The credit note is a fiscal document that can be considered essentially a negative invoice. This document plays a very important role in accounting for any type of company. It can be useful, even essential, in a wide range of circumstances:
- Can help us avoid paying taxes on an invoice already issued but not yet paid (for example, if a guest does not pay within the established time)
- Allows compensation to a guest who has paid for a hotel service that has not actually been used.
When a credit note is requested, and therefore the total or partial reversal of an invoice, the first question to ask is: “Has the invoice I have to reverse already been collected or is it still outstanding?”
- In the first case, proceed with Cash Balance Credit Note
- In the second, instead, execute an Accounts Receivable Credit Note
Exceptional circumstances may occur, so it is not possible to answer the above question in a certain way.
We are now illustrating such circumstances:
| Exceptional Circumstance |
| The document does not appear in any of the two archives (accounts issued, accounts receivables) as it is a document registered on a different management system that the hotel had used previously. Typical case for structures under switch from other hotel management. |
| In this case, we suggest producing a Free Credit Note. |
| Exceptional Circumstance |
| The document that must be reversed is an outstanding document (F), but part of the services had already been invoiced previously with a deposit (D). |
| |
| Exceptional Circumstance |
| The document that has to be reversed has been paid in full (F), but part of the services had been previously invoiced with a deposit (D). |
- If the amount to be reversed EXCEEDS the amount of the deposit document (D), you must issue 2 Credit Notes:
The first is a Cash Balance Credit Note which refers to the document issued for the advance (D), see Section Total Cash Balance CN The second is a Total or Partial credit note referring to the invoice (F), see Sections Total Cash Balance CN and Partial Cash Balance CN.
- If the amount to be reversed DOES NOT EXCEED the amount of the deposit document (D), it is sufficient to issue only a partial or total cash balance credit note on the deposit document (D). See sections Partial Cash Balance CN e Total Cash Balance CN
|
| Exceptional Circumstance |
| The document that must be reversed is outstanding (F), but part of the services has already been paid with a deposit (not recorded for tax purposes) © |
- You must make a Partial or Total Accounts Receivable Credit Note on the outstanding invoice (F), see Sections Total Accounts Receivable CN and Partial Accounts Receivable CN.
In calculating the reversal, the deposit must not be considered and must not in any way affect the calculation of the amount due to be reversed. In fact, since it has not been recorded for tax purposes since the beginning it will have to be managed only at a cash liquidity level in a manual way by the user.
|
| Exceptional Circumstance |
| The document that must be partially or completely reversed is an outstanding document, but it is a Summary Invoice. |
- Find guidelines in the chapters 7.3.3 Non-valued invoice CN and 7.3.4 Valued invoice CN
|
Post your comment on this topic.