How to show the tax included in your prices

A tax rate is a tax your prices include, such as VAT or GST. It has a Name, a Kind and, for a taxed rate, a Percentage. TourTask uses it to work out how much of a price is tax: a price of 100,000 at 19% holds 15,966 of tax. It never adds tax to a price.

• Taxed: a percentage included in your prices, which can change from a date.
• Exempt: a sale of your own without tax.
• Margin scheme: packages taxed on their margin, on which no VAT is shown. It is offered to businesses registered in the EU.
• Collected for others: money you pass on to someone else, outside your sales, such as an entrance fee you collect for a park. Only a custom item or a third-party fee can use it.

1. 1

   Click Add tax rate

   It is under Tax rates. For your first rate, when TourTask has a suggestion for the country you work in, the window opens filled in with it, with its source and the day it was checked. Click another suggestion to use that one instead.

2. 2

   Check its name, kind and percentage

   Name is what the rate is called, such as VAT. Choose its Kind. For a taxed rate, type its Percentage, with up to 4 decimals.

3. 3

   Add what else it needs under More options

   Change from a date adds a new percentage from a date, as when the law changes it. Parts is for several taxes added together, never taxed on each other, such as GST and PST: you type each part, and the percentage is their sum. Note on documents keeps a note with the rate, such as the law that exempts a sale.

4. 4

   Click Save

   Your first rate of a kind other than Collected for others becomes your default rate, marked Default: every item without a rate of its own uses it. If you have upcoming bookings, TourTask then asks whether they should take your rates now: Apply gives them your rates, and Not now leaves them under To check.

Once you have two rates other than Collected for others, this list on the page shows every tour variant, grouped by its tour's category, every add-on, every stay you sell and, if you rent things out, every rental. Each one uses your default rate, Default (VAT 19%), until you choose another rate for it and click Save. A rental has one rate for all it rents. Bookings already sold keep the tax they were sold with.

Some sales take another rate for one kind of customer, such as a hotel night exempt for a foreign tourist who pays in foreign currency. A rule does that for you: for the items you choose, when a booking's customer is National or Foreign visitor, their lines take the rule's rate instead of their own. Add a rule only on your accountant's word: its words are yours, and TourTask never decides an exemption.

• This section of the page shows once you have two rates other than Collected for others. Click Add rule and give the rule a Name, the Customer it is for, the Tax rate its items take and its Items: tours, rentals, add-ons and stays. Under Currency, Not paid in CLP limits it to bookings in another currency than CLP. Where TourTask has a suggestion for your country, it fills in the rule's words, for you to check and edit.
• Each booking says who its customer is for tax, from its price list: a National list of your country gives National, an International list gives Foreign visitor, and your default price list, whatever its kind, any other list, an OTA booking or an imported one gives Not known. Once you have a rule, the booking shows its Customer, beside its Price list when you have more than one list, for your staff to change: on a foreign visitor's booking on your default price list, choose Foreign visitor there. Moving the booking to another list sets it again, unless your staff chose it.
• When a booking's customer changes, or its currency where a rule says Not paid in CLP, its lines take their rate again, from a rule, their item or your default rate, except a line on a rate picked by staff. A line on a rule says On the rule Hotel night for a foreign tourist. Lines already sold keep their rate when you edit or archive a rule.
• A rule can require a passenger detail you ask for under Configuration → Passenger details, such as the passport number. To check then lists under Missing passenger detail for a rule the upcoming bookings on the rule where a passenger lacks it: the sale itself is never stopped.
• To check also lists the Lines on a customer rule, for information, and under Tax changed after payment the upcoming bookings with a payment split by a rate none of their lines uses any more, after their customer or a picked rate changed. The payment keeps its split: ask your accountant whether a credit note is needed.
• Archive rule, in a rule's ⋮ menu, stops it giving its rate to new lines. A rate a live rule uses can't be archived: archive the rule first.

Sometimes one sale takes another rate than its item's, for example a hotel night for a guest from abroad, when your accountant says so. Choose that rate on the booking line itself: the item keeps its rate for every other booking. The choice shows once you have two rates other than Collected for others.

• On a tour, a stay or a rental line, open its ⋮ menu and choose Tax rate for this line. Pick the rate for the line, and for each add-on taken, click Done and save the booking. Leave the empty choice, such as VAT 19% (item), for the item's own rate, or your default rate when the item has none.
• A custom item has its Tax rate for this item under its price, once you have two rates or a rate of the kind Collected for others. Only a custom item, or a third-party fee collected for its payee, can take a rate of that kind: its amount then shows apart from your sales.
• A line on a picked rate says Rate picked by staff: Exempt, and To check lists it under Lines on a picked rate, for information.

• Click a rate's name to edit it. Renaming a rate changes no booking already sold. Its Kind can't change once a booking uses it.
• When the law changes a percentage, open the rate and add the new one with Change from a date: bookings for dates from that day take it. After Save, TourTask counts the rate's upcoming lines dated from then and asks whether to move them to the new percentage: Move or Not now.
• To fix a mistyped percentage, choose Correct percentage in the rate's ⋮ menu, type the right one and click Continue: TourTask says how many bookings will show the corrected percentage before you confirm. A booking a document already uses keeps the old one.
• Make default, in the same menu, makes a rate your default.
• Archive rate stops offering a rate; lines already sold keep it. A rate items use can't be archived, nor your default rate while you have another one: make another rate the default first.

Once you have a rate, To check lists the upcoming lines saved without tax: those sold before you added your rates, and those whose tax TourTask could not work out. Each row links to its booking. Tax never stops a sale, on any channel: such a line is saved without tax and listed here.

Apply to upcoming bookings gives them your rates, after a confirmation that says how many bookings it concerns. It changes no price, total or payment. A line whose saved price differs from what your prices give today stays here, for you to check. Each confirmation also reminds you that OTA prices include tax: after a change of percentage, check your prices on each OTA.

Lines on a picked rate lists the upcoming lines on which your staff picked another rate than the item's. There is nothing to fix unless a pick is wrong.

Payments without a tax split lists the payments on upcoming bookings whose tax could not be split by your rates: one in another currency than its booking, or one recorded before TourTask split payments by tax rate, or before its booking's lines had tax. The By payment date view of the Tax summary leaves their tax out. And if your tax identity says your business is exempt while a booking has taxed lines, To check says so: ask your accountant which is right.

• Under a booking's Price summary, below the total, a muted row for each rate says how much tax the total includes: Includes VAT 19% with 15,966 beside it, on a total of 100,000. Sales on an exempt or margin-scheme rate show their amount on Exempt or Margin scheme, with no tax.
• Sales on a rate of the kind Collected for others show their amount on Collected for others, apart from your sales, with no tax.
• A line without tax says Tax not recorded in the cart, with the reason, and the summary counts such lines.
• On a booking an OTA sent, Tax on the OTA price splits the price the OTA sold it at by your rates, or says why it can't, for example when the booking changed after the OTA sale.
• When another business resells one of your tours, the booking the sale creates in your account says Tax settled between the businesses: your rates don't apply to it, and To check never lists it.
• Copy to clipboard copies only the rows your customers may see: each Includes VAT 19% row with its amount, once every line's tax is recorded.
• A payment or refund whose tax was split has a receipt, a PDF with its tax by rate: Download receipt in the payment's ⋮ menu on the booking, and on Bookings → Payments.
• The bookings export, on Bookings → View, adds the columns Taxed (net), Tax, Exempt, Margin scheme, Collected and Currency, each booking in its own currency, and a second sheet, Tax by rate, with the totals per currency and rate, OTA bookings apart. They are for information: your documents are the legal record.

Once you have a rate, your customers see the tax their price includes, one row per rate, but only when the tax of every line of their booking is recorded:

• At checkout, under the total: Includes VAT 19%: 15,966.
• On their booking page, the same rows under the total, and a Payment receipt for each payment and a Refund receipt for each refund, which they download as a PDF.
• In the e-mail of each payment, under the payment, with a link to their booking page, where its receipt is.
• In the TourTask Sales app, under the totals: each business's own rows, never one row for several businesses.
• Sales on an Exempt, Margin scheme or Collected for others rate show no row: a rate's note is printed on documents only.
• Search engines read that your prices include tax, and OTAs connected through OCTO receive the tax each price includes. The prices TourTask sends to OTAs stay as they are.