Regarding My Finance Connector, How Are Account Mappings Affected? 🔗
What Does Our Front-Office Have to Consider? 🛎️
Can I Use the Previous Tax Rates for Charges After the Day of Change? 🔄
What Do I Have to Consider When Issuing Invoices? 🧾
What Does My Accounting and Finance Department Have to Pay Attention To? 📊
Apaleo posts revenues daily during the night audit, applying the VAT rate applicable for the current business day. For a revenue account, a sub-account is created for each combination of VAT type and VAT percentage, e.g., RevenueAccommodation_Day-Normal:19.
- Revenues: When a service is re-classified or the VAT rate for a VAT type changes, revenues will automatically be posted to the respective revenue account from the day of the change. Check with your tax advisor on how to treat reservations with stay dates crossing the day of change from a VAT perspective.
- Liabilities: After the announcement of a VAT rate change, Apaleo will apply this change, and liabilities for reservations with stay dates after the effective date will be recalculated. At midnight on the day you configure new VAT types for services, rate plans, or custom fees, Apaleo will also recalculate the liabilities for any affected reservations. This will result in increased postings from one liability account to another. No need to recalculate yourself.
- Refunds: If a charge from the past needs to be partially or fully refunded, use the context menu (three dots to the right). The original VAT type and rate will be used for the counter-booking. Accounting transactions will use accounts and VAT rates that are no longer valid but will access the old settings.
Regarding My Finance Connector, How Are Account Mappings Affected? 🔗
For revenue accounts, it depends on the setup of the accounts in your finance system. They could be separate accounts for each tax rate or one account with VAT tax keys changing on the effective date. Consult with your tax advisor for details.
- For example, the Datev Connector app will return a warning if transactions with non-existing tax rates for the selected time period appear in the export. You need to check and read those warnings.
- Example for a tax rate change on January 1st in Germany: If you refund an accommodation charge from December 12th, 2020, in January 2021, the refund transaction in 2021 will correctly use the original but not current VAT rate for December.
- Each liability account needs to be mapped to the tax rate-specific accounts in your finance system. Consult with your tax advisor!
What Does Our Front-Office Have to Consider? 🛎️
When your front office posts services directly to the folio, Apaleo will always apply the currently active VAT settings of the service. Any booked services for future reservations will also automatically use the then active VAT settings.
- For staff with the user role senior front desk, who can post manual charges by freely defining service type and VAT type, inform them about new rules that apply to certain services regarding taxation.
- Specific allowances for charges will always create a counter-booking using the original service type, VAT type, and VAT percentage.
- If a senior front desk person wants to post a global folio allowance (Actions Refund..), only the currently available VAT types and VAT rates are selectable.
- Do not use global folio allowances when giving an allowance for charges done with a VAT rate that is no longer available.
Can I Use the Previous Tax Rates for Charges After the Day of Change? 🔄
No, you cannot. The previous tax rates are not available for posting charges, neither via a direct post on the folio nor via adding a service. We recommend you check transactions prior to the effective date of a change and correct transactions if needed.
What Do I Have to Consider When Issuing Invoices? 🧾
Apaleo will use the VAT details for each charge on the folio, which will be the VAT applicable for that specific business day. If the VAT rate changes during the invoicing period, this will also be reflected on the invoice document, showing charges with the old VAT rate and the new VAT rate from the effective date onwards.
In some countries, there may be special rules on handling such situations. Should taxes be applied on a daily basis, or should the tax rates at the beginning or end of the invoice period be applied? Consult your tax advisor to clarify the situation!