This article explains what a Tax Invoice is and how to create one for an account in RMS.

Information

A Tax Invoice is an itemised invoice of taxable charges on an account with a unique Invoice Number.

Please Note! If there are any credit transactions on the invoice, the title will display as Tax Invoice/Adjustment Note instead of Tax Invoice.

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.

The Invoice To defaults to the same selection as the Bill To and is available on the Reservation Account directly beneath the Bill To. Select a different Invoice To when the party receiving the services is not the party paying and requires 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.

A Tax Invoice must be created to finalise the account and transfer the outstanding balance to Accounts Receivable for a Company or Travel Agent.

When a reservation includes a Voucher Number, any Tax Invoices created for that account will display the Voucher Number.

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

Go to Accounting > Quick Account Access.

1. Enter the Reservation Number or Account Number.
2. Select 'Go to Account'.
   
    
3. 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.

4. Navigate to the 'Invoice' menu.
5. Select 'Create Invoice' 
6. Choose either 'Print' or 'Email'.
   
    
7. A unique identifying number will be assigned to each Tax Invoice, and all transactions listed on the invoice will be locked from changes unless the invoice is cancelled. Only transactions that have not yet been assigned to a Tax Invoice will be included on a new one. The account's Invoice To selection is also locked while the account has an active Tax Invoice. 
   

Please Note! Receipts are not included on a Tax Invoice by default. If you would like Receipts to appear on the invoice, navigate to Setup > Accounting > Accounting Options > Tax Invoice > Elect the 'Show Receipts on the Tax Invoice' setting.

Related Articles

• What is the difference between Bill To and Invoice To?
• Invoice To on Reservation Accounts
• Reservation Account Bill To