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All new clients have been set up this way since we developed the Itemised VAT option back in 2019. We are now wanting to move all clients to Itemised VAT.
What does this mean for the users?
There are 3 places where this will impact on the user journey.
Manually adding invoices and credit notes
Converting Manually converting estimates into invoices and credit notes
Combining Manually combining estimates
In this guide we will go through these 3 user journeys.
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With the Itemised VAT option, users will need to enter the VAT rate (0% or 20% which can be named as Zero and Standard, this is a decision you can make) for each category they have added:
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Converting an estimate into an invoice or credit note
Where to find this
Outlet Finance > Purchasing
Set-by-Step Guide
1.Click on Estimates
2. Click on the Combine/Reverse button
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3. Select the supplier you want to enter an invoice for
4. Tick the estimates that you wish to combine into 1 invoice, remember that you cannot combine a mix of credit notes and invoices.
5. Select Combine Estimates in the Action drop down
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7. You will need to add itemised VAT. Once you have ticked your estimates and selected the Combine Estimates function, you will notice that the amount in the VAT column has changed to red.
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8. To enter the VAT, click on the number in red on each estimate. You will get a pop up asking you to select a VAT. If all items in the estimate are subject to the same VAT rate, use the dropdown at the top to select the correct rate:
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9. If you need to give different items different VAT rates, use the drop downs next to the item.
7. Click Save. The invoice will now be visible in Invoices and the estimates will no longer be outstanding or available to view under Estimates.When converting an estimate into an invoice or credit note, users will be required to enter a VAT rate and amount for each line. If they are ordering through IndiCater, the page will look like the below which each line being an item purchased.
They can set the rate at the top and have it apply to all lines and amend it where required or set it line by line:
If they are manually adding estimates, it will look like the below:
Combining estimates into an Invoice/Credit Note
When combining multiple estimates into an invoice
Click on the estimates you wish to combine and see that the VAT amount becomes editable:
Click on the 0.00 in the VAT column to enter the VAT for the relevant lines in each estimate
You can use the drop down in the header row to set the VAT rate for all lines or change them line by line using the drop down list in each row. When finished click OK.
Enter the invoice number as normal and click Save
