Guestline EPoS: 20% VAT Rate Change UK - 1st April 2022
(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, April 1st)
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PLU items affected (Bulk Update)
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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
In this version of Guestline EPoS, there is no need for you to apply these changes as we are going to do this for you on the morning of the 1st of April.
Tax Rule Assignment to PLU Items (Bulk PLU Updating)
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
Click the button "Bulk PLU Update" and in the windows that open change the drop-down box in the top left to "Tax Rule".
Step Five
In the drop-down box labelled Tax Rule, change this to the new tax rule we need to apply (UK VAT) and click the "Apply to All" button.
You will see the Tax Rule update against all PLUs.
Step Six
Click “Save” then “Close”.
Repeat steps three, four and five until you have altered all the PLU items you need to.
Tax Rule Assignment to PLU Items - ALTERNATIVE METHOD (Applying the rule to ALL PLUs)
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 > Tax Rules
Step Three
In the drop-down box at the top, labelled "Tax Rules", choose the Tax Rule "UK VAT" or whatever your 20% rule is.
Step Four
Click the button "Set ALL PLUs to this Tax Rule" and confirm you are sure.
Step Five
Exit this screen.
You have now set all of your PLUs to this new tax rate.
Important Reminder - If you are using an interface that requires the PLUs to be sent to it (BlueRunner or Deliverect) do not forget to go to the PLU Setup screen and click the "Export PLU" button.
N.B - Once you have updated all of these settings you need to restart the EPoS software on all of your EPoS Terminals.
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.
Please click below for a full video tutorial -