VAT / GST table
VAT / GST table

Tax - VAT / GST Table
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 System Configuration> General> VAT / GST Tables 

   

   The reason for VAT tables is to make it easy when analyzing the VAT report. 

   Descriptions of the various VAT types can be edited to suit your wording preference and to make it 

   Easier for staff to identify which tables apply to respective documents. 

 

 

 

 Search button 

 allows the user to search by Vat Code for a quick search, or just searching for everything with the fields empty by clicking on search button 

 

 

 Add button 

 allows you to create a new VAT Table. 

 

 

 Edit button 

 allows you to View or Edit the currently selected VAT Table. 

 

 

 Print Grid button 

 allows you the print the display grid 

 

 

 

  

VAT / GST Type Tables Manuals
The reason for VAT tables is to make it easy when analyzing the VAT report. 

 Descriptions of the various VAT types can be edited to suit your wording preference and to make it 

 easier for staff to identify which table apply to respective documents. 

 Go to System Configuration>General> VAT Tables 

 Click on VAT Tables and search 

   

   A list of added Vat Types will be displayed 

   

   Double click on the specific table you wish to amend 

   

 VAT Code: This is the code of the VAT type. 

 This can be edited. 

 VAT Description: You can click on this field to amend the description to suit your 

 personal preference. 

 Percentage: This is the VAT percentage applicable in South Africa. If you are in another 

 country, you need to change this percentage to that which applies in that country. 

 Tick the respective boxes that you wish this VAT type to appear on. 

 In the case above General Journal 

 Debtors Journal Transaction and Invoice. 

 VAT Types - Upon the processing of documents, where vat is required, the drop-down menu will show the relevant VAT Type options. 

 When a block is ticked, the associated VAT table option will be displayed on the drop-down menu of the Vat Type field when processing the respective documents. 

 If you do not want this VAT table to be an option on the drop-down, un-tick the block and the VAT option will not be displayed when processing the document. 

 In this way the ticks can be effectively used to avoid staff from unknowingly choosing the incorrect VAT type when processing a specific document or transaction, thereby eliminating confusion on the VAT report.

 

 

 

 

 INV VAT 

 Used for debtors (Customer) invoices 

 

 

 DISC VAT 

 Debtors: Used on discounts to Debtors 

 

 

 CRD VAT 

 Used for credit notes to your customers 

 

 

 GRV VAT 

 Used for purchase orders from your suppliers 

 

 

 CASHBOOK VAT 

 Used when processing cashbook transactions, e.g. Rent 

 

 

 RTS VAT 

 Used for returns to supplier 

 

 

 Capital VAT 

 Used for Capital expenditure 

 

 

 No VAT 

 Used when processing a no VAT Transaction 

 

 

 EXP VAT 

 Used when processing VAT Exempt transaction 

 

 

 DIS VAT 

 Creditors: Used on discounts to creditors 

 

 

 IMPORT 

 Used when importing Goods 

 

 

 Add 

 Allows you to create a new VAT Table. 

 

 

 Amend 

 Allows you to View or Edit the currently selected VAT Table.

VAT / GST Summary Report
There is a new category on the VAT / GST Tables to assign various categories to the VAT / GST types. 

 This is to eliminate manual excel spreadsheets where we need to sum up the sales and purchases. 

 So when we submit to Tax Office, they want sales and purchase totals 

 When adding the text to the grid 

 Don’t show if it is set to none 

 

 

 

 1 

 Sales in Blue 

 

 

 2 

 Purchases in Red 

 

 

 

 System Configuration> General> VAT/GST > Edit 

   

   Reports 

   

   Tick box to select Show summary calculations 

   

   Report output 

  

VAT Rate Change Procedure
NOTE: This option is ONLY for South African companies and can only be run from the 01 May 2025 

 In the event that the VAT rate changes, one will need to update the system to the new VAT rate. 

 The VAT rate changes will affect the following entries: 

 

 Any open debtor transactions (Invoices, Credit Notes, Sales Orders, Quotes, Journals) 

 Any open creditors transactions (Purchase Orders, Goods Received Notes-GRVs, Stock return notes, Journals) 

 Open Cashbooks 

 Open Expenses 

 Open General ledger journals 

 Recurring transactions

 

 

 Posted transactions will not be affected by these utilities. 

 The process to change the VAT rate is as follows: 

 

 Ascertain the effective date of the rate change 

 Take a system Backup 

 On the effective date of the VAT rate change, run the VAT Utilities 

 

 

 The following utilities need to be run: 

 Option 1 and Option 2 are mandatory 

 Option 3 is optional 

 

 

 

 1. Effective date of the new VAT rate: 

 This will typically be published in the media. let's use the date is   1 May 2025 as an example.  

 Preferably any transactions as of this date need to be finalised and process. Alternatively, transactions that are not processed, but should still have the old rate applicable, will then have to be changed back to the current (initial) VAT rate using the utility. 

 

 

 2. System Back Up 

 Go To: System configuration>Administration>Backups 

 Click Create 

 Edit the file name if necessary. Do not change the file path. 

 Click Save   

 Allow a few minutes for the backup to complete 

 

 

 3. Run VAT Utilities 

 3.1 First Utility - VAT Update 2025 to 15.5% 

 Important: This step can only be done on the effective date of the new rate. Running this utility before the effective date will update all open transactions to the new rate. 

 Go to:  System configuration>General>VAT Tables 

 Click the Changed VAT drop down arrow 

 Select the first Utility: VAT Update 2025 to 15.5% 

 

 Click OK 

 Search 

 Note: 

 

 All the VAT rates on the existing VAT Types have been updated to 15.5% 

 Existing VAT types with 0% VAT rate will not be affected 

 Two new VAT types have been created with the 15% rate:  

 

 

 

 

 Output VAT - Sales 15% 

 This VAT Type will be used for any Debtor / Sales transactions that the 15% VAT rate should apply to. 

 

 

 Input VAT - Supplier 15% 

 This VAT Type will be used for any Creditors transactions, GRVs, RTS & expenses that the 15% VAT rate should be applied to  

 

 

 

 Essentially, these 2 new VAT types will be used of any open transactions that are dated prior to 01 May 2025. 

 

 

 

 3.2. Second Utility - VAT Update Documents 

 

 Select VAT Update Documents from the above drop down 

 Then click Run 

 

 This utility will look for all open documents and update the VAT value displayed on the document and search grids.  

 This means that the user does not need to open and re-save each transaction manually to update the VAT values.  

 A 'Done" result will be returned as the respective document types are updated 

 

 When you then search any document in preparation, you will notice the VAT value is updated to the new VAT rate. 

 

 

 This Utility will also update the VAT value on any created recurring transactions that have been setup for future months. 

 

 

 3.3. Third Utility - Replace Old VAT codes 

 Warning: Only run this utility if you want to change the Tax Type to old VAT rate on open documents 

 This utility is used to update any open transactions that may still be dated prior to 01 May 2025, and the old VAT rate (15%) should be applied. 

 Select Replace Old VAT codes from the change VAT drop down 

 

 This utility needs to be run per transaction type 

 Example: If you wish to update all open Cashbooks dated before 01 May 2025 to the 15% rate: 

 Select Document type: GL Cashbook 

 Enter Old VAT Rate: 04 Cashbook VAT -   (remember this was updated with the second utility above to the new 15.5% VAT rate) 

 Enter New Tax Type:  Input VAT - Supplier 15% 

 Enter the end date: 2025-04-30  - this is the last day the initial 15% VAT rate is to be applied.  

 The utility will search for any open cashbooks entries that are dated on or before 30 April 2025 and update the VAT type to Input VAT - Suppliers 15% 

 

 

 

 

 Document Type 

 Select the required document type from the drop down 

 

 

 Old Tax Type 

 This is the Updated VAT type with the15.5% rate  

 

 

 New Tax Type 

 

 Select the VAT Type to be applied. 

 There would have been 2 new VAT types created with the first VAT Utility. 

   1. Output VAT - Sales 15%: use for Debtors/ Sales documents 

   2. Input VAT - Supplier 15%: use for Creditors / Purchase Documents & Cashbook entries 

 

 

 

 Up to and Including date 

 This is the last date that the current or old VAT rate will apply; in this case 30 April 2025 

 

 

 

 Click Run 

 This will then find any open documents for the respective document type selected, dated on or before the 30 April 2025, example Cashbook and change the VAT Type and the VAT rate to the15% rate. 

 Repeat this step for all the other document types that you may have open documents for that the 'old" 15% rate should be applied to