Guestline EPoS: 12.5% VAT Rate Change UK - 1st October 2021
(Scroll to the bottom for a 'How To' video)
Areas of Guestline EPOS that will require changes to handle the temporary VAT Rate.
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Assign the Tax Rules (on Friday, October 1st)
Creating a Tax Rule
Introduction
To create the new tax rule you must enter a section of the Guestline EPoS Back Office system you may not have entered before. Usually, you would not have access to this area of the system as there are settings that, if changed, can cause your EPoS system to stop operating normally. If you follow the instructions below then you will not have a problem.
You can carry out these steps before October 1st if you wish.
Step One
Login to Guestline EPoS Back Office
Step Two
Click the button labelled “Setup”. You will be asked to enter a password, this password changes daily. It is 1456dd2698; the part which is dd means today's date. For example, today is the 8th of August so the password will be 1456082698.
Once you have entered the password then press Enter.
Step Three
Navigate to Charge Code Setup then click the button reading Tax Rules.
Step Four
In the text box labelled “Tax Rule” in the top right of the window type in the name of the new tax rule. You can call the new 12.5% tax rate what you prefer. For this purpose, I am calling it UK VAT 12.5%. Once entered click “Add Tax Rule”
Step Five
In the text box labelled “Tax” (bottom left) add a description of this tax level. I am going to use VAT @ 12.5%. In the box labelled “Tax Rate” enter the number 12.5 and click the “Add Tax” button
Step Six
In the Tax Rules drop-down box (top) select the new Tax Rule you have created. In the Taxes grid select the new Tax you have created in step five and click the button “Attach Tax”.
You have now created the Tax Rule you need in the EPoS system.
Assigning a Tax Rule
Introduction
Each PLU item has a tax rule assigned to it. You can see these by going into the Back Office and PLU Items. By following the steps below, you will be able to change the specific PLU Items you need to.
IMPORTANT – If your EPoS system is linked to a Rezlynx PMS for Room Transfer or Batch Post (Z-Read) then you should not have a mixture of PLU Item tax rules under a single charge code.
For example, if you have a charge code called BAR ITEMS this should not include both drink and food items. This could adversely affect the reporting of VAT in the Rezlynx PMS system as the VAT level of food has been reduced but not the drink. Another example would be having non-alcoholic drinks and alcoholic drinks mapped to the same PMS Analysis code.
These changes should only be made on the day of VAT change before trading has begun.
Tax Rule assignment to Charge Codes
You should have already created the new Tax Rule.
Step One
Login to Guestline EPoS Back Office
Step Two
Click the button labelled “Setup”. You will be asked to enter a password, this password changes daily. It is 1456dd2698; the part which is dd means today's date. For example, today is the 8th of July so the password will be 1456082698.
Once you have entered the password then press Enter.
Step Three
Navigate to Charge Code Setup
Step Four
You will see a column called Tax Rule and a setting for each Charge Code in the list. This is used when you use the charge code for a miscellaneous item (Open Food/Drink) in EPoS. If the Charge Code should be using the new VAT rate, you can change it using the drop-down box on the grid.
Step Five
Once you have altered all the Charge Codes you need to click “Save” then “Close”
Tax Rule Assignment to PLU Items
You will need to follow the steps below for each PLU item you need to change the tax rule for.
Step One
Login to EPOS Back Office
Step Two
Navigate PLU Setup > PLU Items
Step Three
Choose the charge code with the PLU items under it you need to alter the tax rule of.
Step Four
For the PLU item you need to change; highlight the PLU item and click Edit, or double click on the item.
Step Five
On the PLU edit screen choose the alternative tax rule from the drop-down box and click “Save” then “Close”.
Repeat steps three, four and five until you have altered all the PLU items you need to.
Checking your PMS mappings
Introduction
If you would like to check what Rezlynx Analysis Codes your POS Charge Codes are mapped to, you will need to follow the steps below.
It is important that the Tax Rules are also changed in the PMS on the same day as the EPoS system.
You may also want to make sure that the POS charge codes have the same tax rule as the one being used in Rezlynx PMS. For example, if you have a Rezlynx Analysis Code called BAR this should no longer have both Food and Drink POS items mapped to it.
IMPORTANT – Changing settings in the mapping area of Guestline EPoS could have adverse effects on Rezlynx shift allowances if they are used. If you are unsure, please consult the management users of your Rezlynx PMS system.
Step One
Login to Guestline EPoS Back Office
Step Two
Click the button labelled “Setup”. You will be asked to enter a password, this password changes daily. It is 1456dd2698; the part which is dd means today's date. For example, today is the 8th of July so the password will be 1456082698.
Once you have entered the password then press Enter.
Step Three
Navigate to Revenue Centres
Step Four
Select a Revenue Centre and then your Hotel from the drop downs (top right)
Step Five
Check over the POS Codes and the selected Rezlynx Analysis Codes
Step Six
Repeat for each Revenue Centre and Hotel combination you may have.
Step Seven
If you do make changes you can use the drop-down boxes on the grids to show the available codes from the Rezlynx PMS system. Once you have made all of your changes click “Save” and then “Exit”
If you do create new codes in the Rezlynx PMS system, then you will need to close and reopen the Revenue Centre screen to capture the changes from Rezlynx.
The video tutorial below was created for the 5% change. The instructions are still valid, you will need to substitute the 5% value for 12.5% -