In this article you will learn all about how to bill your promotions on Slevomat. We will show you how to correctly proceed with the accounting from the conclusion of the contract with us to the end of the voucher validity from your promotion. We will also explain the problem of issuing invoices for customers who may require one, whilst also looking at the possibility of us issuing invoices for you. Lastly, we will describe the specifics of accounting for promotions in the Goods category.
We also recommend taking a look at the frequently asked questions about billing.
How to bill your promotions
When (from the accounting point of view) do I accept the money for the vouchers?
You accept the money at the moment the order is paid. The money is stored in our bank account. The rent of our business platform includes the rent of our bank account; however, the funds are yours right from the beginning. Shared web interface offers overviews of such payments for the purposes of issuing tax invoices for your customers. To download, just click on the Billing section and then on Overview of promotion payments. There you can choose the right Promotion and download Paid orders or Summary for VAT.
At first glance, the Paid Orders file may appear to be quite large. That´s why we have prepared a sample file with detailed description of each column. You can download this file HERE.
When is a voucher included in the billing?
The total receipts (reduced by the commission and the value of unredeemed vouchers) are disbursed gradually based on the voucher redemption date. Redeemed vouchers are included in the billing three times a month: on the 1st, 10th and 20th day in the month. With services and travel, the billing is performed on the basis of voucher redemption in the interface. With offers for specific dates (e.g. accommodation or cultural events), the vouchers are redeemed automatically on the day of the term.
What billing documents does Slevomat provide?
All supporting documents are available in your interface in the Billing section. The basic document is the Billing file in PDF format (see the picture bellow).
- In the same document you can also find a breakdown of the billing by individual actions. You can check the number of redeemed vouchers and the sum of commission.
- Another file that you receive with each billing is our commission invoice, which is always offset against used vouchers (or unused vouchers after the end of the validity of the vouchers from the event).
- The last file is an overview of billed vouchers.
When does my money arrive then?
The funds for the redeemed vouchers and goods are transferred from our account three times a month, on the 2nd, 11th and 21st day in the month. If the date falls on a non-business day, the money is sent on the closest following business day.
An overview of all sent payments for a given promotion can be obtained in the Billing section – Overview of promotion payments, or in the details of the promotion.
How about unredeemed vouchers?
100% of the value of unredeemed vouchers goes to Slevomat (therefore the amount for them must appear on our final commission invoice). So the unredeemed voucher is your earnings first (you will receive the funds in our account) and if the customer does not appear, it will appear on the invoice and it is a cost for you. The amounts are offset against each other. You have paid VAT from such a voucher at the beginning, if you are a payer, however, this amount is a cost for you again, so VAT is returned to you with our invoice. Unredeemed vouchers are marked on the invoice and contract as "Provider´s Special Fee".
How to submit control reports?
Slevomat.cz is not the buyer for individual orders. Please only mention Slevomat.cz in the control report in connection with our issued commission invoices to your company. For commission invoices, please quote the invoice number.
What is the Taxable Supply Date for invoices issued to the customers?
Always the date when the payment was accepted in the account. That is, when the customer paid to the Slevomat account. You find out the date in the Overview of Promotion Payments in your Interface.
Issuing Tax Invoices for Customers
Are tax invoices issued by Slevomat or me as a company?
Slevomat.cz is merely a provider, i.e. we cannot issue tax invoices for end customers. You solely rent the space for presentation etc. from us. Any purchases are made by the customers from you. You, as the service provider with whom the customer enters into a sale agreement, must issue such documents.
The subject of our cooperation is the rent of a business platform (which also includes the rent of our bank account where you receive funds from the customers); therefore, issuing any invoices in our name is also not possible and such invoices will not be accepted by us.
In your Partner Interface you will find the summaries of all the processed orders and payments from the customers. You will need that to issue invoices for customers. These summaries can be found in the folder Billing -> Overview of promotion payments. By clicking on the blue button Paid Orders, you will download the summary with the details of all paid orders. Similarly, you can download the Summary for VAT, which contains sales data for each month. You can also export reports for all events at once.
The key identification is the order number, which is universal and you will find it in the Summary of the paid orders as soon as customer pays, and then later when the voucher is redeemed, you will see it in the Overview of billed vouchers.
Regarding the invoice itself, most of our partners issue the invoice with "Total in CZK" (or other currency) where needs to be the whole amount the customer has paid (not just the amount sent to your account in the Billing) and underneath there is an extra row saying "To be paid 0,00 CZK" with a note that it was paid via Slevomat or paid via vouchers.
We recommend to add the order number to the invoice for clarity.
How about the commission?
You have to issue a tax invoice for the full amount paid by the customer. Within the framework contract between us and you, we send you revenue receipts – i.e. the voucher price minus our commission. We issue a commission invoice for the commission. There is no need to worry, this is not going to cause problems in your books.
What is pro-forma invoice?
A pro-forma invoice is not a tax document; it is just an advance invoice that is not included in the books. A pro forma invoice usually has all the necessary elements of a common tax invoice. However, the data is informative and is only used as support material for the payment. Most often, customers need a pro-forma invoice for their employers, for instance, if they are buying holiday trips via FKSP. As the customer enters into a sale agreement with you, it is necessary for you to issue an invoice with your company ID and other elements. However, as the customer is ordering on Slevomat.cz, you state our payment details. Therefore, state 238400856/0300 (ČSOB) for the account number, you will get the variable symbol from the customer who gets it from the order. If your accounting system does not support the creation of pro-forma invoices, you can download the template, which is then just filled in (xls format for Microsoft Excel).
We can issue tax receipts for you
(only for companies with Czech registration number)
Slevomat can issue invoices (including advance invoices for FKSP orders) on your behalf. However, we need to sign a power of attorney (POA) to issue documents. We can then issue documents directly to customers on your behalf.
Why allow us to issue documents?
- We will save you time and the documents will be available for you to download at any time for import into your accounting system
- we will help you to keep your tax receipts for the services you offer in order and organized within the comfort of our business platform
- the documents will be available for download in the customer's Slevomat profile immediately after their payment, thus saving you the often lengthy communication with the customer
What needs to be done?
It is necessary that you charge receipts and advance invoices issued by Slevomat at the time of sale.
If you are already doing so, everything is perfectly fine and we can sign a power of attorney for issuing tax documents.
If you charge at a different stage – for example, when the money from Slevomat arrives in your account, it is essential that you start charging at the time of sale (when the customer purchases the voucher) after signing the power of attorney. Tax documents will have a date of taxable supply determined by the date of payment of the order, which is determined by the VAT Act (Section 15a – Supply of goods or services in the case of a single-purpose voucher). Similarly, the date of issue will normally be at the time of payment by the customer.
Then you have to sign the POA. More information about that, can be found HERE.
You can choose from the following versions of the POA
For holiday promotions (Travel category):
- Advance invoices and invoices, for FKSP purchases only.
- we will issue both an advance invoice and a invocies after payment for the order
- Documents for non-FKSP orders
- For purchases done by a company, orders over 10 000 CZK, or if the customer requests an invoice
- Advance invoices and documents for orders outside and within the FKSP
- If you offer local services outside of accommodation on Slevomat under one profile, the receipts for orders outside of FKSP will also be generated for orders from local services promotions
For local service promotions:
- Documents for non-FKSP orders
- for purchases for the company, orders over 10 000 CZK, or if the customer requests an invoice
For receipts, we will generate a new number series for you, which you simply add to your accounting by setting a new number series.
The generated documents can be found easily in the Billing tab. Here you will see a list of them, you can download individual documents or export them in bulk in CSV format.
Three times a month, we will generate an invoice for you, which will be a clear summary of the vouchers redeemed, the sales for them and the documents issued.
Video manual
A short and simple manual about billing the FKSP purchases (only in Czech).
Goods
The billing for this category works similarly to the others. However, there are a few differences that we would like to point out.
- In order to be included in the billing, the order must be switched to the Accepted and the confirmed by the customer state. Therefore, it is very important to change the state of each order to Delivered to customer. It is not enough to set the orders to "Sent" or "Ready for collection".
- Orders are included in the regular billing 19 days after being marked as received by the customer. The 19-day period includes 14 days for the customer to withdraw from the contract and return the goods and a 5 day reserve.
- In the "Purchase orders of goods" section, by clicking on the "More filters" button, you will find the filter "Month and day of the billing". This filter allows you to see in which bill have your orders been or will be included.
- Invoices are issued directly by you for the entire value of the order, including commission and postage. Thus, you indicate the price paid by the customer.
If you do not found the answer to your question here or have any other comments, please do not hesitate to contact us by e‑mail partneri@slevomat.cz or by phone +420 776 673 831.