How do I change my Tax/Vat percentage on Apex?

For properties which need to change their Tax or VAT amounts as per the changes initiated by their government, the below will assist the System Administrator on the correct procedures

The below steps should be followed:

1. Operational Procedures:

The tax amount should be changed on the date the change has to be implemented. For example if the VAT changes on the 31 May. Then the Apex system date must be 31 May and it must be changed on this day before business operation on Apex.

Clients can select whether to close the day earlier on or have the appropriate staff member arrive early the morning of to make the necessary changes.

2. How to change Percentage:

Navigate to Administration -> Front Office Codes -> VAT Codes.

Select the code VAT and click on the change button.
Enter the new VAT amount and select the save button.

The VAT percentage will now have changed to the entered and will take immediate effect.

3. What to expect after the change:

All the transactions that were charged before the change will still reflect as having the original VAT percentage associated with them.

Please note that all future reservations and future transactions will immediately reflect the new VAT without any added intervention.

Current in House Reservations

In the below example the reservation was made and checked in before the VAT percentage changed and was charged accordingly. Please note the VAT amount of 521.74

After the VAT percentage was changed and End of Day commenced the guest was charged according to the new percentage. Please see below example.

Note the VAT amount was 521.74 + 268.40 (15.50%) = 790.14

Future Reservations

In the below example the reservation is a made for a date in the future before the VAT percentage changed. Please note the VAT amount of 939.12.

After the VAT percentage was changed the VAT automatically updated on the future reservation. Please see below example.

Note the new VAT amount 966.24.

Rates

Should clients need to change rates to account for the new VAT percentage, Rates Schedules can be built as normal with the new Rate Season starting from date of change.

Please note Apex Rates are VAT inclusive.

Templates

When Templates such as the Confirmations, Pro-forma and Tax Invoices, indicate the VAT percentage as on the Terms and Conditions please get in touch with your Client Success Team in order for these templates to be updated.

Templates will not be updated over weekends or after hours.