ClearTax E-Invoice is an integration that submits tax invoices raised in RMS to ClearTax for France, covering both the E-Invoice and E-Reporting obligations.

Overview

e-Invoicing in France is the process by which companies must issue, transmit, and receive invoices in electronic format, in accordance with the digital standards and platforms prescribed by law.

This way, the information from the invoices can be automatically processed and reported to the French tax authorities. In France, all companies with VAT obligations are subject to B2B e-invoicing.

The ClearTax E-Invoice integration is the connection between RMS and ClearTax that submits invoice data to meet France's electronic invoicing obligations.

A Property operating in France uses the integration so that every tax invoice it raises is reported without the staff member having to submit anything by hand.

The French requirement has two parts:

• E-Invoice, which covers domestic Business-to-Business (B2B) invoices.
• E-Reporting, which covers international B2B invoices and Business-to-Consumer (B2C) invoices both domestic and international invoices. RMS supports both parts.

When the integration is active on a Property, RMS sends the invoice data to ClearTax, which validates it and submits it under the correct obligation. The integration is triggered automatically when a tax invoice is created in RMS, so no extra steps are required from the user during daily operations.

The France configuration applies only to Properties with Country set to France, and does not affect invoices issued by Properties in other countries.

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.

Tip! ClearTax is a preferred partner of RMS.

How France e-Invoice and e-Reporting are separated

RMS classifies each tax invoice and routes it down the correct path based on the party being billed. The classification happens automatically.

Documents that are transmitted

The integration transmits tax invoices, credit notes, and prepayment invoices. Where a prepayment invoice has been raised on an Account, invoices raised afterwards on that same Account are submitted with a reference back to the prepayment invoice.

Prerequisites

• The Property is registered in France and the Country field in Property Information is set to France. Only Properties with Country set to France can be selected for the France configuration.
• The business holds a valid French VAT number, and a SIRET and SIREN number.
• A ClearTax account with an active Access Token.
• The E-Invoice module is activated on the Property via the Module Market. Only a System Administrator or the Manager Profile has access to the Module Market.

Setup

Step 1 - Activate

1. Confirm the Property Country is set to France.
2. Activate the ClearTaxE-Invoice module for the Property via the Module Market.
3. Select ClearTax as the e-invoicing partner and record the ClearTax API credentials and the error notification email address.

Please Note! Properties are only offered for selection in the module when their Country is set to France. If the Property does not appear, check the Country in Property Information first.

Step 2 - Configure the module

Once the module is activated, open the module configuration and enter the following credentials provided by ClearTax.

Please Note! These fields are not mandatory. The configuration can be saved and closed without every field completed.

Important! The Access Token authorises submissions on the Property's behalf and must be kept confidential. If the token is exposed, contact ClearTax to have it replaced, then update the Access Token in RMS.

Step 3 - Record SIRET and SIREN numbers on Company and Travel Agent accounts

The submission uses the identifiers recorded against the party being billed. Record the SIRET and SIREN numbers on every Company and Travel Agent account that may be billed for French tax invoices.

These are stored in spare fields within the Labels section in RMS.

Company

 In the side menu of RMS, go to Setup > Property Options > Labels.

• Navigate to the Company tab.
• Enter SIRET to Field 4.
• Enter SIREN to Field 5.
• Select Save/Exit.

After configuring the SIRET and SIREN fields, update each Company with the SIRET number, SIREN number and ACN values. Also, verify that each address is correct and the Country listed is correct.

Travel Agent

 In the side menu of RMS, go to Setup > Property Options > Labels.

• Navigate to the Travel Agent tab.
• Enter SIRET to Field 3.
• Enter ACN to Field 4.
• Enter SIREN to Field 5.
• Select Save/Exit.

After configuring the SIRET and SIREN fields, update each Travel Agent with the SIRET number, SIREN number and ACN values. Also, verify that each address is correct and the Country listed is correct.

Registration Name

 In the side menu of RMS, go to Setup > Property Options > Labels.

• Navigate to the Property tab.
• Enter the Property Registration Name to Field 2.
• Select Save/Exit.

Custom Invoices

In the side menu of RMS, go to Setup > Accounting > Accounting Options.

• Navigate to the Tax Invoice tab.

• Enter the below file names to the Custom Invoice section.
  (Ensure once file name per line).

  TIFRANCEGOVADV
  TIFRANCEGOV
   

• Add any required compliance text in the Tax Invoice Notes for each Property.
• Select Save/Exit.

Step 4 - Test

1. Create a test reservation in the RMS Training Database using the ClearTax sandbox credentials, and post charges across at least one revenue head.
2. Settle the reservation and issue a tax invoice.
3. Confirm the invoice is submitted to ClearTax and an e-Invoice No is returned.
4. Reprint the tax invoice and confirm the e-Invoice No field appears between Invoice No and A/R No on the printed output.
5. Repeat the test using a Company account and a Travel Agent account as the Bill To party.
6. Once testing is complete and successful, live credentials need to be entered into the Module Market.

Daily Use

When the integration submits an invoice

The integration submits an invoice when all of the following are true:

• The Property Country is set to France.
• The E-Invoice module is enabled on the Property.
• ClearTax is selected as the e-invoicing partner on the Property.

Tax invoices raised on Properties in any other country are not submitted, and the France logic does not run against them.

Which Invoice to Select

• TIFRANCEGOVADV - For use only with the Pre-Payment Invoice in the Accomm Tab during the first invoice creation.
• TIFRANCEGOV - For all other Invoices.

Confirming that submissions are working

Each tax invoice shows the outcome of its submission at the bottom of the invoice, in three fields:

• Unique ID
• Document ID
• Status

The Status values that confirm a successful submission differ between the two obligations.

Any other Status indicates the submission did not complete. Check that the credentials in the module configuration are correct and that the billed account has the required identifiers recorded, then reprint the invoice to retry.

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