Hotel invoices to PA in “Split Payment” mode, what it is and how it works

Split Payment Hotel come gestire fatture verso pubblica amministrazione

Split payment is a particular VAT settlement mechanism which came into force in 2017 and which is mandatory when private companies have commercial relations with Public Administrations (PA).

What is split payment and how it works

The split payment, also known as the split of payments, provides that the private supplier collects the invoice net of VAT to the debt, which will be paid directly by the Public Administration body to the Treasury.

The 2015 Stability Law commissioned by the Gentiloni government introduced the payment split system, in which for the sales of goods and services made to the Public Administration, VAT must no longer be paid to the supplier, but must be paid to the Treasury directly from the Public Body.
 The tax document (invoice) that is issued will report a dedicated item:

How a Hotel must operate to issue an invoice in split payments to the Public Administration

Even accommodation facilities such as hotels and inns are among the subjects obliged to apply the VAT split payment (provided for by article 17-ter of Presidential Decree 633/1972 as amended by Legislative Decree 50/2017 and Legislative Decree 148/2017).

To fill in and issue an invoice in SP, a hotel must first issue an electronic invoice which must necessarily include the wording split payment.

Below is a facsimile of an invoice issued in “split payment” mode which highlights the non-computed VAT component.

Subsequently, the hotelier will be responsible for sending the electronic invoice to the SDI which will carry out the relevant checks, the electronic invoice must therefore be sent to the interchange system as a normal electronic invoice.

It should be noted that invoices issued in paper form cannot be considered valid against the Public Administration.

The register of VAT payments will contain a dedicated section summarizing the amounts of VAT not collected because they belong to tax documents issued in the split of payments.

Manage split payment with Slope

Slope is able to respond to the need to issue an electronic invoice to the PA and apply split payment.

The functionality is very simple, it is perfectly integrated into the system and does not differ much from the issue of a very normal electronic invoice.
Once you have selected the reservation for which you want to proceed with the invoice issue, you will select the company registry, the items to be included in the tax document and finally you will mark the checkbox “Apply splitting of VAT payments (Split payment) “.

In this way, the Slope management will apply the split of payments, providing the summary that the customer must pay with the non-calculated VAT component and the total of the tax document.

Strategies for setting rates and prices for children and maximizing earnings

prezzi per bambini slope gestionale hotel

Almost all hotel managers, when they find themselves having to draw up their own pricing strategy, come across the enigmatic definition of rates and prices for children.

For hotels that mainly work with families and small groups, it is essential to be able to outline a sales strategy for children’s accommodation in a flexible and accurate way.

The question we will try to answer in this article is:

What are the main pricing strategies for children and how can I configure my management system in order to simplify work and maximize sales?

Tariff policies for children: each type of hotel has its own strategy

As mentioned in the introduction, for some types of structures an accurate and meticulous definition of prices for children can be a source of revenue that should not be underestimated, while for other types of hotels the incidence of younger guests can be seen as a voice of negligible budget.

This is because different types of hotels have different customer segments which can be for example:

  • business;
  • pairs;
  • groups and groups;
  • families;
  • single.

For this reason we can imagine different ways of managing prices for children.

CASE 1 – The structure mainly for business and couples: “the child always pays like an adult”

The manager of the hotel whose main clientele does not have children, will probably choose a simple configuration, 2 age groups will be defined: one for newborns (generally 0-3 years) and one for children.

Children are not entitled to a discount and pay the same price as adults, while infants are always free.

This is a very simple strategy that does not encourage stays of families or groups with children.

CASE 2 – The mixed structure with a specific type of “family” room

In this second case, we consider a hotel that has available a type of room (or apartment) particularly suitable for families with children and thus chooses to apply a different price policy for children only for that type of room.

So the hotelier may want to choose different prices for children based on the type of accommodation: the “family” room will have a price list for children that varies according to the time of year or the number of children staying (incremental discount per growing up of the children of the reservation), while for the other types a different children policy is applied, sometimes even the same as that described in case 1.

CASE 3 – The structure mainly with “family” customers

The latter case is the most complex because the variables to be taken into consideration when creating a “children’s price list” are manifold.
First of all is the seasonality of the structure, in all likelihood a structure that has “family” customers has a well-defined season cycle, for this reason it is important to be able to make sure that prices follow the cycles of the seasons in the same way as adult prices vary in certain periods.

How to flexibly manage price selling strategies for children

The first step in configuring children’s prices is to define the different age groups of the children.

For example, a hotel can have 3 age groups:

  • Infants from 0 to 1 year;
  • Children from 2 to 6 years old;
  • Children from 7 to 13 years old.

Indicating accurately the different age groups allows you to segment the price even more scrupulously, so as to better define the sales strategy.

What are the strategies for defining children’s prices?

The ways in which prices for children can be defined are mainly 3:

1.A fixed price regardless of the prices set for the adult;
2.A percentage discount on the price that the adult would have paid;
3.A fixed discount always compared to the price per adult.

In some situations there may be a need for the child’s price to be calculated starting from a reference price (that of the adult), while in other cases it is not.
For this reason it is important that your hotel management software allows you to set prices both in an absolute (fixed) and in a relative (variable) manner.

Obviously the prices vary according to the rate for which you intend to book. For this reason it is essential to use a management system that allows you to set the price per child that is different based on the rates they are going to offer.

For example a child in Bed and Breakfast treatment can pay X € per night instead of X € + 30 € in the case of half board; therefore having a management system that allows you to set the derivation rule for the half-board price greatly simplifies the management of the structure without having to manually update the prices.

In addition to the flexibility with which a price per child is defined, these must be able to be applicable based on the time interval, in fact seasonal structures often decide to define different prices based on the period.

Let’s take a practical example

Management of child prices for a hotel on the Adriatic coast
Let’s analyze a hotel located on the Romagna Riviera, 60 rooms, the majority of which are family rooms with a capacity of 5 beds.

The hotel offers 3 different treatments:

  • bed and breakfast;
  • half board;
  • full board.

Being a hotel on the Romagna Riviera a few steps from the sea, it is a purely seasonal structure and during the summer it divides its price lists into 5 different BARS.

A hotel with these characteristics tends to need a management software that allows you to create different BARs and apply them more or less dynamically on the summer months with the possibility of changing them quickly and updating the online distribution portals (OTA) just as quickly. .

In addition to this our hotel will need to define prices per child that are very accurate, therefore:

  • will set 3 age groups (infants 0 – 2 | children 3 – 9 | children 10 – 14);
  • will apply a fixed price to each type of child based on the treatment (for example a child 3-9 years will pay a supplement of € 15 per night if in B&B rate, while a supplement of € 35 in the case of half board)
  • will define a discount for the second and third children in the same booking;
  • will ensure that children’s prices follow the trend of adult price BARs (therefore they may also vary day by day).

In order to set rates and child prices with such a high level of granularity and make sure that these prices are not only available on the management and OTA portals, but also on their booking engine, it is important that the hotelier is equipped with a PMS ( Adequate Property Management System).

Examples of price flexibility for children

Let’s show some examples of flexibility that a valid hotel management must offer when defining prices for children (obviously only some of the following settings match your sales strategy).

1) The management system must give the possibility of not defining prices per child, i.e. making sure that they pay the same price as the adult.

2) It must be possible to specify whether to consider the child as an occupant of the room or not (very useful functionality in the case of babies sleeping in the parents’ bed).

3) It must give the possibility to present the adult price until reaching the nominal room capacity: this is fundamental if you want 1 adult and 1 child in a double room to pay the price of 2 adults, while if in the same room room stay 2 adults and 1 child then the latter will pay the child price (precisely because the nominal room capacity of 2 has been reached).

4) It must offer the opportunity to apply different discounts based on the treatment offered in the various accommodations: for example being able to set a percentage discount for the half board treatment sold in my double room and a fixed discount for the overnight stay treatment sold in my room matrimonial.

5) You must put in a position to apply different discounts according to the age of the children in the booking. For example infants from 0 to 2 years 20% discount, children from 3 to 9 years 10% discount.

6) It must allow you to set different discounts according to the number of children present in the reservations. For example in a reservation of 2 adults and 1 child, the latter will have a 10% discount, while in a reservation of 2 adults and 2 children, it will be possible to apply a different discount for the second child, for example 20% .

Management of rates and prices for children with Slope

Slope allows you to define the setting of children’s prices in an absolutely flexible way, thanks to an intuitive interface that allows you to manage discounts, rates and conditions of sale even more simply.

What are you waiting for to request a trial demo of Slope, hotel management software?

Tourism 5: how to send ISTAT Tourism 5 reports

Segnalazione ISTAT Abruzzo, Basilicata, Emilia Romagna e Lombardia con Portale Turismo 5, Lombardia, Emilia Romagna, Abruzzo, Basilicata

The Turismo 5 portal is the web application made available for the regions of Abruzzo, Basilicata, Emilia Romagna and Lombardy in order to fulfill the obligation of telematic transmission of data on the presence of tourist flows.

The Turismo 5 portal therefore makes available to hoteliers in Abruzzo, Basilicata, Emilia Romagna and Lombardy, a free web platform for the electronic transmission of daily data relating to the movement of guests (tourist flows).

Access is via the Tourism 5 platform that the respective regions make available for accommodation and leases to transmit the daily data of their guests’ arrivals and departures.

How does reporting via Turismo 5 work?

The accommodation manager connects to the service accessible from the following link:

Lombardy: Link to the Lombardy reserved area

Emilia Romagna: Link to the Reserved Area of ​​Emilia Romagna

Abruzzo: Link to the Abruzzo reserved area

Basilicata: Link to the reserved area Sist Basilicata

Within the portal, data relating to tourist movements can be entered manually using the input masks offered by the program.

In the event that the hotelier is equipped with management software (such as the Slope management), then the program will offer the manager of the accommodation facility a service for generating a file containing an interpretable path that can be interpreted and inserted into the respective portal.

The hotelier’s task will be to import the aforementioned file without the need to manually transcribe the data.

Tourism 5: a tool for analyzing the tourist flows of Abruzzo, Basilicata, Emilia Romagna and Lombardy

From the Tourismo 5 system you have the possibility to consult the statistics of tourist flows, both of your own data and of those relating to the entire Umbria region, the functionality is accessible from the “Statistics of tourism” section of the portal.

How to request access credentials for your structure?

To request the access credentials for Turismo 5, please click on the following link and fill in the relevant forms.

Simplify the electronic transmission of data with Slope

The generation of the Tourism 5 file is only one of the many features present in the PMS of the Slope management system, such as the reporting of the coupon lodged to the State Police.

You can try the potential of Slope software for free for 30 days by filling out the demo request form.

Hotel pickup report: what it is and how to read it for correct hotel planning

Pickup Report Hotel Software Gestionale Slope come leggerlo e come funziona

The pickup report is one of the main data analysis tools that provide the hotelier with a clear and usable data set about the time advance with which reservations are recorded for a specific time period.

In other words, we can see the pickup report as a photograph of the situation of bookings received for a certain period on a specific day taken into consideration for analysis.

From a practical point of view, to generate the pickup report the user must go to specify two date ranges:

  • The pickup period;
  • The analysis period;

The pickup period is the time period during which reservations for the analysis period have been received.

The information presented by the report is therefore useful because it allows to relate any tariff changes that occurred during the pickup period with increases or decreases in reservations for the period under analysis.

What is the Hotel Pickup Report for? Let’s learn to read it

The pickup report is used to give the hotelier visibility about the timing with which certain accommodations have been sold for a certain period, thus answering two apparently trivial questions: “when?” And “why?” Certain reservations are made for a given period.

To understand this better, let’s put ourselves in the shoes of a hotelier and ask ourselves some sample questions:

1. How far in advance did the bookings for the mid-August period last year arrive? How is the booking trend of August 15th this year compared to the previous year?

2. I have introduced a non-refundable rate with an advance booking of at least 2 months. Did it affect the pickup of reservations for the summer?

3. On which days of the week do the most bookings arrive?

Case study – Analysis of the booking trend

It is the first week of May and the hotelier Mario Rossi wants to understand if the booking trend for the Ferragosto is in line with what is desired.
His goal is to have data that allow him to understand if the current season has recorded a number of reservations in line with the history of previous years or if this season is performing above or below average.

The hotelier will then open his hotel management software (in our case Slope), access the “Report” section and then generate the pickup report by setting:

  • date range under analysis: from 13 August 2019 to 15 August 2019
  • pickup date range: from January 1, 2019 to March 31, 2019

The report will show for each day of the pickup period a row marked with:

  • The number of new bookings registered on that day for the analysis period;
  • The number of cancellations recorded on that day for the analysis period;
  • The total number of bookings on that day for the analysis period;
  • the ADR;
  • production of the day.

So for each day of the reports we will have visibility on the status of the reservations and the production that had been obtained up to that day.

Pickup report and booking curve graph

Reading the report can be made easier by a well-known graphic designer in the hotel sector: the “booking curve”.

The booking curve graph is the representation on the Cartesian diagram of the data contained in the pickup report: on the ordinate axis (y) we have the number of reservations and on the abscissas (x) the pickup days.

The booking curve graph, therefore, will be characterized by a tendentially increasing line that will show the bookings recorded in the pickup time frame for a reference period.

In the example shown below you can find the booking curve graph produced by the Slope management software.

The analysis period is from August 1st to August 31st and the pickup period is a time span of 3 months during which the individual bookings recorded for a single day, cancellations recorded for a single day and the total number of bookings with the relative growing trend that characterize it.

Slope and the Pickup Report

The Slope management software provides the user with advanced reporting tools that allow you to view complex data in a simple and usable form.
These data allow the hotelier to know the tourist demand and better segment the distribution of its market.

The pickup report, together with other sales or financial reports, allow the hotelier to measure and make informed decisions based on real metrics and not on impressions.

If you want to know more about Slope, request a free demo

Electronic Hotel Invoicing: 3 tips to manage it better

Fatturazione Elettronica Hotel Agriturismo Bed And Breakfast consigli

Dear hotelier, the advent of the new electronic invoicing is getting closer!

From 1 January 2019, in fact, the new law will come into force which will make it mandatory for companies and professionals to adopt this new type of invoice, thus abandoning the old excel files or even the “pen and paper” method.

But what is an electronic invoice?

It is a digitally prepared invoice, electronically transmitted to the customer via SDI, or the Revenue Agency’s Exchange System. This SDI checks whether the invoice has been issued following all the necessary procedures and, if so, delivers it to the recipient customer.

The format in which electronic invoices are to be produced, transmitted, archived and stored is a digital format called XML.

Now that we have re-introduced the topic, let’s see what are the 3 tips to better manage the electronic invoicing in the hotel.

1- The paper will no longer have value

It is clear that the electronic invoices received from 1st January 2019, if printed and stored on paper, will have no legal value. It is important to underline how the electronic invoices transmitted and received through the ES must in fact be kept in digital format according to the provisions of DMEF 17/6/2014 and DPCM 3/12/2013.

2- Why use a hotel management PMS that integrates electronic invoicing

Filling out an electronic invoice may prove more difficult than expected, and managing your hotel with a simple excel sheet is no longer enough. Much less to think of delegating everything to your accountant:

Can you imagine having to call your accountant every time you need to issue an electronic invoice?

To generate an electronic invoice at the hotel, specific standards must be followed (XML format, digital signature ..) which can confuse the hotelier.
It therefore becomes essential to have a PMS that can comply with the legislation and is able to fulfill all requests and with which to manage the whole flow.

3- Management by PMS of the active and passive cycle of your hotel

As already mentioned, the best choice to manage electronic invoicing is to rely on an integrated solution that can manage the entire billing cycle (active and passive) and that is able to digitally keep the invoice, since it must be kept digitally for 10 years.

It should be underlined how creating, sending, receiving and storing are 4 fundamental steps for electronic invoicing.