoices only. You can generate separate tax invoices for each different folio, based on the following rules:

  • Folios with un-invoiced charges are invoiced.
  • The Accounting folio is never invoiced.
  • The A/R folio is always invoiced separately. The folio balance is not considered. The invoice payer is A/R, which is specified in the Folio Details section.
  • If a folio has a payer specified in the Folio Details section, and has a zero balance, the folio is invoiced separately. The payer in folio settlement is used as the invoice payer.
  • If a payer is not specified in the folio details, and has a zero balance, the folio is invoiced separately. The invoice payer is the guest.
  • Use the Void option from the Actions menu to void a final invoice.
  • If the remaining folios have a combined zero balance, the folios are invoiced together. The invoice payer is the guest.
Note: 
  • The Tax Invoice tab is disabled in case the Account Type field is set to values such as Credit Card, Gift Card or Advance Deposit
  • The Property Parameter FORCETAXINVONPAYMENT must be selected to enable the Post Payment option.

You can generate tax invoices for an account from different screens such as:

  1. Select:
    • Front Desk > Account.
    • Front Desk > Guest Stay.
    • Profiles > Guest Profile
    • Front Desk > Check-Out.
    • Group Sales > Events.
  2. Select an invoice that is in the Final status. By default, the tax invoice details are populated in the Invoice, Type and Status fields in the Tax Invoice Details section.

    See Printing tax invoices.

  3. In the Print section, specify this information:
    Folio
    The folio is defaulted based on the record that you select. You can modify the folio only for invoices that are in the Pending or Informational status. The invoice is generated based on the folio and you cannot select transactions that you want to include in the tax invoice. The A/R charges are always tax invoiced separately.
    Final
    If you select the check box, system prints the tax invoice number for all the folio transactions that are included in the tax invoice.
    Print
    Print Count is set to one. For every re-print of the invoice, the print count is incremented by one.
    Note: 
    • The Personal Number is included in the Tax Invoice when Guest Payer is selected.
    • The voided Tax Invoices are reprinted with the title ‘Tax Invoice Void’.
    Post Payment
    If this check box is selected, you can access the Post Payment screen used to generate the final tax invoice. See, Posting a payment.
    Check Out
    If this checkbox is selected, you can expedite the guest checkout process using the Tax Invoice tab.
    Note: 
    1. This field is enabled only if:
      • The Guest Account is selected.
      • The Departure Date is same as the Hotel Date.
      • The balance for all folios is 0.
      • All the invoices or the last pending invoice is set to Final.
      • The Final checkbox is selected.
    2. If the FORCETAXINVONPAYMENT property parameter is selected, the Check Out check box is enabled only when:
      • The Guest Account is selected.
      • The Departure Date is same as the Hotel Date.
      • The user selects one of these options:
        • The last pending invoice (Balance is not equal to 0) and the Post Payment check box. See Posting a payment.
        • The last pending invoice (Balance is equal to 0)
        • The Final checkbox is selected.
    Package Details
    If this check box is selected, the package details are printed by the system. If this check box is clear, the package charges are shown.
    Transaction Summary
    If this check box is selected, the detail lines with the same transaction code are summarized by the system into a single line with sum total.
    Transaction Summary by Date
    If this check box is selected, the detail lines with the same transaction code and posting date are summarized by the system into a single line with sum total.
    Show Net Adjustments
    If this check box is selected, the system consolidates a detail line that has been adjusted with it’s adjustment line into a single line with sum total.
    Transaction Details
    If you select the check box, the package details are printed on the invoice along with other items.
    Group Format
    The check box is enabled only when the folio has transfer charges from other accounts. If you select the check box, additional columns are added by the system to the transaction detail section.
    Date Details
    Date details are applicable for group format only. Normally, the group format summarizes charges by date across accounts and transaction codes. If you select this check box, the dates are printed for all the transactions for each account and charge.
    Group Header
    If you select this check box, the summary of all the accounts is printed on the header page.
    Transaction Grouping
    Select this check box to print transaction codes on the tax invoice grouped by transaction code.
    Include Transaction Comments
    If this check box is selected, the invoice includes all the comments associated with the transactions.
    Note: 
    • The check box is cleared and protected when:
      • The Transaction Summary or Transaction Summary by Date check boxes are selected.
      • The One Line Invoice checkbox is selected; The Transaction Grouping checkbox, and the property parameter TAXINVPACKDETAILREQ are not selected.
    • Selecting this check box is not mandatory for Invoice Lines with status Pending and the Final check box selected
    Email
    If you select the check box the tax invoice is emailed to the guest.
    Note: 

    In the Forms tab of Property Configuration screen, the subject line and text of the Tax Invoice email can be customized and configured.

    Email Type
    Specify if the email is of type primary or secondary.
    Email Address
    The email address is defaulted from the Guest Stay page. You can modify the email address.
    Accounting Note
    If this check box is selected, the hotel can claim the pending charges associated to the guest stay with the reservation status set to No Shows or Cancelled. The pending amount that is defaulted in the tax invoice report.
    Note: 
    • This field is enabled if the Property Parameter ACCOUNTINGNOTE is selected in the Property Configuration screen.
    • The user must select the Invoice line with Pending status to process the Accounting Note Information.
    • Based on the Final checkbox selection the application performs the tax invoice generation:
      • If the Final check box is selected, the application stores the Tax Invoice Data only.
      • If the Final check box is cleared, the application stores and prints the Tax Invoice Informational Data in the tax invoice report.
    Comment
    This field is used to provide additional information about the total invoice generated by the hotel such as the reference number, and date when the hotel receives the money in the bank.
  4. In the Payer section, specify these information:
    Payer
    Specify the payer who will pay for the charges specified on the tax invoice. This option is available when invoicing is active. When invoicing is active and the folio is settled separately, the folio can be invoiced separately and requires a payer.
    Name
    Specify the name of the payer. By default, the name of the payer is populated. You can modify the name of the payer.
    Contact
    Specify the point of contact of the payer.
    Tax ID
    Specify the tax ID of the payer.
    Note: 
    • Tax ID is mandatory, if Country or Fiscal Country of the payer is Spain/Italy.
    • The Property Parameter TAXIDREQUIRED must be cleared.
    • TXIDVERF value is Spain.
    e-Invoicing Partner ID
    A unique identification code to identify the e-Invoicing Partner.
    Registration Number
    The registration number of the payer.
    Note: 
    • This value is defaulted from the Property configuration if:
      • The user changes the Payer to House.
      • The Account type is House and the user changes the Payer to Account. The Account has payer information in the Additional Account Details section.
    • When the Account Type is Group, Organization, or Booking Agency and the user changes the payer to Account, the value is defaulted from the corresponding Group, Organization or Booking Agency profile.
    • This field is disabled if:
      • The status of the invoice is set to Final.
      • The Account type is Guest Profile and user changes the Payer to Guest.
      • The Account type is set to other than Guest Profile and the user changes the Payer to Guest.
      • The Account type is Event and the user changes the payer to other than Event, Event Master, Organization, Booking Agency, Group, A/R or House.
    Bank Name
    The bank name of the payer.
    Note: 
    • This value is defaulted from the Property configuration if:
      • The user changes the Payer to House.
      • The Account type is House and the user changes the Payer to Account. The Account has payer information in the Additional Account Details section.
    • When the Account Type is Group, Organization, or Booking Agency and the user changes the payer to Account, the value is defaulted from the corresponding Group, Organization or Booking Agency profile.
    • This field is disabled if:
      • The status of the invoice is set to Final.
      • The Account type is Guest Profile and user changes the Payer to Guest.
      • The Account type is set to other than Guest Profile and the user changes the Payer to Guest.
      • The Account type is Event and the user changes the payer to other than Event, Event Master, Organization, Booking Agency, Group, A/R or House.
    Bank Number
    The bank account number of the payer.
    Note: 
    • This value is defaulted from the Property configuration if:
      • The user changes the Payer to House.
      • The Account type is House and the user changes the Payer to Account. The Account has payer information in the Additional Account Details section.
    • When the Account Type is Group, Organization, or Booking Agency and the user changes the payer to Account, the value is defaulted from the corresponding Group, Organization or Booking Agency profile.
    • This field is disabled if:
      • The status of the invoice is set to Final.
      • The Account type is Guest Profile and user changes the Payer to Guest.
      • The Account type is set to other than Guest Profile and the user changes the Payer to Guest.
      • The Account type is Event and the user changes the payer to other than Event, Event Master, Organization, Booking Agency, Group, A/R or House.
    Personal Number
    The personal identification number of the payer.
    Note: 

    This field is enabled only if:

    • The Status of the invoice is set to other than Final.
    • The Account type is Guest and the user changes the Payer to Guest. The value is defaulted from the guest profile.
    • The Account type is not Guest and the user changes the Payer to Guest.
    • The Account type is House and the user changes the payer to a value other than House or AR.
    • The Account type is Event and the user changes the payer to anything other than Event, Event Master, Organization, Booking Agency, Group, A/R or House.
    Address Type
    Specify the address type of the payer. For a guest stay account, you can create a new address for the guest profile. This can be helpful when the guest is associated with a company, but the property does not have a profile for the company. You can put in the company address and select an address type. This address is saved on the guest profile and can be used in future invoices.
    Address
    The address of the payer.
    Country
    The country of the payer.
    City
    The city of the payer.
    State/Province
    The state or province of the payer.
    Postal Code
    The postal code of the area where the payer stays.
  5. In the Recipient section, specify these information:
    Name
    The name of the recipient for the tax invoice.
    Note: 

    This enabled only if the status of the invoice is other than Final.

    Personal Number
    The personal identification number of the recipient.
    Note: 

    This enabled only if the status of the invoice is other than Final.

    Note: 
    • If the property parameter FORCETAXINVONPAYMENT is selected and the advance deposit is posted, the payer section is updated with the latest data when user selects the tax invoicing line with pending status.
    • The calculated tax amount for a posting is rounded.
    • When printing the tax invoice, the detailed line displays the exact tax amount if the Transaction Summary check box is not selected.
    • The Tax Summary section displays the sum of rounded tax amounts. The rounded tax amount is not used to calculate the Net amount or Tax amount.
    • The difference between the actual tax amount and the rounded tax amount is inevitable.
    • Internal copy is printed only for the final invoices.

    For France specifications, the generated tax invoices include additional data if the FRANCENF525COMPMODE property parameter is selected.

    1. The Invoice Totals are created whenever an Invoice gets printed, emailed or finalized without using the print option. The print can be an informational or the final print/email.

      The Invoice Totals include these tax:

      • Total per Tax (TOTPTAX)- This VAT rate is considered only if the VATTax check box is selected in the Transaction Code screen.

      • Total Ticket (TOTINV)- A record is created for each invoice.

      • Total A/R Account (TOTPAR)- This is displayed only for invoices of type A/R and the settlement is done by direct bill payment. If multiple direct bill payments are linked to one A/R account, only one invoice line is printed and the amount is the sum of all the invoice amounts. If the A/R account differs for the Direct Bill payments, separate records are printed for all the A/R accounts.

    2. All the tax invoices generated as Informational or final tax invoice from the Tax Invoicing tab on the Guest Stay screen, have a signature created electronically.
    Note: For Poland and Czech:
    • The property parameter FORCETAXINVATPAYMENT must be selected..
    • The value of the property parameter FISCAL must be PL (Poland) or CZ (Czech).
    • The status of the invoice must be Pending.
    • For Czech Republic, the generated advance deposit tax invoice includes FIK (Authorization code), BKP (Protection code) and PKP (Signature Code) fields only when:
      • The property parameter CZREPFS is selected.
      • The Pay Type is set to a value other than Direct Bill Transfer and Payment Transfer.
    • If the FORCETAXINVONPAYMENT and ADTAXINV property parameter are selected, use Post Interims Payment option from Actions menu to post an interim payment to the guest folio.
    • The generated advance deposit tax invoice and the final tax invoice also includes the date and time when the invoiced is generated.

    For Romania specifications, the final tax invoice (known as Fiscal Invoice) is generated out of a PMS and includes additional data:

    • Property information: Property name, registration number, address, VAT number, number received from Romanian Registry of Commerce, bank name and bank account number.
    • Buyer information:
      • Company/Travel Agent: Name, address, VAT number, number received from Romanian Registry of Commerce, bank name and bank account number.
      • Guest: Name, address and personal code number.
    • Date on which the invoice is generated, invoice number, VAT percentage of the items listed on the invoice, name and the quantity of the charges applied on the items, item unit net price, item total net price.
    • Total VAT value, total net amount, total VAT amount, total gross amount of the item.
    • Operator (the user who generates and prints the invoice) information: Name and personal code number.
    • Recipient information: Name and personal code number.
    • Invoice date and the time when the invoice is generated.

    For Iceland,

    Note: 
    • The TAXINVCURRENCY property parameter must be selected to include the Property or Guest Currency in the invoice. You can select one of these options in the Currency section:
      • Property – ISK: The invoice amount is printed in Property currency.
      • Guest – USD: The invoice amount is printed in Guest currency.
    • The Lodging Tax (City Tax) is included in the room charge only if the Post as Additional check box is selected on the Tax Groups screen.
    • The Tax Summary section displays the Tax amount. The Lodging tax amount is displayed in the Property currency irrespective of the option selected in the Currency section.
    • The exchange rate is printed when the invoice is generated using Guest Currency.
    • The TAXPLC property parameter must not be selected to print the invoice in currency other than the Property currency.