Automatic revenue distribution
Automatic revenue distribution (Automatic RD) uses the journal engine to automatically create revenue distribution entries for all invoices generated based on an Admin Organisation’s (AO) legislation type. Once set up, it creates one Revenue Distribution (RD) per AO each day and adds all journal entries related to that day’s invoices. This ensures that revenue is recorded accurately, consistently, and in a fully compliant manner.
This feature ensures compliance with French (NF525), Spanish (SII), and Italian legislation while providing:
Automatic VAT distribution
Handles provisional VAT for reservations that are not yet checked out.
Transparent linking between invoices, their corresponding journal entries, and the revenue distribution.
Legislation types and invoice variants
The type of invoices generated for a reservation depends entirely on the legislation type configured for the admin organisation (AO). Once the AO is linked to a legislation type, the system automatically produces the correct invoice formats whenever payments, check-ins, check-outs, or reversals occur.
All invoices created for the reservation are displayed in the Reservation Manager, under the Finance tab.
Below is an overview of how each legislation type behaves and which invoice formats it supports.
France – NF525 (Base Legislation Model)
France NF525 serves as the base case for Maxxton's legislation-driven invoicing. Most other legislation types reuse this behaviour with minor variations. This is applicable to the customer, paying customer, and agent.
Supported invoice types:
Invoice
Credit invoice
Down payment invoice
Down payment credit invoice
Italy
Italy has two distinct behaviours depending on the reservation payer type. The first one applies to the agent and behaves similarly to the French legislation, using invoice documents.
Supported invoice types:
Invoice
Credit invoice
Down payment invoice
Down payment credit invoice
Second applies to the Customer / Paying Customer, the supported invoice types are:
Receipt
Void receipt
Spain – SII
This applies to the customer, paying customer and agent. The supported invoice types are:
Invoice
Amending invoice
Down payment invoice
Amending payment invoice
Prerequisites
Enable the feature flags below:
Enable automatic revenue distribution feature
Enable invoice generation via Java.
Admin organisation setup:
The AO with the relevant legislation enabled (France NF525, Spain SII, Italy) must be available.
The AO must not already have a deferred ledger or deferred journal added.
A reservation under this AO must exist, ideally in Provisional status with an arrival date earlier than or equal to today.
Access
Reservation Manager:
Process payments
Verification of invoices
Finance Manager:
Configure ledgers and admin organisations.
Used to validate Automatic revenue distribution entries.
Configuration Steps
Create a Deferred Ledger
To create a ledger, follow these steps in the Finance Manager:
From the Configuration menu, select Ledgers.
Click on Create ledger. In the Create ledger widget, enter the details and select a relevant VAT.
Select valid details in the next steps, and on the last step, click Create ledger.
The newly created ledger is displayed in the list of ledgers.
Important:
A deferred ledger can be configured only once and cannot be replaced later.
Update the Admin Organisation with Deferred Ledger
To update an Admin organisation (AO), follow these steps in the Finance Manager:
From the Configuration menu, select Admin organisation.
Select the relevant AO. Click on the three dots at the top right corner to edit the AO.
On the Update admin organisation screen, select the Deferred ledger and Deferred journal from the drop-down.
Click on the Update admin organisation button.
This completes the configuration for Automatic RD.
How automatic revenue distribution works
Automatic RD follows a daily cycle, automatically collecting all invoices created for the AO on that calendar day.
Step-by-Step Process Flow
Step 1: Start with a provisional reservation
Navigate to the Reservation Manager and search for a reservation that belongs to the AO configured in the steps above.
Ensure reservation status is Provisional, so that there are no invoices in the Invoices customer section of the Finance tab.
Step 2: Process a payment
Go to the Overview tab of the reservation, click on the Pay bill option and make a payment.
After payment:
Reservation status becomes Definitive.
The system generates a Down payment invoice based on the AO legislation type.
Navigate to the Finance tab. In the Invoices customer section, to verify the down payment invoice.
What happens automatically:
Journal entries are created for this invoice.
Automatic RD adds corresponding entries into the RD of that day.
Step 3: Verify Automatic RD
Navigate to the Finance Manager.
In the Revenue distribution menu, select the option Automatic.
This page contains all the revenue distribution entries with the respective revenue distribution number.
Select the relevant entry as per the configured AO.
In the Task details screen, verify the entry for the deferred ledger and the corresponding entries with the same invoice number as in the reservation. Also, verify the amounts for each entry.
In the Reservation Manager, verify the PDF file of the down payment invoice. The values in the file match the automatic revenue distribution entry in the Finance Manager.
Step 4: Checkout and final invoice
Once the guest checks out:
A final invoice is generated with a different invoice number.
Automatic RD creates new entries under the RD of the day, based on which the final invoice. These new entries are added with the same invoice number as the final invoice of the reservation.
This way, the following entries are created:
Down payment invoice entries
Final invoice entries
Both are visible in separate RDs if created on different days, or in the same RD if created on the same day.
Step 5: Credit Invoices (if applicable)
If a checked-out reservation is checked in again:
A credit invoice is generated with a reference to the original invoice number.
Automatic RD posts the counter-entries, reversing revenue and VAT.
When the guest is checked out again:
A new invoice is generated.
Automatic RD adds its entries accordingly.
Daily RD creation logic
The system generates one RD per Admin Organisation (AO) per calendar day.
All invoices created within that day are automatically included in that day’s RD.
At midnight, the RD is closed and finalised, and a new RD is started for the next day.
Future Legislation Types
New legislation types may be introduced later to meet compliance needs for additional countries.
Events for invoice generation
Various events trigger the generation of invoices for NF525 and SII. Refer to the spreadsheet below for such events and the corresponding invoices that are generated.
Conclusion
Automatic revenue distribution provides a highly structured and legislation-compliant approach to revenue reporting. By combining legislation-driven invoice creation with automated journal entry generation, the system ensures:
Accurate revenue and VAT allocation.
Reduced manual workload.
Daily consolidation of financial entries.
Clear auditability and compliance across France, Italy, and Spain.
This streamlined process significantly improves financial transparency and simplifies reconciliation for all organisations using legislation-based invoicing.