2.Extra options
2.Extra options
2.1 Prepaid invoices
In some cases the guests will have to pay a part in advance. In this case, people often want to receive an invoice with an invoice number. You can do this by clicking on the icon of the document with the plus sign:
A new page will open where you will see the different items you entered in the price calculation. You can choSome readersMaking a credit invoice
When a reservation is checked out, the invoice becomes final. This is therefore no longer adjustable in amount or information. If you have made a mistake, it is possible to credit your invoice so that you can delete too many invoiced elements from the account.
Then you can select the type at the top of the page on the right. This type can be an invoice or a credit invoice.Some readersGeneral information: Accounting connectivity RoomRaccoon
In addition to all the functionalities that are standard in the software, RoomRaccoon also has the ability to process financial data. There are two ways to do this. The first is a fully automated accounting link and the second is the financial reporting in RoomRaccoon. If you have chosen to use one of the two options, it is advisable to read this manual completely. RoomRaccoon will work with the data that is produced in our software. If data is not or not correctly produced in our system, then iSome readersInvoicing within RoomRaccoon
Setting up invoices directly from the system is something that many people use. Some people use a link between their accounting system and RoomRaccoon but manually several data can also be derived from RoomRaccoon.
To begin
In the pricing you will see that if you have a package deal, the extra's connected to this deal are now visible.
For example, a Discovery dealSome readersFactureren
In het RoomRaccoon account is het mogelijk om facturen te sturen, splitsen en waar nodig crediteren.
Dit is een zeer uitgebreid onderdeel binnen het systeem, klik door op het artikel waar jij vragen over hebt.
Meest gestelde vragen over de facturatie
Algemene uitleg over de facturen functie
Hoe werkt het 'proforma'
Boekhouden
StripeSome readers3.1 Figures for the bookingkeeping
3.1 Figures for the bookingkeeping
RoomRaccoon offers extensive reporting. The turnover figures shown here relate to management reporting. This management report shows the turnover per reservation including VAT and also the turnover of non-invoiced reservations. This makes this report unsuitable for direct transfer to the accounting department. For the bookkeeping, figures are needed where the VAT is broken down and what has already been invoiced. To obtain these figures, go to the lisSome readersLedgers
Ledgers
When signing up for the financial report or the automatic accounting link, you indicate on which ledger accounts the information must be booked by the software. These ledger accounts are passed on via a google forms questionnaire that you receive from us.
Special ledgers
We ask you to create a RoomRaccoon Diary Ledger. This ledger is shown on the balance sheet and is used as a counter-ledger for all RoomRaccoon bookings. If a 'payment' is made on the booking details paSome readersHow can I generate a partial invoice
Imagine you have your full accommodation booked by one person. Maybe a family reunion or something. We can imagine that you would like to partially invoice this reservation already just to be sure.
Step 1:
Click on the reservation. You will find all of the details about the reservation in the detail page. At the bottom of the screen you will see a section with documents and invoices. Click on the new invoice button.
Working with DateV
The Datev import is made up of two parts:
Invoices (these need to be uploaded into DateV Rechnungswesen)
Payments (These need to be uploaded into DateV Unternehmen Online. It is not possible to use the imports without DateV UO.)
The files can be downloaded in the reports section under the "Accounting" tab:
DateV is based on invoices. This meansSome readersFinancial
Financial
We will be happy to explain to you how to manage the financial affairs within RoomRaccoon in case of an automatic accounting link.
Booking and payments:
When a payment is created in RoomRaccoon, the next mutation is created. In this case, an online payment of €47.50 will be made (the corresponding general ledger account is called Payment OTA).Some readersInvoice pre payments
Imagine you have a groupreservation and your whole accommodation has been booked, you probably would like to make a prepaid invoice.
Click on the reservation in your calendar to open it.
At the bottom left of your screen you will find your documents. Next to the proforma invoice yo will see an icon of a paper with a plus in it. Click this icon.
Select the guest or company, then select the items you would like to invoice up front. Create the invoice.
Go back to yourSome readersThe basics of invoicing
Almost all users of our software create invoices from RoomRaccoon. Over time, the software has gained more functions. In this manual we will explain the basics of invoicing in RoomRaccoon and we will also go through all the extra options.
1.1 The Proforma invoice
1.2 Tax invoice
1.3 Payments
The basics of invoicing
1.1 The Proforma invoice
The pro forma invoice is automatically generated for every reservation that enters RoomRaccoon. The pro forma invoice is an examSome readersPayment Terminal Stripe: Your hotel details on the guest's bank statement?
Great that you have choses Stripe as your payment service provider. When you set up your account in Stripe, make sure to add you public information so that the name of your hotel or B&B shows on your guest's card statement.
Business settings
In your Stripe account, navigate to the button business settings. Here you can fill in your public information. Your filled in details are used for the bank statement of your guests.
![](https://storage.crisp.chat/users/helpdesk/websiSome readersHow does the 'proforma' invoice work?
A 'proforma' invoice is actually a draft invoice. It's meant to give your guest information in advance and when a booking is cancelled no credit nota will be created. How does RoomRaccoon's proforma invoice work?
How does RoomRaccoon's proforma work?
RoomRaccoon prepares proforma invoices and they stay proforma until the moment the booking is checked-out. After check-out, the invoice will be definitive.
![](https://storage.crisp.chat/users/helpdesk/website/3cb00ef565780a00/1Some readersConnecting RoomRaccoon to my accounting software
How nice that you have shown an interest in one of our accounting partners! In this article we would like to provide you with some more information about these packages and what they can do for you as a hotelier.
RoomRaccoon connects with a few partners: :
Twinfield
QuickBooks
Xero
Sage
What is the reason to use accounting software?
InSome readersDebtor report
You can gain a quick overview over all your outstanding invoices by opening the "Debtors report" under the "Reports" tab.
At a glance you can see your overdue invoices as portrayed in the screenshot above, as well as your outstanding, but not overdue yet invoices as shown in the screenshot below.
. Our wide variety will definitely have a solution which fits your accommodation best.
Advantages of CardStream (United Kingdom only):
Save money on annual basis. Do you know how much you spend on credit card charges? Many hoteliers do not have insights in these expenses, because they are written off in one monthly batch. With CardStream in RoomRaccoon, you might save half of the credit card transactionSome readersProcessing reservations
Processing reservations
In order to process data correctly in the bookkeeping, the data must first be processed correctly in RoomRaccoon. We are happy to explain how to process reservations correctly. We assume that you already know how to make a reservation, so we will only deal with the issues that are relevant for correct accounting processing.
Reservation status:
The reservation status may affect the processing of the accounting data. The advice is to keep track of the reserSome readersCorrections
Corrections
It can happen that things change after the processing moment. A number of corrections are possible in RoomRaccoon in order to process this for accounting purposes. We explain a number of common corrections.
Cancellations
It may happen that a booking is cancelled while payment details have already been processed. Then select the payment method for payments and enter the amount you want to cancel with a -/- minus sign in front of it.
Refundable
In the exampleSome readers