With VTS Activate, configure your tax settings, fitting your property's needs. To manage your Tax, Currency, and Invoice settings, navigate to Billing & Payments > Billing and payment settings.
Tax Settings
Set your Tax display name and Default tax rate. You can even decide to utilize Tax-inclusive or exclusive pricing, determining whether or not invoice line item prices include tax.
VTS Activate also offers EU Payment compliance options. Toggle on Business Number to customers, and enter your Business / Tax number information if this applies to you. You can also toggle on Show Tax Number to Customers, and enter this information here as well. Lastly, you can toggle to enable, and then set the admin fee tax rate.
Currency
Select the billable currency for all charges and invoices. Note that Stripe enforces a minimum payment amount for all charges to make sure the Stripe fee doesn’t exceed your charge. Users can process payments in the following international currencies (that also accept Amex payments.)
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Billing Report
This feature allows property managers to apply either an additional markup or an additional flat or percentage-based administrative fee to individual service and material requests within the product catalog. Admins must first enable and set default preferences in Billing & Payments → Billing & Payments Settings via the "Report Admin Fee separately" toggle. Fees are then defined on individual items in Billing & Payments → Products & Services, and are automatically applied when creating Service Requests.
Before enabling, create a charge code for Admin fees in the Products & Services → Charge Codes section. Then, to enable separate line items, toggle Report markup separately or Report admin fees separately, and select the charge code you created earlier. You can also set the admin fee tax rate to be separate from other fees in the Tax section.
Invoice Settings
Under Invoice settings, you can disable invoicing if you aren't billing natively in Activate. If utilizing Activate for billing, configure the Invoice display name and the Due Date for invoices once issued. The Due Date allows you to set how many days a customer has to pay an invoice once issued. Customers will receive an "Overdue invoice" email one hour approximately one hour after the due date passes.
Automatic Refund Settings
To enable refunds through Activate, navigate to the Billing and Payments settings, then down to Automatic refund. There are two toggles, which can be enabled/disabled separately.
- System Errors: This allows for refunds in case of purchasing failure due to system issues, such as internet shortages where the item or service was not completed but the payment went through regardless.
- Cancellations: This enables customers to receive a refund upon the cancellation of their purchase, such as for a reservation or booking, amenity, or subscription.
Note that the canceling feature must be enabled on the content for the automatic refund option to appear after checkout.
If the Automatic Refund feature is not enabled for cancellations, a User will see an error message when attempting to cancel.
However, if the feature is enabled, the user will see a window requesting confirmation of the purchase cancellation.
As an Admin, you can also refund transactions on behalf of a member. Navigate to the transaction in the Transaction Log, and select Refund. Click Refund customer again to confirm. Note that refunds can take up to 10 business days to appear on the customer's statement.
| Note: In order to refund transactions, the Refund Transactions permission must be enabled for the user in the User Management section. |