Accounting

The Accounting & Invoices page gives you the money side of a period: what was credited to bookings, what is still to collect, and every invoice and payment. Its tabs are Invoices, Payments and, for operators in Indonesia, PB1 Tax Report. Users need access to reports to open it.

Choose the period

At the top, Filter by Booking/Payment Date or Trip Date, then set From and To. The current month is selected when you open the page. The figures and the lists follow the period:

• Credited to bookings: the payments credited during the period;
• Before departure to collect: what is still due;
• Invoices and Payments: how many there are in the period;
• Refunds this period, when there are any.

Click Refresh to update the figures.

Invoices

One line per invoice: Invoice number, Booking, Customer, Trip Date, Amount, Issued, Due and Paid dates, and status (Draft, Sent, Paid, Overdue, Cancelled). Filter by status, by date, or Overdue Only.

From an invoice’s Actions menu:

• Download PDF.
• Regenerate PDF: rebuilds the PDF, for example after you changed your invoice template. The amounts are not touched: an issued invoice keeps the figures it was issued with.
• Record Remaining Payment: records a payment for the whole remaining balance of the booking, with its Payment Method, Payment Date and reference. For a part payment, record it from the booking instead.
• Mark as Sent.
• View Booking.

Tick several invoices and choose Regenerate Invoices to rebuild all their PDFs at once.

Payments

One line per payment: Payment #, Booking, Customer, Trip Date, Amount, Method, Type and Date. Filter by status, method, type or date. From a payment, View Booking opens its booking; an administrator can also delete a payment recorded by mistake (see Payments).

Export for your accountant

• Export Excel (top right) downloads a spreadsheet file (CSV) of the period.
• On the Payments tab, tick payments and choose Export to Excel to export only those.

PB1 tax report (Indonesia)

PB1 (Pajak Pembangunan I) is an Indonesian local tax on food and accommodation. If you operate in Indonesia, this tab prepares your PB1 declaration from your bookings. It is always reported in IDR.

1. Set up the tax once in Setup & Admin › System Admin › General Settings, tab Payment Methods, section PB1 Local Tax (Indonesia): Food rate (IDR / pax / day), Room rate (IDR / room / night), the PB1 Rate (standard PB1 is 10%) and Effective From — only trips starting on or after this date are included.

2. In Accounting, open the PB1 Tax Report tab.

3. Choose the period (From, To), a Trip or All trips, or a Month. You can adjust the food and room rates for this report.

4. Read the Total PB1 Food, Total PB1 Room and Grand Total PB1, then the detail per booking and the daily breakdown.

5. Export with CSV by Booking, CSV Daily Breakdown or PDF (full report).

If you do not operate in Indonesia, switch off Enable PB1 Tax Report in the same settings section: the tab disappears, and so does the PB1 summary on invoices.