What Does the Hotel Need to Consider?
Receipt Generation in Apaleo
Overview of Cash Sales and Fiscal Receipts
Payments that you receive directly from the guest at your hotel, even if the payment is made at the card terminal with a credit card or mobile phone, are considered as cash sales. Payments at the check-in kiosk are also cash sales.
All systems that you use to record such cash sales are considered as cash registers, and are subject to the requirements of the cash register security ordinance. Therefore, if you use Apaleo to record cash sales, this also applies to Apaleo.
What does this mean?
You are required to record all cash sales, create receipts for them, and issue them to the customer. Moreover, the transactions must be signed using a Technical Security Device (TSE) and recorded in an unchangeable manner in an electronic recording system. The signature must be printed on the receipt for traceability. This is done in the form of a QR code.
By using the TSE from fiskaly (Germany), or Primesign (Austria), there is a fully integrated solution, and the certificates are automatically assigned to your hotel.
What Does the Hotel Need to Consider?
When is no fiscal receipt created?
- If the payment was made before your TSE was activated.
- The payment was made via an app that performs its own fiscalization. Especially with POS apps, it's important to check with the app whether it creates receipts. If yes, Apaleo must be informed to deactivate the fiscalization for this app to avoid double fiscalization.
- The payment was made via bank transfer/Airbnb/accounts receivable invoice/PayPal/direct debit by Booking.com.
- The payment was made through the payment account from the reservation/booking (not via the payment terminal).
The reason for this is that only payments made on-site need to be fiscalized, including when:
- Guest pays in cash at the hotel.
- Guest pays by card at the payment terminal at the hotel.
- Guest pays by card at the Check-In Kiosk at the hotel.
In Apaleo, receipt generation works as follows:
- Open the reservation folio, add a payment, and select the transactions that should be paid.
- As soon as you confirm the addition of the payment, Apaleo checks whether a receipt needs to be created and automatically creates one if necessary.
- The receipt is then displayed below the payment. You can download the receipt, print it, and hand it to the guest.
- The receipt, using our Apaleo Test Hotel as an example, looks as follows and includes a QR code:
As of: April 2024