PMS System with Accurate Tax Invoice Reporting

PMS (Property Management System) is not only a tool for managing bookings and rooms but also serves as a foundational accounting system for hotels and accommodations to operate legally. Especially in the area of tax invoice issuance, it is a vital component for integrating with the Revenue Department of Thailand with completeness, transparency, and security.

Key Features of Tax Invoice in PMS

• Sequential invoice numbering: No duplicate or missing numbers, ensuring accurate reports to the Revenue Department.
• Instantly printable invoices: Formats accepted by authorities such as PDF or standard forms.
• Locked and timestamped records: Every issued invoice includes a timestamp and reference number to ensure data integrity.
• Advanced search capability: Find invoices by guest name, company name, invoice number, or booking number.
• Supports void and reissue for incorrect invoices: Staff or admin can cancel and reissue with audit logs for traceability.
• Automatic document storage: All issued invoices are stored as PDF either in Cloud or local directories.
• Tax summary reporting: Monthly and yearly totals, VAT summaries, and invoice counts are clearly displayed.
• Invoice categorization: Supports full tax invoice, simplified invoice, and credit note formats.

Tax Report Structure within PMS

Each issued tax invoice stores the following data:

1. Invoice number
2. Invoice date
3. Customer or payer name
4. Company name (if applicable)
5. Tax identification number
6. Billing address
7. Service/Product value
8. VAT (Value Added Tax)
9. Total amount including VAT
10. Remarks or conditions (if any)

Integration with the Revenue Department

The system can export reports in formats accepted by the Revenue Department such as Excel, XML, or CSV. These files follow the monthly tax filing structure and can be submitted via e-Filing immediately.

Error Handling: Cancel and Reissue

Staff can cancel any invoice issued in error and reissue a correct one. The system logs every action in the audit log to prevent document forgery or unauthorized changes.

Search and Historical Reporting

Staff can easily retrieve invoices by searching various fields such as:

• Guest name
• Company name
• Invoice number
• Date range
• Payment status

Conclusion

A PMS system with a reliable, complete, and Revenue Department-compliant tax invoicing module helps hotels manage finances professionally and reduces the risk of legal or tax issues for both the business and its customers.