Deposit invoices

Intuitive instructions for creating deposit invoices.

In General

In the previous section of the manual, we described how to register invoices for received payments in the Siesta Extranet. Now let's describe how to manage deposits in Siesta Extranet. Managing deposits is at least an order of magnitude and more complex than invoice records. Therefore, if you are working with advances in your facility, we recommend that you familiarise yourself first with the operation of common invoices for received payments and only then learn to record advances. Otherwise, the instructions for working with the advance invoices may be too difficult for you.

Deposit payment

If you want to collect a guest deposit for your reservation, all you have to do is take a few simple steps.

In the reservation account, create an item for accommodation (if not already created) or other items for which you want to withdraw a deposit from the guest.

On the booking account, click the “Add deposit” button to open the Add deposit dialog box.

In the Add deposit dialog:

Select the items you want to back up.

Set the required deposit amount. There are two ways to set the deposit amount - either choose the amount of the deposit in % of the original items or choose your own amount (this option is only available when merging items into one backup). You can also choose to merge all the items you want to back up to a single bulk deposit.

Once you are satisfied with the settings, click save. The advance is recorded in the account separately in the “Deposits” table.

Once you have the prepayment items for which you want to issue an invoice, just click on the “Deposit Invoice” button in your account. Here, the procedure is identical to the creation of other types of documents, with the difference being that the invoice type is automatically selected as the document type and it cannot be changed.

We will send the deposit invoice to the guest.

After paying the deposit invoice by the guest, we will display the reservation account, where we can easily find the advance invoice. The deposit invoice is set by the payment date via the pay button. This will create a tax document that we should correctly send to the guest as a proof of transaction, but above all, it serves well for your accountant.

After the guest arrives and leaves, we select the “Final document” button. This step is necessary! Since the system will automatically process all previous transactions and issue the guest the correct document -> so the original price of the reservation (etc.) will be listed, there will be a deposit and a final payment. If you choose the billing button for the guest to whom you have issued the down payment invoice, you have to make sure that the document meets all legal requirements!

Payment of the deposit invoice

Once the guest has paid us the deposit invoice, it is good to set up the deposit invoice payment in Siesta Extranet as soon as possible.

In order to pay the invoices, it is faster to find the guest's reservation again and to view the invoice details in the account details or directly in the invoices section. On the invoice detail there is a button “pay” which we click.

The pay button will bring up a pop-up window in which you enter the payment date and save it - the deposit invoice is paid. At the same time, a tax document is automatically created that has the same parameters as the down payment invoice and is associated with the down payment invoice. The tax document is sent to the EET (if necessary) and, above all, it should be sent to the guest as soon as possible, as confirmation of receipt of the payment. The tax document is displayed in the list of documents in the account detail (where it can be clicked to view the tax document details) and at the same time on the advance invoice, there is a button to go to the tax document.

For our example, a tax document looks like this:

As the reservation now includes a payment in addition to the charged item for accommodation, the account status has changed in the booking detail and at the same time the reservation. The calendar now has a yellow icon indicating a partially paid reservation.

Surcharge for the remaining price for booking

In our example, we issued an advance invoice that we sent to the guest. The guest paid the deposit invoice, which automatically generated a tax document, which we sent back to the guest as confirmation of receipt of the deposit payment. Now the guest finished the stay and wants to pay the remaining part of the agreed price for accommodation at the reception. Let's show you how to do this in the Siesta Extranet.

First, start with the guest bill in the booking. We will add a new item to it - let's call it “advance payment”. This item will have almost the same value as there already exists the item “deposit for booking” with one substantial difference - instead of a positive value, it will be a negative value. So in our example, instead of 50€ it would be -50€, see the picture:

All you have to do is click on the invoicing button, which will take us to the good old screen for creating a new invoice. Ours looks like this and because the payment type is correctly set to cash, there is no need to further edit the invoice.

Prepayment

If you receive a non-refundable booking from Booking.com or another sales channel for which you want to withdraw money, you can choose to subscription. The reason for this function is that if the hotel operator is a legal entity:

1. VAT (Value Added Tax) is payable by the property at the moment it receives money for the reservation.

2. Income tax is payable only when the reservation is settled (ie, one year later)

Due to this accrual, we have prepared a prepayment function.

Process of creating a prepayment

There will be a new reservation from the sales channel. These bookings already have an account and an item for accommodation services. In this state we can either continue the prepayment immediately or we can adjust the account as needed (eg we divide the accommodation item into breakfast and accommodation item).

By clicking on the button “Add deposit” we will choose which items in the account we want to prepare the subscription for. We keep the items at their original amount and just save them.

We can withdraw the amount of money from a credit card through the terminal. If this fails, we do not proceed anymore and simply report an invalid credit card (for the Booking.com channel, it is possible to use the Siesta Extranet directly. For others it is necessary to log in directly to the channel's user interface) and continue. Only if the credit card was successfully withdrawn will we continue.

Click the “Prepayment” button, which works just like the billing button, with a few minor differences. The type of document for prepayment is automatically taxable and cannot be changed. The number line of the document is automatically selected and the default payment type is a credit card. Once we have the document ready, we will save it. We can send the document to the guest or keep it for the accountant.

As soon as the guest arrives and settles the stay, we issue a document via the “Final document” button. Siesta Extranet will automatically reset all required item parameters as required by law. We just edit the header as needed and we can save and print it to the guest. If you issue a document via the "Invoicing" button, you have to watch everything by yourself!

If this procedure is followed, it will be easy to see from the financial report which items are subject to VAT and which are subject to income tax.