Japanese Qualified Invoice System

Setup RoomBoss to issue Qualified Invoice System compliant receipts.

Please note that, while we have consulted with the Japanese Tax Office and tax accounting services, this does not constitute tax advice.

It is your responsibility to seek independent advice to ensure your requirements are met and that issuing invoices in this way is appropriate for your specific circumstances.

Incorrectly or inappropriately issuing qualified invoices could have financial consequences.

It is possible to setup RoomBoss to issue receipts that meet the specifications of the Qualified Invoice System.

Once setup you will be able to issue these receipts from within RoomBoss after a booking is fully paid. They will show:

• Per Item Tax Breakdown

• Tax Summary

• Qualified Invoice Issuer Registration Number

Example Receipt Format

It is our understanding that receipts issued in this way will qualify under the system and this would be appropriate for cases where:

• The qualified invoice issuer will be the counterparty themselves; for example where the issuer is operating a ski school or other service or a lodge or hotel that is owned by a single entity.

• The qualified invoice issuer will be acting as a proxy for the counterparty; for example where the issuer is a manager of property owned by a 3rd party (the counterparty).

Setup

For receipts to be qualified they must have the issuer's qualified issuer tax ID and the tax rate(s) must be present at the product level.

Enabling and Registering ID(s)

This is managed via Product Setup: Japan Qualified Tax Invoice Settings

For a company that is not registered as a qualified invoice issuer:

• Issuing qualified receipts is not possible and these settings should remain turned off.

For a company that will issue invoices for all vendors using the same ID:

• Enable at company level

• Set ID

Company Level Settings

The ID set will be used on all qualified receipts in the account.

Note: this is the only option for non accommodation accounts.

For a company that will issue invoices with an ID that varies at the vendor level:

• Turn on company level

• Turn on vendor level

• Set IDs for some or all vendors

Vendor Level Settings

If an ID is present for the vendor of the lead booking (the accommodation in an accommodation plus guest service package) of a package it will show on qualified receipts for a package.

Enabling / disabling invoice issuance at the individual property level:

For accommodation providers, as for a company that is acting as proxy it is the tax status of the owner of the individual unit that will determine if a qualified receipt can be issued, it is necessary to also set at the unit level which units can have qualified receipts:

• Set which individual units can issue qualified receipts

Unit Level Settings

Setting Tax Rates

Tax rates are managed by creating price component profiles for each tax rate and mapping these to products.

See here for more on setting up and mapping price component profiles.

A qualified receipt will be possible if at least 1 product in a package has a tax rate, however only products with a rate set will have a tax amount stated and included in the summary.

Notes

In a multi-unit property, if some owners are qualified and some not, then it's only possible to know if a Qualified Invoice can be issued after a booking has been allocated to an individual unit and the guest has stayed.

If a booking contains both units where issuing an invoice is enabled and units where it is not a qualified invoice cannot be issued. To issue qualified invoices for this case bookings must be split into multiple packages.

For property managers, note that our approach will be to make use of your Registration Number, seeing you act as proxy for owners who are Qualified Invoice Issuers.We deemed this the only practical approach given that:

• A single invoice may span multiple items, both accommodation and other services for which you are the merchant of record.

• Not all of the amount invoiced to the guest is necessarily paid to the owner, breakfast, gs fees, taxes etc can be deducted

Agent Commissionability, Non Consumption Tax Amounts and Tax Calculations

RoomBoss will allow you to setup so that the amount of the commission earned by the agent is calculated to include or exclude:

• Non sales taxable amongst such as onsen or local bed taxes

• Sales taxable amounts like breakfast or service charges

• Sales tax

These settings will affect the net amount payable by the agent.

The advice of our accountant is that, regardless of these settings, the sales tax should be calculated on the net amount minus the total value of the non consumption taxable elements of the booking.