Invoice module: VAT - Rules and Conditions

Set up VAT rules and conditions to ensure accurate taxation on your financial documents.

VAT - Rules and Conditions

• VAT Rules
  • Create a VAT Rule
  • Manage your VAT Rules
• VAT Conditions

  • Create conditions for your VAT Rule

  • Manage your VAT Conditions

• Linking VAT Settings
  • Link your VAT settings to a Journal
  • Link your Event to a Journal
  • Linking VAT settings to Items

VAT Rules and Conditions

VAT Rules

The first step of every Paid Event registration is always to link a Journal to your Event. If no Journal is linked to your Event, you will not be able to generate an invoice for your Event.

VAT Rules outline the VAT conditions that relate to your Journal. You can link several VAT Rules to your Profile and assign them based on the Event or Item.

Create a VAT Rule

Navigate to the Tax and VAT rules section of the Invoice Module

1. Click on the “Create VAT rule” button.

2. Fill in the fields:

• Name - This field is mandatory. Enter the name you would like to give your condition. This will be the name for your rule in the backend for the users of your profile to see.
• Tax label - This field is mandatory. Enter the name you would like the customers to see on their invoices. check
• Description - This field is not mandatory. You can add a description to your VAT rule. check if displayed or not.
• Journals - This step is not mandatory. You can link your VAT rule to one or multiple Journals if you have already created journals.

3. Click on the “Save” button.

Manage your VAT Rules

Filter your Rules

Navigate to the Invoice Module > Tax and VAT rules Section

1. Click on the “Filter” button.

2. Specify what criteria you would like to filter on. You can filter on one or multiple criteria.

• Name - This allows you to filter on the Name of the Customer
• Tax label - this allows you to filter the Tax label from your VAT Rules.
• Description - This allows you to filter the Description from your VAT Rules.All fields are free fields, meaning that you can type in letters for your research.

3. No need to save, your changes are directly applied.

You can also EDIT or DELETE an existing journal by clicking on the three dots button on the left side of the name

 

VAT Conditions

Please note that the conditions are evaluated in their list order. You can drag and drop the conditions to change the order based on your requirements using the six-dots button. If the first condition is met, the related tax rate is applied, if not the next condition is evaluated. If no condition is met, no tax will be applied. Also, several conditions might be true for one single registration. In that case, only the first condition met will be applied.

Create conditions for your VAT Rule

1. Edit a VAT Rule.

2.  Click on the “Add condition” button. 


3. Fill in the Condition fields:


• Has a TAX/VAT number? - This field is mandatory. Define if the rules only apply to Attendees who have indicated a VAT number, have not indicated a VAT number, or if it does not matter if the Attendee has indicated one or not. In the last scenario, use the “indifferent” choice from the list. 

• To evaluate - This field is not mandatory. Indicate what field from the registration form you want to evaluate. It can be the Country of the Attendee, their State, their VAT number, or both their Country and VAT number. Please remember that the system will take into account the default fields from the system. 

• Condition - This field will appear once you select an item in the “To evaluate” field. Specify what condition needs to be fulfilled.
• Rate - This field is mandatory. Indicate the rate that should be applied if the conditions are met.
• Text to be inserted in the invoice - This field is not mandatory. This is what will be displayed next to the VAT rate on the invoice, proforma, or credit note. *if not filled-in no text will be displayed*.


4. Click on the “Save” button. 



Manage your VAT Conditions

Edit a Condition


1. Click on the three-dots button.

2. Click on “Edit”. 



Delete a Condition

1. Click on the three-dots button.

2. Click on “Delete”. 


 

Linking VAT Settings

Once you have created your VAT Rules and Conditions, you are ready to link them to an Event, to Items (Categories or Options), or a Journal. 



Linking VAT settings to a Journal 


Every Journal can be linked to multiple VAT rules, ensuring accurate taxation for various financial activities. You have three different ways of linking your VAT Rule to a Journal: When creating a VAT Rule, when modifying one, or via the Journal directly. 



A. Linking VAT settings to a Journal at VAT Rule creation


When creating a new VAT Rule, one of the four fields you can fill in is the Journal it needs to be linked to.



B. Linking VAT settings to a Journal at VAT Rule modification


1. Click on the name of your rule.

2. In the “Journal” field, select the Journal your VAT Rule needs to be linked to.


C. Linking VAT settings to a Journal via the Journal itself

1. When creating or modifying a Journal (*link to the Journal user guide*), select your VAT Rule in the list of “VAT rules available”. 


Linking an Event to a Journal

Make sure that your Journal is linked to the Event:


1. Navigate to Money > Receipts and invoices.

2. Select the desired Journal from the list of “Journal” available. 


Your Journal now applies to the Event. 


Linking VAT settings to Items

A. To All Items

Do you need to apply the same VAT Rules on all your Categories and Options?

1. Navigate to the Money > TAX/VAT section.
2. Select your VAT Rule from the “Default VAT Rule” list.


Your Rule now applies to the whole event.

B. To specific Items only


Do you need to apply various VAT Rules on certain Items?

1. Navigate to the Money > TAX/VAT section.
2. Activate the “Tax per ticket” toggle. 

3. Navigate to Tickets > Categories or Tickets > Options.
4. Click on the item you would like to apply the VAT Rule on. 

5. Select your VAT Rule from the “VAT Rule” list. 


Your Rule now applies to the Item. Repeat for other Items.