How do I create a Levy in Apex?

How do I create a Levy in Apex?

A Levy can be added on Apex, it can be added as an additional charge or setup to distribute from Room revenue.
Examples of these are are Bed Levy, Tourism Levy, Community Levy or Park Board Fees.
Please Note
** For Zambia/Kenya, the levies are setup different. Please refer to another article or manual on Special Levies on how this is done.

To add a Levy on Apex follow the below steps:

Step 1 - Create a Charge Code
  1. Navigate to Administration -> Front Office Codes -> Charge Codes.
  2. Click on Add.
  3. Code: Enter Code, maximum 4 characters.
  4. Description: Enter the description of the charge code.
  5. GL Account Number: Enter the accounting system GL Number.
  6. VAT Code 1: Look up the VAT code which will apply. For example In South Africa we use only one VAT code.
  7. VAT Code 2 : Look up the VAT code for second tax.
  8. VAT Code 3: **Note if VAT code 1, VAT Code 2, and VAT Code 3 Fields are entered then tax will be extracted twice or three times. For example In South Africa we use only one VAT code.
  9. GL VAT Code: If Accounting system uses different VAT code input the GL VAT Code.
  10. GL VAT Account Number: If Accounting system uses different VAT Account input the GL VAT Account Number Code.
  11. GL Grouping: Grouping for GL Export.
  12. Fixed Charge Amount: Specify Fixed amount. For Levies this is not applicable.
  13. Dep Audit Section: When generating Front Office Department Audit Report, this can be grouped by sections. Free Type field where section name can be added.
  14. Charge Type: Select the Revenue department this code will be linked to.
  15. Posting Limit: Posting limits are entered here for Tourism Levy input 0.00.
  16. Only For Property: If this code only applies for specific property if multi property Apex.
  17. Revenue Group: Select the Revenue department this code will be linked to.
  18. Settings: Tick the relevant fields:
    1. Reduce from Cash: This tick should be activated for Paid Outs; it will reduce the amount of “Cash” to bank on the employee banking report.
    2. Require Reference: When ticked the reference window will pop-up after the charge code was posted, prompting the user to type in a reference for
      transaction.
    3. Don't Print Reference: Reference not to appear on guest invoice.
    4. Require Authorisation: When ticked the Authorization window will appear prompting the user to enter the Supervisor / Manager Username and Password before the charge can be posted.
    5. Export to Owner Rev File : Timeshare.
    6. Allow posting in Forex: When ticked charge will be able to post in a foreign currency.
    7. Distribution Only: If this is set then the charge code will NOT be available when doing a manual posting.
    8. include in 1st Add on Levy: For Zambia, refer to Special Levies.
    9. include in 2nd Add on Levy: For Zambia, refer to Special Levies.
    10. include in 3rd Add on Levy: For Zambia, refer to Special Levies.
    11. Outsourced: When ticked all charge codes linked to this setting will be grouped under new Heading "Outsourced" revenue on Manager Report trail balance. Used to separate revenue from third party suppliers.
      19. Click on Save.

Step 2 - Create Levy
  1. Navigate to Reservation Codes -> Room Codes -> Property Codes.
  2. Select the Property.
  3. Select Settings Tab.
  4. Click on Change.
  5. Look for section "End of Day Levy Posting".
  6. Levy Included in the Room Rate: Tick this box if the levy is included in the rate. If this box is ticked the levy will not be posted on the guest invoice but will be distributed from accommodation revenue on front office distribution account.
  7. Levy 1 and Levy 2: Select the charge code created. Only select Levy 2 code if this is required.
  8. Under Levy 1 and/or Levy 2 Columns input the levy calculation. Amount per person (adults & children), per room amount, per adult amounts or Percentage of Room Rate's.
  9. Click on Save.
Please Note
  1. If there are multi properties on Apex ensure that the levy is applied to each property.
  2. The levy will be charged on the guest invoice during end of day. If the "Levy Included in the Room Rate" box is not ticked, the Levy amount due will display on the Proforma Invoice.
  3. If the "Levy Included in the Room Rate" box is ticked, during the end of day process the levy will distribute the amount off room revenue. This will Not be posted to the guest invoice but will take place on the distribution account and reduce room revenue amount.
Levy applicable to Specific rate code
If a Levy should NOT be charged on a specific rate code, then the "No Room Levy" on the Rate Season should be ticked.
  1. Navigate to Administration -> Reservation Codes -> Rate Codes -> Rate Seasons Assignment.
  2. Select the Rate code.
  3. Select the Details Tab.
  4. Click on Change.
  5. Under Settings Tick "No Room Levy".
  6. Click on Save.


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