How to setup Booking Manager to issue fiscal invoices

Booking Manager can issue Fiscal Invoices in accordance with the Croatian fiscal law.

This requires some adjustments to the settings of the Booking Manager and it should be done logged in as Administrator.

Importing the certificate

The first thing you need to do is to import the certificate obtained from FINA.

Go to Preferences > Company settings > Certificates (1.1) and press New (1.2).

Next, find the location (2.1) of the certificate, double click on it (2.2) 

Then you enter the name of the certificate (3.1) and press OK (3.2) 

and finally enter the password that you have created on the FINA web page while downloading the certificate (4.1) and press OK (4.2).

After it's all done,certificate name and password are stored (5) you can test connection with IRS (6) where IRS stands for Internal Revenue Service (in Croatia it is Porezna uprava).

If all data are entered correctly, message will appear (7)

Creating individual login data

Next step is to create individual login data.

This is important because every employee of the company that will fiscalize invoices needs to have their separate account and input his OIB to be able to fiscalize. However there is an exception to this law, students that are employed over a student contract do not fall under this law and have to fiscalize invoices with the OIB of the company so that the company OIB needs to be added in their accounts and not their personal OIB. This is because students that have a student contract are considered external employees and as such do not have the obligation to send their OIB when fiscalizing invoices. 

To create the account you need  create a group , enter the Address book and select Staff under Groups in Filter (1.).

Press New (2.) to enter the staff member. When entering data the most important information is the E-mail (3.)  because it will serve as a username for the system.

Now click on Misc (4.) and enter the Password (5.) and your personal OIB (6.). Press Apply (7.) and repeat as many times as you have Booking Manager operators. Press Close (8.) when you are done.

Note: After you add the fiscal certificate you need to Syncronize the Documents, once the document synchronization finishes on the PC where you added the certificate all other PC also need to syncronize documents to get the certificate and to be able to fiscalize.

Setting up Offices

Now you can set up the office for each of your bases. Go to Preferences > Company settings > Offices (1.). Press New (2.) and enter the office details (3.). The office details must contain all the data, Name, Address, street number (street and street number are entered in two separate fields), Zipcode, City, Country, VAT code (OIB), Working hours and Certificate (that is entered in the first step).

Next, you can set up the individual Header address and details (4.) for documents created by the Office if required. That info will be used if the office is selected on the reservation itself.

Press Apply (5.)  Repeat as many times as is needed and press Close (6.) when done.

To register the office with FINA, you need to fill out a document that is provided at any FINA office.

Note: if you ever change any info about the office you will have to register the new information in the nearest FINA office.

Setting the office in Booking Manager

To set up the office that will be applied to the reservation go to Preferences > General options > Visual (1.). Select the Default office (2.) that you want to use in the program and press Apply (3.) and Close (4.).

Note: the General settings are not synchronized so each operator has to set them individually, each application can belong only to one office. You can change offices, but that will also change the numbering sequence for that operator.

Setting the Reservation settings

Next you need to modify the Reservation settings and in first step you will need to modify settings for Invoice so go to Preferences > Reservation settings > Invoice (1.) and change the Invoice number format (2.) to x/O/D and Sequence of the invoice number defined with (3.). The sequence can be selected either as AO (same sequence for the entire office) or AOD as pictured (a sequence for a device). The sequence can also be set up as x/O/A which will pull the A information from the payment method, in this way each payment method can have a separate sequence.

Press Apply (4.) and if selected properly the Device ID (5.) will appear next to the Invoice number format.

X-stands for invoice number, O-stands for office name, D-is the Booking Manager ID, A-is the codesign from the payment method

Next go to Preferences > Reservation settings > Payments (1.), place checks on Display single numbering for payments and invoices (2.) and Different numbering of the advance and storno payments (3.) and press Apply (4.). 

Note: Before creating one single sequence for payments and Invoices, please check this with your accountant, and make sure that this is the way you work.

You can also set which payment methods will be used as a default when creating extra invoices. This can be done by going to payment methods (1.) and then choose the default payment method for choosing works on the boat (2.) or the default payment method for extra invoices (3.)

Setting the payment method

Next you need to set the payment method, so go to Setup > Payment Method Editor.
Select a payment method (1.) and set the Method of payment that is to be used on it (2.), you can select Cash, Credit card, Check, Transaction account or other.
Set the Fiscalization certificate (3.) if it's cash, credit card, other or checks or select not subject of fiscalization if it's a transaction.
Press Apply (4.) when done

Note: "Other" payment method should be used when you have combined invoices, when the client paid one part of the reservation with a transaction payment, and he is paying the rest with a credit card or cash. 

Here you can also choose the code sign that will be the last number in the invoice sequence if you use X/O/A invoice format.

Once you set everything up, synchronize the system both with CBM and Documents and then the operator has to login using his/hers individual login