Handling In-House Reservations

This procedure is used when using fiscal integrations like Verifactu in Spain or Epson printers in Italy where the taxes have been changed. When a tax is updated mid stay, it contains posted transactions for Room Revenue with the incorrect tax amounts. As these transactions have been posted, they cannot be changed, and the invoice cannot be generated with the incorrect tax. There are 2 options to proceed here: 

The Challenge: Posted vs. Corrected Taxes

From an accounting and regulatory perspective, fiscal documents serve as the formal basis for tax reporting. Once a transaction is "Posted," its financial record is locked. To fix an incorrect tax amount, you must effectively nullify the original charge and replace it with a correctly taxed version.

Option 1: The "Clean Slate" Approach

Use this method if you have the luxury of time and can update your tax settings before the fiscalization requirements go live.

1. Configure Taxes: Set up the new tax rates in your Finance settings.

2. Wait for Check-Outs: Continue operations until all currently in-house guests have checked out.

3. Enable Integration: Only enable the fiscal integration (e.g., Verifactu) once the house is empty of old tax-rate reservations.

Option 2: The "Same-Day Transition" Approach

Use this if you must update taxes and enable fiscalization immediately. This requires manual adjustments to the guest folio to ensure the final invoice reflects the current legal standards.

Updating Room Revenue

Because Room Revenue is often posted nightly, past nights will contain the old tax rate.

1. First setup taxes as needed for your country / fiscalization integration.
2. For each affected reservation, all those in house, navigate to the Folio
3. For each tax charge that needs to be adjusted, you will need to add an adjustment to offset the posted Room Revenue and tax charge, and then re-add the room revenue with the correct tax Amount. 
   Select Charge -> Adjust Charge.

4. Enter in the amount of Room Revenue for the charges, with Charge Type: Room Rate. Service date to date and time of the original room night.  This will add an adjustment to offset the room revenue and tax. 

5. Click Save.

6. If the tax percentage was changed,the tax adjustment will be incorrectly calculated with the new tax, this will also need to be corrected.

• If the tax amount went up, you will need to add Tax to offset the adjustment
• Add exclusive tax/fee, with the amount being the difference between the original tax amount and the adjustment.  

7. If the tax amount went down, you will need to add an adjustment to offset the Tax amount 

• Add Adjustment of type VAT, with the amount being the difference between the original tax amount and the adjustment.

8. Now you will add the room revenue for each posted night (future nights will be correct)

• Select Charge->Add Room Revenue for the Room Revenue base, with Charge Type: Room Rate.
• Ensure you select the correct tax to apply to the Room Revenue, tax will be automatically calculated and added to the folio.

9. Once this is complete you will be able to fiscalize docs that include the newly generated charges and tax.

For Non Room Revenue

1. First setup taxes as needed for your country / fiscalization integration.
2. For each affected reservation, all those in house, navigate to the Folio
3. Void each charge and corresponding tax.
4. Add back each charge into the folio, this will then calculate the correct taxes.