This article covers the steps to follow after you connect the Spain Basque Fiscal Receipts (TicketBai) app to your property. If you still need to get started, please refer to this article.
By regulation, it's mandatory to register the property's integration as a device on Fiskaly's portal. To do this, follow the steps HERE.
How to generate a receipt
- Open the desired Reservation
- Go to the Guest Details tab and make sure the invoice recipient guest has the necessary details in the Guest info section:
-
- If the recipient is a person with a valid NIF, make sure the NIF is in the “Guest Tax ID Number” field and their address details should be complete.
- If the recipient is a person without a valid NIF, make sure their “Type of Document”, “Document Issuing Country”, and “Document Number” are all set.
- If the recipient needs to be a company, make sure the “Company Name”, “Company Tax ID Number” and the rest company details in the “Additional Information” group of fields are set.
- If the recipient is a person with a valid NIF, make sure the NIF is in the “Guest Tax ID Number” field and their address details should be complete.
-
Guests with fiscal residency in Spain must provide a NIF or NIE in the Guest’s Tax ID Number field. If a Company needs to be invoiced, all company invoicing details must be complete and a valid CIF must be provided in the Company Tax ID Number field.
- Click Actions and select Generate New Invoice
- In the Generate Invoice pop-up window:
-
- Make sure the Package Breakdown is checked, on every invoice, especially if your property works with packages and add-ons.
- Select the guest you want as the invoice’s recipient in the Bill To field. Note: If the guest has a company name and a company tax ID set, the recipient will be the company.
- Select the transactions you wish to include on the invoice.
- Scroll down and click the Issue invoice button.
-
Verify that all transactions are invoiceable and include VAT. There shouldn’t be any transactions without VAT.
The guest's information must be complete for this to work.
- You can then go to the Documents tab and see all created invoices for that reservation and their status in the Invoices section.
The invoice takes about 30 seconds to be processed. Until it's been processed, you can only access a PDF generated by Cloudbeds, not by TicketBAI.
The status won’t be updated automatically once the invoice has been successfully created. Click again on the highlighted Invoice button on the left bar to refresh the status.
- Then, you can:
-
- Click on the invoice number to view it.
- Go to Actions and click Email Invoice to send it.
-
How to void an invoice
- From the Documents tab, open the invoice’s menu, select Void and issue a credit note.
- Dismiss the warnings since they don’t apply to TicketBAI but only to the internal Cloudbeds’ invoicing system. Scroll to the button and press Issue Credit Note.
- This will notify the application of the intention to void the invoice.
Things to know about the process:
-
- Depending on the option selected on the app’s settings, the invoice will be canceled on TicketBAI or a Rectifying invoice that cancels all invoiced transactions will be issued.
- The request takes about 30 seconds to be processed.
- The status won’t be updated automatically once the invoice has been successfully created. Click again on the highlighted Invoice button on the left bar to refresh the status.
- The rectifying invoice will be uploaded to the Reservation Documents section.
- If the process of voiding the invoice fails, it will return to its previous status (open or paid) and an error will be sent to the property’s logs.
How to view errors
In case an invoice fails to be created or voided (i.e. cancelled or rectified, depending on the app’s settings), more details on what went wrong can be found in Cloudbeds Logs.
Go to your Account > Settings
> Logs
> Filter by Change Made > API and Apps.
How to view a report
You can review all generated invoices on the Reporting > Cloudbeds Reports > Financial > Invoices and Credit Notes report. You will probably need to select the date range you need.
Limitations
Unsupported transactions
Invoices that include any of the following will fail to be issued:
- Charges without VAT.
- Charges with VAT exemptions.
- Exclusive taxes and fees.
Adjustments might have VAT or not depending on what they are applied to. Adjustments must always have VAT.
Enriching or remedying invoices
The following actions are not supported:
- Adding a recipient to a simplified invoice.
- Fixing recipient’s data in a complete invoice.
Credit Notes
When a successfully created invoice is voided, Cloudbeds displays that a “credit note” has been created though this isn’t always the case. The action executed by the integration when an invoice is voided depends on the preferences set on the app’s settings.
Invoice Numbers
Currently, Cloudbeds shows an internal invoice number for both, invoices and credit notes.
The invoice numbers shown on the reservation's Documents tab are not the real invoice numbers. The correct number can be found in the PDF accessed by clicking the (incorrect) invoice number.
Invoice Status
Cloudbeds displays very limited information about an invoice's creation or void status. If there are any doubts on the real status of an invoice, contact our Support Team.
Groups
The integration doesn't support invoices created in the Group Module.
Comments
Please sign in to leave a comment.