Print a Hospitality Receipt

A guest who wants to deduct a business meal for tax purposes needs a hospitality receipt with the invoice, stating the occasion, the persons entertained and a signature. The Sales Point prints this form directly below the invoice — automatically through a printer setting, or at the guest's request after payment and on reprint.

What the hospitality receipt contains

The hospitality receipt is not a separate receipt but a block at the end of the invoice, below the signature block. The invoice itself stays unchanged and fiscally signed; the guest fills in the block.

Printed from the transaction:

• Invoice no., Date of hospitality and Invoice amount

• Place of hospitality: name and address of the location

• in Germany also the TSE transaction, so that the hospitality receipt and the invoice clearly belong together

• Host / company: the customer linked to the invoice, otherwise two blank lines

Blank lines follow for the guest to fill in:

• Occasion of hospitality (Austria: Occasion / advertising purpose)

• Persons entertained

• Tip with Tip received (signature of staff), only if no tip is recorded on the payment

• Place, date and Signature of host

In Germany the title is followed by the reference to § 4 Abs. 5 Satz 1 Nr. 2 EStG.

Requirements

The Sales Point only offers the hospitality receipt when it is fiscalised for Germany (TSE) or Austria. The country, and with it the variant of the form, follows from the fiscalisation. Without fiscalisation, or with fiscalisation for another country, the printer setting and the buttons are not shown.

The host on the invoice

Above a certain invoice amount it is not enough for the guest to write their name into the hospitality receipt by hand. The host or company must then be printed on the invoice:

To do this, link the invoice to a customer before payment — see Link a bill to a customer. You don't need Customer Management for this: without the module, Link customer opens a form whose details are printed on this invoice only. The linked customer appears at the top of the invoice and as the host in the hospitality receipt.

If you print the hospitality receipt after payment or on reprint above this amount without a linked customer, the Sales Point warns: Above €250.00 a hospitality receipt is not sufficient for tax purposes without the host named on the invoice. The customer cannot be added afterwards. In Austria the warning states €400.00. Print prints the receipt anyway, Cancel prints nothing. With the printer setting Always print hospitality receipt this warning does not appear.

Always print the hospitality receipt

In businesses where many guests need a hospitality receipt, print it with every invoice:

1. Open Menu → Settings → Devices & Connections → Printer assignment.

2. Tap the Invoice Printer.

3. Turn on Always print hospitality receipt.

You find the same setting in bessa Manager under Locations → Sales Points → ‹Sales Point› → Printer settings in the Invoice assignment — see Manage Sales Point printer settings. Both paths change the same entry.

With the setting on, every original invoice carries the block — including the new invoice after changing the payment method. With the setting off, the Sales Point prints invoices as before, without the block.

Print the hospitality receipt after payment

If the digital receipt dialog appears after payment — because the digital receipt is enabled, change is due or a customer with an e-mail address is linked — tap Print hospitality receipt there.

The Sales Point prints a copy of the invoice with the hospitality receipt. The original has already been printed or issued digitally at this point; the copy does not create a new transaction.

Reprint the hospitality receipt

If the guest asks later, print the hospitality receipt from the invoice list:

1. Open Menu → Invoices and tap the invoice. Find older invoices with the magnifying glass — see Print an invoice copy.

2. Tap Print / Additional receipt.

3. In the Reprint dialog, choose Hospitality receipt. Invoice prints the copy without the block.

If the digital receipt is enabled, its dialog opens instead of the choice. There, Print hospitality receipt prints the copy with the block and Print invoice the copy without it.

Both variants are copies with the same signature data as the original. They require the same permission as any invoice copy.

Where the hospitality receipt does not appear

• Void receipts carry no hospitality receipt, and it is not offered when reprinting a void.

• The PDF invoice — as a digital receipt, by e-mail or in Treuepass — contains no hospitality receipt. It is meant for paper only, because the guest signs it.

• Additional copies from the Copies printer setting are printed without the block.

• The self-service kiosk does not offer the hospitality receipt.

• A custom print template only prints the block once it has been prepared for it. In that case, contact your reseller or support.

Frequently asked questions

Do I have to offer the hospitality receipt to every guest? No. The guest asks for it if they want to deduct the meal. What matters is linking the customer before payment above €250 (Austria: €400).

Is it enough for the guest to write their name into the hospitality receipt? Up to €250 (Austria: €400), yes. Above that the name must be printed on the invoice; a handwritten entry is not accepted.

Does the hospitality receipt count as a second invoice? No. It is part of the invoice printout and sits outside the signature. A reprint creates a marked copy, not a new transaction.

Related topics

• Customers on the Sales Point

• Print an invoice copy

• Printer settings

• Manage Sales Point printer settings

• Set up digital receipt for Sales Point