This guide helps you set up the Invoices section in Pynbooking by completing the necessary settings for issuing invoices, managing VAT rates, and configuring hotel taxes in accordance with legislation and your property's needs.
- Navigate to Menu > Property Settings
- Open the Invoices section to complete the following: Invoice Settings, VAT Rates, and Hotel Taxes.
Add Invoice Settings
Complete the necessary details for issuing invoices:
- Invoice Series: Enter the invoice series.
❗The numbering of invoices will start from number 1. After changing the series, the numbering of invoices will continue, maintaining a number higher than the previous one. - Name of accommodation service in invoices: Specify the name of the accommodation service that will appear on invoices.
Examples: "Accommodation," "Accommodation Services," "Rental Services," etc. If you rent rooms as part of a hotel business, you can use terms like "Rental Services" or "Apartment Rental." - Additional Text on Invoices: Add any extra notes or information you wish to include on invoices.
Example: A mention about the absence of a stamp requirement, such as: "Invoices are issued without signature or stamp in accordance with Article 319 (29) of Law 227 / 2015 on the Fiscal Code."
Text added here can be up to 200 characters long. - Number of days due: Specify the number of days until the payment due date for bank transfer invoices. Payment due details are available in the Client Ledger.
- CNP display of individuals in the invoice: Decide whether personal ID numbers should appear on invoices.
Including CNPs is not mandatory, and the General Data Protection Regulation (GDPR) discourages this practice. Pynbooking recommends not displaying CNPs on invoices. - Display of euro equivalent in the invoice: Choose whether the system should display the EURO equivalent of the total amount on invoices.
📌 Note:The system will start invoice numbering from 1. If you change the invoice series, numbering will continue from the last issued invoice.
Add VAT Rates
VAT rates are configured based on Romanian legislation and are informational in this section. Each product or service invoiced through the system is assigned the corresponding VAT rate. For custom VAT rates, open a ticket in the Support Center with the desired rates, and our team will assist you.
Add Hotel Taxes/City tax
Add hotel taxes imposed by local authorities.
- Click Add Tax and complete the required fields:
- Tax Name: Enter the name of the hotel tax. Example: Various types of hotel taxes can be added.
- Percent: Enter the percentage value of the hotel tax.
This is calculated based on the accommodation service price excluding VAT and meals and is included in the total accommodation rate. - Per Night: Specify the fixed tax amount per night of accommodation.
- Per Adult: Specify the fixed tax amount per adult.
This is calculated by multiplying the number of nights by the number of adults and the tax amount, and it is included in the total accommodation rate. - Per Child: Specify the fixed tax amount per child.
This is calculated by multiplying the number of nights by the number of children and the tax amount, and it is included in the total accommodation rate. - Max Nights: Indicate the maximum number of nights for which the hotel tax is applied. Leave blank if the tax applies for the entire stay duration.
- Click Add to save the configured hotel tax
- Use the trash icon to delete a tax.
The hotel tax amounts invoiced can be found in the Hotel Taxes report under Menu > Financial > Hotel Taxes.
📌 Note: To add services like Early Check-in / Late Check-out in the system and include the hotel tax calculation, follow these steps:
- Go to Folio within the reservation.
- Click the Add Product button.
- Select Accommodation.
- Add the service name and corresponding price.
- Click Add.
The hotel tax will be calculated based on the service value, excluding VAT.
Hotel Tax Calculation Formulas
These are the formulas used to calculate tax values and VAT:
- VAT: Total Amount with VAT - [Total Amount with VAT / (1 + (VAT Rate / 100))]
- Price Excluding VAT and Meals: Price (excluding meals) x 100 / (100 + VAT rate + tax rate) = Price without VAT and meals.
- Tax: Tax = Price without VAT and meals x Tax Rate.
Once you’ve completed all the details, don’t forget to save your changes!
✅Done! You’ve successfully added the information for this section!
Frequently Asked Questions (FAQ)
❓ Q: How is the hotel tax calculated?
Concrete example
Details:
Accommodation service value: 540.05
Number of guests: 2
Number of nights: 1
Breakfast cost per person: 50 RON
Price without meals:
540.05 − 100 = 440.05 RON
Formula for calculating the price without VAT and without meals:
( Total price − Breakfast value ) × 100 / (100 + 11 + tax rate)
= (540.05 − 100) × 100 / (100 + 11 + 1) = 392.902
*The tax rate is entered as a number only, without the percentage symbol.
Formula for calculating the hotel tax:
Price without VAT and without meals × hotel tax rate
= 392.902 × 1% = 3.929 (rounded to 3.93)
