Invoice Settings
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      Multi Company Invoicing

      This features is coming soon and it will look like this:

      The MCI (Multiple Company Invoicing) module allows accommodation providers to issue invoices using various billing details within a single SabeeApp account. This feature is particularly useful for apartment rentals where different apartments are owned or operated by separate companies or private individuals.

      Eligibility Criteria

      1. Availability of the MCI Module
        • The MCI module appears in the Settings > Subscription menu only for Hungarian accounts.
        • A Hungarian account is identified when the Country field in Settings > General Settings > Company Details is set to "Hungary."
      2. Tax Exemption Setting
        • The MCI module can only be activated if the Tax Exemption toggle is inactive in the Settings/ Tax Settings menu.
        • If the Tax Exemption setting is active and you attempt to enable the MCI module, a warning popup will appear. This popup will provide instructions on the steps needed to deactivate the Tax Exemption setting and proceed with activating the module.

      Activation Process

      1. Activate the MCI Module

      • Navigate to Settings > Subscription and activate the MCI module.
      • Note: Activation is only successful if the eligibility criteria are met (refer to the eligibility section).

      During activation:

      • A payment must be completed.
      • The first payment amount is calculated proportionally to the PMS module’s next payment date and displayed in a popup.

      Set up process for multiple billing:

      1. Set Up Invoice Numbers

      • Go to Settings > Invoice > Invoice Numbers to create invoice numbers for each billing entity.
      • Important:
        • Each billing entity must have its own invoice numbering system, as required by law.
        • A single billing entity can manage multiple invoice numbers, but one invoice number can belong to only one billing entity.
      • Suggestion: Create invoice numbers before adding billing details to streamline the configuration process.

      2. Add Billing Details

      • Go to Settings > Invoice > Billing Details to add billing information for each entity.

      • If no billing details are present (e.g., for a new SabeeApp account), you will see this screen:

      • For existing accounts with billing information, the Billing Details menu appears as follows:

      To add new billing details, click on Add New and complete the configuration page.

      4. Configure Additional Settings (Available Only with MCI Module)

      The following options are available when configuring billing details with the MCI module:

      1. Room Type Mapping

        • Link room types (units) in SabeeApp to specific billing information.
        • For example: If a 1-bedroom apartment is mapped to "Test Billing Info," invoices for reservations in that apartment will show "Test Billing Info" as the issuer.

        Example:

         

      2. Invoice Number Mapping

        • Associate billing details with previously created invoice numbers.

        • While not mandatory, this can speed up invoicing.

        • A single invoice number can only be mapped to one billing address.

        • If no invoice numbers are available, this message will appear:

          Use the Click Here button to create more invoice numbers, then finalise the billing details configuration.

      3. Preferred Invoice Number & Prepayment Invoice Number

        • Optional, but can speed up invoicing.
        • When a preferred invoice number is set, the corresponding mapping checkbox is automatically activated.

      4. Tax-Exempt Billing Address & Initializing Amount

        • Activate the Tax Exempt toggle for entities operating under Hungarian tax-exempt rules (up to 18M HUF invoiced revenue).
        • Once activated, the Initializing Amount field appears.
          • What is Initializing Amount?
            • This represents the current invoiced balance (in HUF), including invoices issued outside SabeeApp.
            • If starting fresh, set this to 0.
            • Example: If an entity has already invoiced 23,467 HUF using another tool (e.g., Számlázz.hu), set this amount here when transitioning to SabeeApp.
          • Tooltip explanations are available within SabeeApp for additional guidance.

      Issuing Invoices and Monitoring Invoiced Amounts for Tax-Exempt Billing Details

      1. Handling VAT for Tax-Exempt Reservations

      • By default, all reservations in SabeeApp are saved with a 5% VAT (the 5% is just an example) rate since the tax-exempt setting is not activated in the tax model.
      • For reservations allocated to units mapped to a tax-exempt billing address, you must manually enable the “Enable VAT Free” toggle before issuing an invoice to apply a 0% VAT rate.

      2. Monitoring Tool for Tax-Exempt Reservations

      To assist with identifying whether a reservation should be issued with 0% or 5% VAT, SabeeApp includes a monitoring tool:

      • For reservations linked to tax-exempt billing addresses, an additional section appears in the reservation’s quick menu:

      • Hover over the calculator icon to view two key values:

        1. The current invoiced amount for the billing address linked to the reservation’s unit.
        2. The tax-exemption threshold (18M HUF).

      • Color Codes for Invoiced Amounts:

        • Green: Up to 10M HUF.
        • Yellow: Between 10M and 15M HUF.
        • Red: Above 15M HUF.

      3. Detailed Monitoring Data

      Clicking the quick menu provides a detailed view of the tax-exempt data, including:

      • The billing address name linked to the room type.

      • Values displayed with 2 decimal places for accuracy.

      • A tooltip with further explanations about the displayed values.

      • A “Visit Settings” button to navigate to the Settings > Invoice > Billing Details list.

      • Users can track the balances for all tax-exempt entities in the Billing Details List under the Billed Amountcolumn.

      • This feature is particularly useful for account owners managing multiple tax-exempt entities.

      4. Suggested Workflow for Issuing Tax-Exempt Invoices

      1. Open the reservation.
      2. Check the calculator icon to view the invoiced amount and threshold.
      3. Decide whether to activate the “Enable VAT Free” toggle based on the monitored balance before issuing the invoice.
      4. The monitored amount is also displayed on the invoice editor with the same mechanism as on the reservation page:

      5. Invoice Issuer Field: If the MCI module is activated, a new “Invoice Issuer” field is added to the invoice editor (top right corner):


      • When issuing an invoice from a reservation linked to a specific billing detail, the invoice issuer is automatically set to that billing detail.
      • This can be manually changed by typing another company name in the Invoice Issuer field.
      • For group folios or quick orders, the Invoice Issuer field is blank, and the user must manually select a billing detail.

      5. Email Notifications for Thresholds

      • When a billing address’s invoiced value reaches 17M HUF, the system sends an email notification to the account owner.
      • This helps users monitor their billing entities more effectively, especially when managing multiple tax-exempt entities.

      Important Notes:

      • The monitoring tool is designed to assist users but does not take automatic action when the 18M HUF threshold is reached. It is the user’s responsibility to take necessary steps when this limit is exceeded.
      • The “Initializing Amount” (set during billing configuration) is factored into the monitored balance.

      Disabling the MCI Module and Archiving Unnecessary Billing Details

      1. Archiving Billing Details Before Disabling MCI

      • If a property decides to stop using the MCI module, they must first archive all unnecessary billing details, keeping only the one required for issuing future invoices.
      • Important: The MCI module cannot be disabled until unnecessary billing details have been archived.

      2. How to Archive Billing Details

      • Navigate to Settings > Invoice > Billing Details List.

      • Use the trash bin icon in the Archive column to archive unwanted billing details.

      • Archived billing details will no longer appear in the Billing Details List but remain visible in the PMS > Invoices List under the newly added Billing Details filter:

      3. Warnings for Incomplete Archiving

      • If users attempt to disable the MCI module via the Subscription menu while multiple billing details are still active, the system displays a warning message indicating they need to archive unnecessary billing details first:

      • Once only one billing detail remains, a popup notification suggests disabling the MCI module to avoid unnecessary charges:

      4. Key Changes and Features Related to the MCI Module

      NAV Connection Details

      • When the MCI module was implemented, the NAV connection details table was moved from Default Settings to the Billing Details configuration page.
      • This means the NAV connection details are no longer visible in Default Settings, even if the MCI module is inactive.

      5. Country Restrictions for Billing Details

      • When the MCI module is activated:
        • The country dropdown for the first billing detail allows any selection.
        • For subsequent billing details, only the same country as the first billing detail can be selected.

      6. Monitoring Invoiced Revenue

      Tax-Exempt Billing Details

      • Invoice amounts issued under tax-exempt billing addresses are converted to HUF using the exchange rate displayed on the invoice.
      • Revenue monitoring considers the gross amounts of locked/valid invoices, calculated as:Locked Invoices’ Gross Amount + Prepayment Invoices – Locked Canceled + Refund Invoices.

      Billed Amount Column

      • The Billed Amount column in the Billing Details List calculates balances for both tax-exempt and non-tax-exempt billing addresses.

      Billing Details Filter

      The Billing Details filter in PMS > Invoices List appears even when the MCI module is inactive. It includes:

      • Actual billing information.


      7. General System Changes When MCI Module Is Active

      • The country dropdown in Settings > General Settings > Company Details is locked and cannot be edited unless the MCI module is deactivated.
      • A new section is added to the General Terms & Conditions outlining SabeeApp’s legal limitations:
        • SabeeApp is not responsible for automatically taking actions when tax-exemption thresholds are exceeded.