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• Cash Register

  How to Use The Cash Drawer We understand that not all payments are cashless, which is why we created the cash drawer. Now you can easily keep track of all cash payments in your RoomRaccoon PMS. Here’s how: Click on the payments icon on the left side of your screen and select the the 'cash drawer' tab. ![](https://storage.crisp.chat/users/helpdesk/website/61587d00Very popular

• The Basics of Invoicing

  The Basics of Invoicing Invoicing is one of the most used features of RoomRaccoon which gives guests a full account of their cost to the property. The article below gives insights into the basics of invoicing. The Proforma Invoice The proforma invoice is automatically generated for every reservation that enters RoomRaccoon. The pro forma invoice is an example of what the invoice will look like at the end of the guests stay. In case of payment after the stay, the reservation can be cVery popular

• Adding a Company Name to an Invoice

  Adding a Company Name to an Invoice On RoomRaccoon you can add the company name on the invoice by accessing the reservation and adding the name on the “company” field. How to add a company name to the invoice Click on the reservation in question. When you are in the reservation click on the name of the booker. ![](https://storage.crisp.chat/users/helpdesk/website/61587d0079e73400/cnoi2_sdVery popular

• Payment Corrections

  Payment Corrections It can happen that things change after a payment process. If a mistake has been made there are a number of corrections you can make in order to process this for accounting purposes. Here are a few common situations that can occur. Cancellations It may happen that a booking is cancelled while payment details have already been processed. Simply select the payment method for the payment and enter the amount you want to cancel with a - minus sign in front of it. **RefuVery popular

• How Does the Proforma Invoice Work

  How Does the Proforma Invoice Work A proforma invoice is a sample or draft invoice of your guests accommodation costs. The proforma invoice will change during the guest’s stay as they might decide to add add-ons, meant to give your guest’s information in advance on the amount of their stay. How does RoomRaccoon's Proforma Invoice Work? RoomRaccoon prepares proforma invoices which remain a proforma until the moment the booking is checked-out. After check-out, the invoice becomes a tax invoicVery popular

• Frequently Asked Questions About Sending Invoices

  Frequently Asked Questions About Sending Invoices With Invoicing being such an integral part of the RoomRaccoon experience, we have compiled a list of some of the most frequently asked questions by our clients. Why does the status not change in the invoice overview? When an invoice is sent from RoomRaccoon, the envelope icon in the overview gets a grey colour. If this does not happen in your overview, it is possible that the language is not set correctly. Take a look at the language vVery popular

• Bookkeeping Reports

  Bookkeeping Reports The figures used for your bookkeeping are those that have had the VAT broken down as well as the invoiced figures. To obtain these figures: Go to the Reservations Tab from your Calendar View. Select a period (note, there is a limit to the download size) Select to view all reservations, paid, not paid or partially paid. At the bottom of the page you will be aVery popular

• Ledgers

  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 pagePopular

• Invoice Prepayments

  Invoice Prepayments In a situation where you have a group reservation and your whole accommodation is booked. You would most likely want to make a prepaid invoice. How to create an invoice for prepayments 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, you will see an icon of a paper with a plPopular

• DateV Manual (German Accounting)

  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 meansPopular

• How Can I Generate a Partial Invoice

  How Can I Generate a Partial Invoice In a situation where you want to do a partial invoice, maybe on a specific add-on that requires a prepayment, this is possible with RoomRaccoon. A partial invoice may also be issued when you are hosting events on your property and you’d like your guests to offer a deposit or down payment. How to generate a partial invoice Click on the reservation. You will find all the details regarding the reservation on this page. ![](https://storage.crispPopular

• Processing Reservations

  Processing Reservations In order to process data correctly in the bookkeeping, the data must first be processed correctly in RoomRaccoon. The reservation process is an integrated process and in this article, we explain elements of a reservation that are important to successfully processing and managing a reservation. Reservation status The reservation status may affect the processing of the accounting data. We recommend that you keep the reservation status updated. The following statuPopular

• How to Find the Subscription Details

  How to Find the Subscription Details The billing page in your RoomRaccoon shows all information about your subscription and the invoices you receive from RoomRaccoon? Where can I find the billing page Click on the gear icon in the left corner. Click on the Billing tab. What information canPopular

• Adding, adjusting and deleting ledgers (revenue types)

  If you are using our financial reports function or a direct accounting connection, you can add, modify and delete a ledger that is connected with a revenue type using the following steps: Creating a new ledger: Go to accommodation settings (key icon) Click on 'ledgers' at the top of your screen Click on 'new ledger' at the top right of your screen Enter a name for the revenue type, a ledger (number), a VAT percentage, and a VAT code Click 'save' at the top right of your scSome readers

• How to Set up a New Ledger

  How to Set Up a New Ledger Your ledgers allow you to allocate specific items that generate revenue, for example all add ons pertaining to transport will be allocated to your transport ledger, this in turn reflects in the revenue generated from transport within your financial reports and your accounting software. Once your separate ledgers have been created, your add ons (when selected within a reservation) will be automatically allocated to the correct ledger. This minimises staff input erSome readers

• How to Cancel or Credit an Invoice

  How to Cancel or Credit an Invoice When a reservation is checked out, the invoice becomes final, making it no longer possible to change any of the amounts or details. If in the event you make a mistake, it is possible to credit your invoice so that you can delete invoiced elements from the account. Click on the reservation in question, scroll to the documents section and click on the add document icon. . ![](https://storage.crisp.chat/users/helpdesk/website/61587d0079e73400/1_1cuxi2d.pSome readers

• USA Taxes

  USA Taxes RoomRaccoon now complies with USA Tax Rules, making managing your reservation taxes simple and easy with this new capability. What did we do? We have allowed our USA accounts to have more than 1 VAT/Tax rule and we’ve given you the freedom to name them as well! The date format is now in month/date/year (mm-dd-yy) The automatic confirmation emails which get sent to guests now show Net values Setting Up Your Taxes Login to your RoomRaccoon account. CliSome readers

• How to Issue an Invoice for Airbnb Reservations (PT)

  How to Issue an Invoice for Airbnb Reservations (PT) Airbnb invoices are usually sent directly to Airbnb however in Portugal, invoices are sent directly to the guest. To send an invoice directly to the guest you will have to send invoice form the reservation and fill in your guest details instead of those of the booker (Airbnb) How to send the invoice to the guest Navigate to the reservations y clicking on the calendar icon on your left Click on the reservation in question OSome readers

• How to Change Your Invoice Details From Booker to Guest

  How to Change Your Invoice Details From Booker to Guest In some cases, the main booker is not the guest staying in your accommodation and you would like to create an invoice in the name of the resident guest rather than the booker. To do this, you will need to fill in your guest’s details on the reservation details page. Click on the reservation within your Calendar and scroll dowFew readers

• Prepaid Invoices

  Prepaid Invoices Often when guests make a prepayment or partial payment for their reservation they may want an invoice that includes an invoice number. Here we explain just how to do that. Click on the reservation in question within your Calendar and scrolling down to your Documents. Click on the document icon with the plus sign. ![](https://storage.crisp.chat/users/helpdeFew readers

• How to Make Changes in the Cash Drawer

  How to Make Changes in the Cash Drawer The Cash Drawer is a stringent system to ensure security and transparency in front desk operations. Any changes or actions taken in the cash drawer are permanent and are recorded on the Cash Drawer agenda. Changes cannot be changed once recorded however to make changes on an error if you’ve overcharged for example you may create a credit note on the cash drawer. In the below register a cash entry of £455 has been entered which was meant to be £400Few readers

• How to Link a Payment to an Invoice

  How to Link a Payment to an Invoice It’s important to always link payments to an invoice as this will be added to the invoice you send to your guest as well as remove paid reservations from the debtors list Unlinked payments are seen with a red lock on the invoice icon (see below) How to link these payments Create an invoice before linking the payments Access thisFew readers

• How to Add Multiple Items to an Invoice

  How to Add Multiple Items to an Invoice When creating invoices you are able to select different items to add to the invoices. All you have to do is create an invoice and select items linked to that reservation on the invoice. Open the reservation on your agenda Scroll down to documents on the reservation and click on “make a new invoice” Select the items to be added to the invoice. Here you sFew readers

• Where Can You Find Your City Tax Report for Accounting

  Where Can You Find Your City Tax Report for Accounting For accounting purposes, you might want to download or view a list of the total prices of add-ons and tourist taxes. How to view add-on list On the left panel navigate to reports and choose the performance tab at the top of the screen. Enter the duration in which the report should be generated for ![](https://sFew readers

• How to Issue an Electric Invoice (IT)

  How to Issue an Electric Invoice (IT) If you have active Electronic Invoicing in RoomRaccoon you can Issue invoices directly from reservations Invoices are sent to the Revenue Agency (Exchange System) Storage takes place directly in your fiscal drawer What is the mandatory data for issuing an invoice? To issue an invoice you must indicate all the mandatory data in the customer card (Booking holder) Name surname If a company name is requested, indicate the number of VATFew readers

• How to See All the Invoices Created in a Period of Time

  How to See All the Invoices Created in a Period of Time You can see all the invoices that have been created in a month or specific period on RoomRaccoon through the reservations. You can select the period and request to download invoices for that period. How to download the invoices for a select period. Click on the reservations icon. Click on the reservations list tab. Select the dateFew readers

• How to Manage Electronic Invoices

  How to Manage Electronic Invoices Checking the status of the invoice Once the invoice has been issued, check the status in the invoice overview Click on "Statistics" Open the "Electronic Invoicing" tab What are the statuses of an invoice? Red X next to the customer name There is some mandatory data in the customer card. Check the mandatory data here Waiting to be sent InvFew readers

• What Should I Do if I Have an Error in SAF-T File

  What Should I Do if I Have an Error in Saf-T File If you tried to send you SAFT file to Tax Authorities or you accountant, and an error is being reported please check: That the file is in XML format You exported the monthly file and not the Yearly one. Click here for more on how to export the Saft file If you are in rms.roomraccoon.com, go to staging.roomraccoon.com and export the file again. If you followed this steps but you still have an error, [open a ticket](https://rms.roFew readers

• How to Issue an Electric Invoice to a Foreign Customer (IT)

  How to Issue an Electric Invoice to a Foreign Customer (IT) When issuing an invoice to a non-Italian guest, you will need to fill in the information on the guest or the booker tab before creating the invoice for the guest. Fill in guest or bookers data and Save. Which data is necessary for the issuance of an invoice to a foreign private entity. Receiver code XXXXXXX (7 times X) Tax Code notFew readers

• How to Activate Electronic Invoicing in RoomRaccoon (IT)

  How to Activate Electronic Invoicing in RoomRaccoon (IT) You may activate your electronic invoicing on account settings, all you have to do is fill in relevant information including your tax regime. Navigate to the Account settings by clicking the orange cogwheel on the bottom left of the screen. On property information fill in all necessary fields - Be sure that these are always kept up to date. Select your Tax regime. ![](https://storage.crisp.chat/users/helpdesk/website/61587dFew readers

• I Made a Mistake in Issuing an Invoice - What Should I Do?

  I Made a Mistake in Issuing an Invoice - What Should I Do? If you have made an error on the invoice you cannot cancel an invoice but you can create a credit note. Check what to do based on the invoice status. If the invoice has been approved, you can issue a credit note and cancel the invoice accordingly. If the invoice is rejected, check the [solution](https://help.roomraccoon.com/en/article/what-tFew readers

• How to Create an Invoice

  How to Create an Invoice Invoices are automatically created on RoomRaccoon on the documents tab of the reservation. When a reservation is made a proforma invoice will be drafted which is an example of how the invoice will look when the guest checks out, it is therefore not a final invoice. When the guest checks out the proforma will be converted into a tax invoice. On this invoice, the invoice number will be followed by a 'Check-out Invoice' in case parts of the invoice have already been inFew readers

• Grey Rooms & Invoicing - What You Should Know

  Grey Rooms and Invoicing - What you should know Your grey rooms are different from your normal rooms as they do not affect the price or the occupancy of your property. This therefore affects how the invoice for grey rooms is drafted, please ensure that you take note of the following. When adding prices, do this in the add-ons section and not in the pricing section. As this is not a real room, this section must be empty as it is regarding accommodation only. The invoice does not includeFew readers

• How to Prevent an Error in Your SAF-T File

  How to Prevent an Error in Your Saf-T File In Portugal, companies have an obligation to send tax authorities a file with all accountant documents of the month. It’s possible however that when exporting the file you may encounter an error, see below for more on preventing this from happening. Always follow the correct steps to issue a document. For more on how to issue an invoice, click here. Set your ledgersFew readers

• How to Add a Description to the Invoice

  How to Add a Description to the Invoice On RoomRaccoon you can add a description to the invoice. You can use this for reporting or capturing a project number or any reference if this is a business stay or otherwise. . How to add a description to the invoice Click on the reservation in your agenda. Scroll down to documents and choose “make new invoice” Add your invoice description in the shFew readers

• How to Issue an Invoice

  How to Issue an Invoice Invoicing is one way RoomRaccoon uses an integrated system to automate your processes and make it easy for you to send guests invoices. The process is done automatically when the reservation comes into the system. When the reservation comes into the system a proforma invoice is automatically generated and this invoice is generally what the invoice will look like at the end of the guest’s stay. Once you change the status of the reservation to check-out this will automFew readers

• How to Print an Invoice

  How to Print an Invoice You can print a physical copy of the invoice if your guest wants to see the invoice at your front desk when checking in or checking out. On your reservation, you can easily print the invoice by accessing the email and print documents section. How to print an invoice Access the reservation and scroll down to the Documents section. Click on view invoice.Few readers

• How to Send an Invoice to a Guest

  How to Send an Invoice to a Guest Once your invoice has been generated you can easily email it to your guest or print it out for them should they request for a physical copy. Follow the below steps to send the invoice to the guests email address. To email the invoice, go back to the documents section in the reservation and click “send invoice” to email it to your guest. RoomRaccoon willFew readers

• How to Change the Number Format on Your Invoice

  How to Change the Number Format on Your Invoice You can change the format of numbers on your invoices by accessing account settings and choosing the correct format that suits your preference. How to change invoice number format Access account settings via the orange gear icon (bottom left) Scroll down to Invoice settings. On “invoice number formatting”, you can set a preference depending on how you want the number to show i.e don’t show the year number in front or put the yeFew readers

• How to Cancel a Receipt (IT)

  How to Cancel a Receipt (IT) For Italian RoomRaccoon accounts, if you want to cancel a receipt after generating it, you can do so by following these steps. Open the reservation and scroll to the documents section Select the receipt to be canceled from the drop-down menu Click on the "Cancel Receipt" icon to cancel it RoomRaccoon will send you a pop-up message to confirm if you want to caFew readers

• How to Stop an Invoice From Being Created After the Online Check-in

  How to Stop an Invoice From Being Created After the Online Check-in You can allow RoomRaccoon to automatically create an invoice when a guest has checked-in online. If you do not want the invoice to be created after the online check-in you can configure this in account settings. How to stop invoice auto-generating after online check-in Access account settings via the orange gear icon (bottom left) Scroll down to Invoice settings. On “invoice number formatting”, uncheck the boFew readers

• How to Generate an Invoice in a Reservation

  How to Generate an Invoice in a Reservation You can easily generate an invoice directly from the reservation. All you have to do is choose a reservation and print the invoice from the invoice section of the reservation. How to generate an invoice from the reservation Access the reservation from your reservations agenda (calendar icon) Scroll down to Documents and find “Invoice”. Click on “Make new invoice”. ![](https://storage.crisp.chat/users/helpdesk/website/61587d0079e7Few readers

• How to Use Your Cash Drawer

  How to Use Your Cash Drawer RoomRaccoon has an easy to use cash register system designed to simplify cash transactions and maintain transparency in the frontdesk. How do I use the cash drawer Click on the payments icon on the left side of your screen and select the the cash drawer' tab. Select open cash drawer ![](https://storage.crisp.chat/users/helpdesk/website/61587d0079e73400/cash2_1Few readers

• How to Manually Create an Invoice

  How to Manually Create an Invoice You can easily generate an invoice directly from the reservation manually. All you have to do is choose a reservation and choose the option to make a new invoice. How to manually create an invoice from the reservation Access the reservation from your reservations agenda (calendar icon). Scroll down to Documents and find “Invoice”. Click on “Make new invoice”. ![](https://storage.crisp.chat/users/helpdesk/website/61587d0079e73400/manualFew readers

• How to Invoice a Prepayment

  How to Invoice a Prepayment On your RoomRaccoon reservation, you can create an invoice for the prepayment. To do this you simply need to create a new prepayment invoice. How to Invoice a Prepayment Access the reservation that you want to create a prepayment invoice for. Scroll down to invoice in the documents section and click on “create a new invoice” Add a short invoice description suFew readers

• Why Are My Client's Invoices Showing BTW Instead of VAT

  Why Are My Client's Invoices Showing BTW Instead of VAT When your client’s invoice is showing in BTW instead of VAT this could be due to the language not being set up correctly in the booker profile. To solve this, simply change the language of the client in the Booker Profile. How to change the language in the Booker profile Click on the Guest History Tab and navigate to your Bookers overview. Next to the bookers name, click on the pencil option to edit information about the boFew readers

• Can I Issue an Invoice With a Previous Date

  Can I Issue an Invoice With a Previous Date All invoices that have been generated in RoomRaccoon are issued with the date when the invoice was issued and due to legal requirements, it is not possible to pick a different date. The invoice revenue will be always allocated to the month in which the invoice was issued. For example, the reservation had a check-in and check-out date in March but the invoice was only issued in April. The invoiced revenue will be assigned to April and not March.Few readers

• How to Refund Payments

  How to Refund Payments When you overcharge a guest on RoomRaccoon you can easily refund them in the payments section. How to refund cash payment Access the reservation agenda. In the payments section enter the refund amount with a negative symbol before the amount. For example, if you want to refund £50 you would enter -50. Click Save. Good to know Cash refunds are automaticFew readers

• How to Create a Proforma Invoice

  How to Create a Proforma Invoice The proforma invoice is automatically created as soon as the booking is made and you do not need to manually create it. If guests book extras or add-ons this is also added to the proforma invoice which can be viewed, downloaded or printed. How to view the Proforma Invoice Access the reservation Scroll down to the documents. Click on “view invoice” ![](httFew readers

• How to Make Changes in an Invoice

  How to Make Changes in an Invoice When a reservation has been checked out on the system this makes it final and no changes may be applied. If you have made an error and would like to change this, RoomRaccoon offers you the ability to credit your invoice and delete invoiced elements from the account. Suppose in the following invoice there is a late check-out charge added by mistake. You will need toFew readers