Finance Department

Hotels & Resorts

Standard Operating Procedure
Update: 15.08.08 / DHR-CO-FI-SOP-007

VAT Sales

Objective

This SOP is to establish the procedure for issuing official tax invoice and tax invoice (abbreviation) and
to do VAT sales report to conform to the Revenue Department’s regulation.

Responsibility

Income Auditor/Account Receivable Officer/Assistant Revenue &Credit Manager

Procedures for Issuing Tax Invoice

Official Tax Invoice

 Official Tax invoice is issued to Travel Agency/Tour Operator or Guests who request for Official
tax Invoice.

 To conform with the Revenue Department’s regulations, the details needed to be in the Official
Tax Invoice are as follows:

1. The wording “Tax Invoice”

2. Tax Identification Number of seller/service provider
3. Name and address of seller/service provider
4. Name and address of buyer/service receiver
5. Running Number of Tax Invoice
6. Date of issuing Tax Invoice
7. Type of goods or service i.e. accommodation, food& beverage
8. VAT value

 At least 1 original and 1 copy of the Official Tax invoice is needed.

 Official Tax invoice is issued when the payment is received and the payment amount is already
paid-in to the bank account. The date on the official Tax Invoice is the date the Hotel/Resort
receives the payment.

 The correction or re-writing in an Official Tax Invoice is prohibited.

 Type of payment (by cash, credit card, or cheque) needs to be specified.

 Cashier/Bill Collector is to prepare the Tax Invoice and must sign his/her name on it.

 Official Tax Invoice (Original) is sent to the Travel Agency/Tour Operator by post on the next day
after the Hotel/Resort receives the payment. The copy is kept in ‘Monthly VAT sales’ file.

© This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited. 1
 Finance Department
Hotels & Resorts
Standard Operating Procedure
Update: 15.08.08 / DHR-CO-FI-SOP-007

VAT Sales

Tax Invoice (Abbreviation)

 Tax Invoice (Abbreviation) will be issued in case of cash or credit card payment by guests who
do not request for Official tax Invoice. This is considered a selling to retail guests.

 To conform with Revenue Department’s regulations, the details needed to be in Official Tax
Invoice are as follows:

1. The word “Tax Invoice (Abbreviation)”

2. Tax Identification Number of seller/service provider
3. Running Number of Tax Invoice
4. Date of issuing Tax Invoice
5. Type of goods or service i.e. Accommodation, Food& Beverage
6. Total amount , which indicates that this price is VAT included

 Tax Invoice (Abbreviation) will be issued after we summarize VAT sales from tax Invoice
(Abbreviation). The copy will be kept in Monthly VAT sales file.

 Tax Invoice (Abbreviation) is not needed to be sent to anybody. But, it needed to be issued
according to Revenue Department’s regulations in order to be an evidence of goods selling or
service providing.

Procedures for Preparing VAT Sales report

VAT Sales Report

 To conform with the Revenue Department’s regulations, the details needed to be in Official Tax
Invoice are as follows:

1. The word “VAT sales report”

2. Month and year
3. Tax Identification Number
4. Company name
5. Business name
6. Specific whether it is head office or branch
7. No. of Tax Invoice
8. Buyer’s name
9. Amount before VAT
10. VAT value
11. Total Amount

 It is separated into 2 sections:

1. VAT sales from Tax Invoice (Abbreviation)

2. VAT sales from Official Tax Invoice

Each of them will be running number separately.

© This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited. 2
 Finance Department
Hotels & Resorts
Standard Operating Procedure
Update: 15.08.08 / DHR-CO-FI-SOP-007

VAT Sales

 VAT sales file is comprise of:

1. VAT sales report

2. Copy of Official Tax Invoice
3. Copy of Tax Invoice (Abbreviation)

 VAT sales amount will be reported together with VAT purchase amount to Revenue Department
within the 15th of next month by using the PP.30 form.

VAT sales from Official Tax Invoice

 VAT sales from Official Tax Invoice are summarized from Official Tax invoice which is issued to
Travel Agency/Tour Operator or Guests who request for Official tax Invoice.

 The procedures to summarized this are described as follows (depending on Accounting

Software used), i.e.:

1. Go to Carmen Inventory Program

2. Select Account Receivable Module
3. Go to Report
4. Select Account Receivable
5. Select Transaction Summary
6. Select Preview Report
7. Select Date from & to, Order by account code, View by detail, ok
8. Summarize only bank payment transaction (Payment by Travel Agent/Tour Operator)
9. Cross check with Official Tax Invoice (Copy) issued

VAT sales from Tax Invoice (Abbreviation)

 VAT sales from Tax Invoice (Abbreviation) are summarized from the amount of cash and credit
card payment by retail guests at each outlet and front office.

 The procedures to summarized this are described as follows(depending on Accounting Software

used), i.e.:

1. Go to Amadeus System
2. Select Accounting (from Tool bar)
3. Select Journal, then Posting Journal
4. Select date from &to, then GO
5. Summarize only transaction payments which are cash and credit card, then export to
excel file.

© This material is copyright protected and is property of Daniel G. Fuchs and Stephan Faessler. Reproduction without permission is prohibited. 3