Front Office Credit and Debit Notes (PMS) - DTE Chile

Front Office Credit and Debit Notes (PMS) - DTE Chile

Info
This documentation is exclusively for companies that operate with Chilean Legislation and Electronic Invoicing.
Through this application you can perform different actions on the Electronic Tax Documents (DTE) already issued in the Front Office module, for this, you must go to: Front Office → Reception Cashier → Reprint of Invoice 
The actions that can be performed are:
  1. Search Accounts and/or Documents (DTE)
  2. Register of DTE's
  3. Reprint of DTE's
  4. Assign or Annul of Credit/Debit Notes.
Any of the actions you wish to perform, must be for the same day or previous days, giving the option of being the same RUT or invoicing to a new RUT.

Search Accounts and/or Documents

To perform a search for an account or DTE document, you must follow the steps below:
Go to: Front Office → Reception Cashier → Reprint of Invoice. You will see the following screen:



Enter the information in the following fields:
Field
Description
Guest Last Name
Last name of the registered guest.
Elec. Invoice Folio
Invoice number initially issued.
Invoiced to
Name of the company or natural person to whom the document was invoiced.
Register Tax Invoice
RUT Number or Fiscal Code of Agency/Company.
Invoice Date
Date on which the document was produced
Click on the Search button.
The search will be performed with the information entered (these fields are not mandatory, so they can be all or some of them) and the information will be displayed in the Issued Accounts window.

Register of DTE

The registration of Electronic Tax Documents in the Front Office is done in the following applications:      
                       
DTE
Check Out
Reprint of Invoice
Electronic Invoice
Yes
Yes
Electronic Boleta
Yes
Yes
Electronic Credit Note
No
Yes
Electronic Debit Note
No
Yes

To assign an invoice or boleta to an account, perform the following actions:
Go to Front Office → Cashier Reception → Reprint of Invoice

Select the document date from the Calendar icon in the Filter By window in the Invoice Date field. The default option is today's date.
Click on the Pencil icon of the account to which the invoice or boleta is to be issued in the Issued Accounts window.
In the Account Detail window enter the following items:
Field
Description
Invoice Information
If the customer is already registered the name will be displayed by clicking on it to accept.
Choose one of the following buttons if:
  1. Modify: If it is required to modify any of the customer's invoicing data such as company name, address, city, etc.
  2. New: You enter a customer that is not already captured in the system.
Industry
Select the appropriate one by clicking on it. Each industry has the corresponding tax documents.
Document Type
Click on the type of document to be made:
  1. National Invoice
  2. Electronic Boleta
No. Tax References
Clicking on the External References button displays the External References window where you enter the information required by the customer, which will be displayed in the DTE.
The information will be entered in the Assign External References for Electronic Documents window in the following fields:
  1. External Ref. (*): Choose by clicking on the appropriate one.
  2. External Folio: Enter External Reference Number.
  3. External Ref. Date: Enter date dd/mm/yyyy or click on the calendar.
  4. Reason: Enter comment or description.
In the Assign External References for Electronic Documents window, the already registered references will be displayed.


Print Type
Choose by clicking on:
  1. Summary: It will show in the Description column "Consumption".
  2. Detail: It will display all the transactions.
Email to Send
Enter the e-mail address to which the files will be sent.
Notes
Comments regarding the account are recorded.
Click on the Generate Electronic Invoice button.
A window will be displayed to confirm printing with the message "Do you want to generate the New Document?"

Click on the Accept button to finish printing, displaying the DTE in its graphical representation in PDF format.

Reprint of DTE

To reprint a DTE associated with an account, follow the steps below:
Go to Front Office → Reception Cashier → Reprint of Invoice
Select the document date with the Calendar icon in the Filter By window in the Invoice Date field. The default option is today's date.
In the Issued Accounts window click on the Pencil icon of the account for which you want to perform the document consultation according to the requirement, download the appropriate file:
PDF File: It will display the document in its graphical representation in PDF format which can be sent to print or save.
XML File: It will show the window or options for downloading the document in XML format.

Credit / Debit Notes

Annul Electronic Tax Document

In order to annul the DTEs, a:
Document Issued
Document to Override
Electronic Invoice
Electronic Credit Note
Electronic Boleta
Electronic Credit Note
Credit Note
Debit Note
Debit Note
Credit Note

The actions that can be performed on both Credit and Debit Notes are:
Action
Description
Cancel
It leaves the DTE without effect.
Correct Text
Modifies text: Industry, Address, Company Name, Notes.
Corrects Amount
Edit Amounts



Assign Debit or Credit Notes to DTE

To assign a Credit or Debit Note to the issued DTE, perform the following actions:
Go to: Front Office → Reception Cashier → Reprint of Invoice
Select the document date with the Calendar icon in the Filter By window in the Invoice Date field. The default option is today's date.
Click on the Pencil icon of the account to which the invoice or boleta is to be made in the Issued Accounts window.
In the Account Detail window, enter the following fields:

Field
Description
Invoice Information
If the customer is correct, it should be left unchanged.
If you need to correct, choose one of the following buttons:
  1. Modify: If you need to modify any of the customer's billing information such as company name, address, city, etc. or modify the customer.
  2. New: Enter a customer that is not registered in the system.
Document Type
Click on the type of document to be made:
  1. Credit Note
  2. Debit Note
Reference Type for CN or DN
Select the Action:
  1. Cancel: This option cancels the DTE.
    1. Click on the Save button.
  2. Correct Text:
    1. Click on the Reference Text button.
    2. Select the item to be modified: Industry, Address, Company Name, Notes and enter the correct new information.
    3. The previous wrong information must be entered in the field.
    4. Click on the Save button.
  1. Correct Amount: For more detail see: Credit Notes Modifies Amount of DTE


No. Tax References
When clicking on the External References button in case you need to modify or enter, the Assign External References for Electronic Documents window will be displayed where you enter the information required by the client that will be displayed in the DTE.

The information will be entered in the Assign External References for Electronic Documents window for the following fields:
  1. External Ref. (*): Choose by clicking on the appropriate one.
  2. External Folio: Enter external reference number.
  3. External Ref. Date: Enter date dd/mm/yyyy or click on Calendar.
  4. Reason: Enter comment or description
In the Assigned External References window, the references already registered will be displayed. Click on the icon to modify the data entered.


Print Type
Choose by clicking on:
  1. Summary: Will show in the Description column "Consumption".
  2. Detail: Will display all the movements.
Email
Enter the e-mail address to which the files will be sent.
Notes
Comments regarding the account are recorded.
Click on the Generate Electronic Invoice button.
A window will be displayed to confirm the printout with the message "Do you want to Generate the New Document?"
Click the Accept button to finalize the printout, displaying the DTE in its graphical representation in PDF format.

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