This article explains how to generate, print and email Statements, Tax Invoices, Receipts and Refunds for accounts in RMS.

Overview

Printable Statements, Tax Invoices, Receipts, and Refunds are available for accounts in RMS. When selecting Print for a Statement, Tax Invoice, or Receipt in RMS, a print dialogue box will automatically open, allowing users to choose the number of copies and the printer to send the document to.

Tip! A default template is included with the base RMS subscription for all customers.

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.

Bill To and Invoice To

Each account includes a 'Bill To' and an 'Invoice To' selection on the Reservation Account screen. The Invoice To option is located directly beneath the Bill To dropdowns. Each option uses two dropdowns: the first selects the type, such as Guest, Company or Travel Agent, and the second selects the entity. An information icon next to the Invoice To dropdowns explains how the two options are used.

• Bill To: the person or entity responsible for payment of the account.
• Invoice To: the person or entity receiving the services from the property. The Invoice To details are used as the recipient details shown on the Tax Invoice.

The Invoice To defaults to the same entity as the Bill To and follows any change made to the Bill To. Once the Invoice To has been manually set to a different entity, that selection is kept when the Bill To is changed. The Invoice To can be set to a different entity on the account, such as the Guest, a Company or a Travel Agent.

Tip! Setting a different Invoice To supports scenarios where the person or entity paying the account is different to the person or entity receiving the services from the property, who may require a valid Tax Invoice for GST/VAT claims.

Statements

Account Statements provide a summary of account activity starting from the selected transaction.

1. Go to Accounting > Quick Account Access.
2. Enter the Reservation Number or Account Number.
3. Select 'Go to Account'.

1. Highlight the starting Transaction.
2. Navigate to 'Statement'.

1. Choose either 'Print' or 'Email'.
2. Select a Recipient or enter an Alternate Email and 'Email/Exit'.

Tip! All transactions associated with the viewed Account Type will be included in the generated statement, with the selected transaction appearing as the first entry.

Tax Invoices

A Tax Invoice is an itemized invoice detailing taxable charges on an account, accompanied by a unique Invoice Number. Once generated, all transactions listed on the Tax Invoice are locked from further changes, unless the Tax Invoice is cancelled.

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.
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.

Receipts

Receipts serve as a record of payments made on an account. The available receipt types are determined by the Accounting Options setup. Each receipt is assigned a unique identifying number and is recorded on the account, triggering the selected Print Action.

1. Locate a Reservation or Account.
2. Select the 'Receipt' icon. 

1. Select the Payment Method.
2. Complete the Payment Options. (Payment options vary based on the payment type selected). 
3. Enter the Amount. 
4. Optional: Select a Print Option.
5. Optional: Enter a Comment.
6. Select 'Process'.

Tip! The Receipt will be recorded on the account with a unique identifying number, and the selected Print Action will be triggered. The Print Action will default to the option used for the previous receipt processed.

Refunds

A Refund is an account action used to record the return of a payment that was previously received.

1. Open an Account in RMS.
2. Right Click on a Receipt and choose 'Refund'.

1. Select the Refund Type.
2. Enter the Details. 
3. Optional: Select a Print Option.
4. Optional: Enter a Comment.
5. Process.

Tip! Refunds will display in orange within the Account.