When you create a card dedicated to Travel Agencies, Companies or External OTAs
(meaning it is not valid for the Individual entry)
on the bottom-right side of the page, you will see the Management Rules section, which enables you to set up default invoice options.
a) Invoice to agency 📄
By setting this entry on Yes, you will see another [+] button appearing in the Invoice/Receipt section of the detail of the reservation.
These two buttons are respectively dedicated to the creation of the invoice for the customer (typically for extras) and the one for the agency (normally, for the total of the reservation).
This last one is generated on the basis of the setup described in this article.
The document will automatically have all the invoicing details contained in the card.
b) Rate Plan 🍴
Link a specific rate plan to the card in question.
This will be automatically recorded in the reservation, in case there is not another rate plan already saved in the details of the reservation itself.
(ex. the reservation comes from a portal on a room type associated to a rate plan.
This will not be overwritten by the setup described above)
c) Payment condition and Invoice payment method 💰
Here you can pre-set two entries that will appear on the invoice
d) Exclude portal commissions 💯
Set this entry on Yes, in case you wish to exclude the percentage of commission of the Agency/Portal from the invoice, meaning the document will show a total amount net of commissions.
Set it on No, to get the opposite result: the commission will be specified on the Invoice in a specific line.
The percentage is imported via XML, if we are talking about the majority of OTAs connected in the Channel Manager section. For any agency card created manually from the PMS > Guest List section, you need to set up the percentage of commission, either by moving the green circle onto the bar or by typing it right into the box.
e) Exclude city tax ✈️
Set this entry on Yes, in case you wish to exclude the city tax from the Agency invoice, meaning it will be on the Customer invoice by default.
Set it on No, to get the opposite result, in case the agency pays for the city tax as well.
f) Commission Policy 💸
From this section you decide whether to calculate the portal commission either on the amount net of taxes or on the gross amount.
Example: Tot. of the reservation is €100 - Commission is 15% - VAT is 10%.
The commission can be 15% applied either on €90 (amount net of 10% VAT)
or it can be 15% applied on €100 (gross amount including VAT).
Considering what we've just explained, select one of the three possible alternatives:
By default
it will follow the setup in the Settings > Takings and rules section
(in this case 👇 commission will be calculated on the gross amount)
Including tax
Excluding tax
⚠️ WARNING: the invoice setup will be respected only if you associate the Agency card in the details of the reservation, or the OTA card in the Channel Manager section. If you don't know how to do that, please check out 👉 the dedicated article!
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