Creating VAT codes one by one
Importing VAT codes to Purchase Invoices
Settings for importing VAT codes
Example file
If you use VAT codes, you need to either create them one by one or import them from another system as a csv file. We recommend using codes as they also include the VAT rate. Depending on the interface of the core system, the transfer file will include either the VAT code or the VAT rate.
Note! Mobile usage of Purchase Invoices requires the use of VAT codes.
Creating VAT codes one by one
- Go to the Registers - VAT codes view
- Click on the New button
- Complete the information and save it using the Save button
VAT code
Enter the VAT code identifier. If you have an external ledger with VAT codes, provide the corresponding VAT code identifiers for Purchase Invoices (e.g. VAT24).
VAT Code Name
Please enter the name of the VAT code to be established (e.g. Purchases VAT 24%).
VAT percent
Enter the VAT percent in numbers, without the percent sign (e.g. 24).
VAT Account
NOTE! The account is needed ONLY if a VAT account different from the general VAT account set in the general settings (Settings - General - Accounts) is used for the VAT code. Click on the dropdown menu at the end of the field and choose the account to use from the list. Note! The account must be set up in the Registers - Chart of Accounts view in order to be selected.
VAT offset acct.
Select the counter account to be used if necessary for the VAT code being set up by clicking the dropdown menu at the end of the field and selecting the account to be used from the chart of accounts listing. Note! The account must be established in the Registers – Chart of Accounts view. Take into account the checkmark for Counterpart entry to another account.
Counterpart entry for another account (e.g. EU purchases)
Click the Counterpart entry to another account (e.g. EU purchases) checkbox in front of the field if you have partially non-deductible (EU purchases) or reverse VAT. This way, the VAT is recorded correctly to the designated counter account.
Example of reverse VAT code
Partially deductible VAT
If VAT is only partially deductible, enter in the field the percentage (without the percent sign) by which VAT is deductible (e.g. 60).
EXAMPLE of partially deductible VAT code
Importing VAT Codes to Purchase Invoices
- Go to the Registers - VAT Codes view
- Click on the Register upkeep button
- Click the Browse button to select the import file
- Provide the information related to VAT code import:
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Character Set: Select the character set to be used during import from the dropdown. Choose the same character set in which your file was composed – default is ISO-8859-1.
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If VAT codes already found in system - the selection determines whether VAT codes already in purchase invoices are also updated or not.
Update option updates the existing VAT codes in the registry and also creates new VAT codes.
Skip option does not update existing VAT codes but only creates new VAT codes.
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After uploading the file, you will receive a list of new and updated information, as well as any VAT codes that were left in error.
VAT code import settings
Below the Load button in the VAT code maintenance, there are instructions for forming a csv file:
The import file must have the column names (headers) on the first row, the order of the columns is flexible. Mandatory columns are VAT code and VAT percentage. Other columns are optional. The data must be saved in a semi-colon separated csv file format (csv list separator).
Koodi (mandatory information) VAT code (unique for each VAT code).
Prosentti (mandatory information) VAT percent for the respective VAT code.
Nimi Name/description of the VAT code (e.g. reverse VAT).
Alv-tili VAT account to be used with the VAT code.
Vastatili Contra account for partially deductible (non-deductible part entry) or reverse VAT entry (e.g. EU purchases).
ALVosuus Percentage of VAT entry eligible for deduction.
NOTE! Column headings in the file must be in Finnish as in the example file. An example file of VAT codes in CSV format is provided at the end of the instructions.
Image of the example file:
NOTE! If your browser language is English, use a dot instead of a comma as a decimal separator in the csv file. To save it correctly in Excel, prefix it with an apostrophe, for example: '25.5
Export VAT Codes from Purchase Invoices to Excel
VAT codes can be downloaded to your workstation in CSV format.
- In Register - VAT codes view click Register upkeep button
- In the section VAT codes export from Purchase Invoices click Load
- Save the file to the desired destination folder.
This is how you can import a file into Excel, edit it, save, and then restore it back to Purchase Invoices by the instrucition Importing VAT codes into Purchase Invoices, updating old data.