This article explains what a Tax Invoice is and how to create one for an account in RMS.
Overview
A Tax Invoice is an itemised invoice of taxable charges on an account with a unique Invoice Number.
Invoice Numbers are generated automatically in a sequential order and cannot be changed. All transactions itemised on a Tax Invoice will be locked from changes unless the Tax Invoice is cancelled.
A list of all Invoice Numbers for cancelled Tax Invoices can be viewed using the Invoice List report.
The Account Bill To determines the party responsible for payment of the account. The Invoice To determines the recipient details displayed on the Tax Invoice.
Invoice To defaults to Bill To and appears directly beneath it on the Reservation Account. Select a different Invoice To when the service recipient differs from the payer and needs a valid Tax Invoice in their name for GST/VAT claims. See What is the difference between Bill To and Invoice To? for more information.
Create a Tax Invoice to finalise a Company or Travel Agent account and transfer its outstanding balance to Accounts Receivable.
If a reservation includes a Voucher Number, it will appear on any Tax Invoices created for that account.
The Area cannot be changed while a Tax Invoice is active on the reservation account. Cancel the invoice first.
Please Note! If there are any credit transactions on the invoice, the title will display as Tax Invoice/Adjustment Note instead of Tax Invoice.
Tip! A standard Tax Invoice layout is included in the base RMS subscription that will display the Property Logo and any local government tax requirements. Custom Tax Invoice layouts incur a development cost. To request a custom layout, contact RMS Support. Support will provide a quote before any development work begins.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Guide
In the side menu of RMS, go to Accounting > Quick Account Access.
- Enter the Reservation Number or Account Number.
- Select 'Go to Account'.
- Review the 'Bill To' and 'Invoice To' selections. The Bill To determines the party responsible for payment of the account, and the Invoice To determines the recipient details shown on the Tax Invoice.
Tip! The Invoice To on the account determines the recipient details shown on the Tax Invoice, while the Bill To remains the party responsible for payment.
- Navigate to the 'Invoice' menu.
- Select 'Create Invoice'
- Choose either 'Print' or 'Email'.
- Each Tax Invoice will have a unique ID, and its transactions cannot be changed unless the invoice is cancelled. New invoices will include only transactions not already invoiced. The account’s Invoice To selection is also locked while an active Tax Invoice exists.
Please Note! Receipts are not included on a Tax Invoice by default. To include receipts, go to Setup > Accounting > Accounting Options > Tax Invoice tab and select 'Show Receipts on the Tax Invoice'. If an account holds receipts but no charges, the Tax Invoice prints blank until this option is selected. See the section Why does a Tax Invoice print or reprint blank? below.
Why does a Tax Invoice print or reprint blank?
A Tax Invoice prints or reprints blank when the account holds no charges to itemise. A Tax Invoice lists the charges on an account, so an account that only holds receipt transactions, such as a Receipt or a Refund Transfer, produces a Tax Invoice with no line items. The invoice is created and numbered normally; only its content is empty. This is expected behaviour, not a fault with the invoice or the reprint.
To show the receipts on the Tax Invoice, enable the 'Show Receipts on the Tax Invoice' option:
- In the side menu of RMS, go to Setup > Accounting > Accounting Options.
- Select the Tax Invoice tab.
- Select 'Show Receipts on the Tax Invoice'.
- Select the Save icon.
- Reprint the Tax Invoice. The receipts posted to the account now appear on the invoice.
Please Note! The 'Show Receipts on the Tax Invoice' option applies to all Tax Invoices created for the Property, not only to the blank one. It is standard Tax Invoice behaviour in RMS and is not specific to any e-invoicing or fiscal integration. For the full list of options on this tab, see Accounting Options - Tax Invoice Tab.
Related Articles
- What is the difference between Bill To and Invoice To?
- Invoice To on Reservation Accounts
- Reservation Account Bill To
- Accounting Options - Tax Invoice Tab
- Reprint a Tax Invoice in Accounts Receivable
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