VAT configuration tool

The VAT configuration tool allows the mass updating of the new VAT percentage of 25.5% to various places and settings in Procountor.

After January 18th, the tool will also allow updating the VAT percent of 14 % to register products.

This page provides information on the use of the configuration tool.

 

General information

The configuration tool can be accessed from Management > Accounting Info > VAT Defaults. There is currently no deadline set for its use. The use of the configuration tool is environment-specific, meaning VAT cannot be updated for multiple environments at once.

 

Using the Change Tool for the January 2025 VAT Change (VAT Rate Change from 10% to 14%)

The VAT configuration tool, previously developed for general VAT rate changes in 2024, will be updated in the release on January 18, 2025, so that you can update the VAT rate to 14% for multiple products at once.

Changing the VAT Rate Using the Change Tool

Starting from January 18, 2025, you can update the following information at once using the change tool:

• Travel and Expense Items: Update the VAT rate to 14% for products in the travel and expense item register. This update includes the 9 products that previously had a VAT rate of 10%.
• Purchase and Product Register: Select the purchase and sales products for which you want to update the VAT rate to 14%. The tool will display a list of all products currently with a VAT rate of 10%. Check the products for which the VAT rate should be changed.

The changes will take effect immediately after saving.

The VAT change tool can be used in parts multiple times. For example, you can first update only the purchase products and then the sales products.

The VAT change tool only changes the VAT rates for the information displayed in the tool, in this case, the product registers. Changes made through the tool do not alter existing accounting records or invoices. Read more about VAT changes in Procountor.

 

 

User rights required for using the configuration tool

Information to be updated	Required user rights
Purchase and sales products	Basic accounting info (all rights) Sales: Product register (all rights) Purchases: Product register (all rights)
Travel and expense items	Basic accounting info (all rights) Rights for travel and expense invoices (all rights) Search travel and expense invoices (all rights)

 

Used VAT Percentages

In the January release, the VAT rate of 14% will be added to the “Used VAT Percentages” section of the change tool. The tool can be used to update the list of used VAT rates to include 14% for both purchases and sales.

The used VAT percentages are a list of VAT rates available in Procountor, i.e., selectable from the VAT rate menus.

The VAT rate of 14% will be shown as a mandatory selection in the change tool, depending on whether the VAT rates are being changed to 14% and/or if 10% is currently selected as a used VAT rate in Procountor.

 

Using the Change Tool for the September 2024 VAT Change (VAT Rate Change from 24% to 25,5%)

 

Information Updated by the Tool

When using the VAT % configuration tool, you can select the items to which the VAT percentage will be changed. 

Please note! The change made with the VAT % configuration tool takes effect from the current day and cannot be reversed - please assess yourself when is the most appropriate time to update the new VAT percentage in your environment. The tool can be used multiple times.

The tool also shows any mandatory fields that must be selected before changes can be saved. These fields are identified by a small red star next to the item's name.

With the tool, you can update the VAT percentage in Procountor to the following items:

Registers

• Customers and suppliers default accounts' default VAT-% and VAT statuses, which include 24% (Registers > Business Partners).
  • The default VAT-% and VAT status can be found in the customer’s or supplier’s Basic Info under Defaults > Default Accounts.
• Product register's sales and purchase products, customers and suppliers' default products and their VAT statuses, which include 24%. This also covers Procountor Solo.
• Travel and expense items, and persons' default products.

Posting Defaults

• Bank statement posting defaults' VAT-%. VAT-statuses do not update. (Managements > Accounting Information > Posting Defaults > Bank Statement Posting Defaults).
• Default postings for reference payments' VAT-%. VAT-statuses do not update. (Managements > Accounting Information > Posting Defaults > Default postings for Reference Payments).

Invoicing

• Contract invoicing (product VAT-%)
  • The VAT percentage for products will change. Note: Contract invoicing is an additional service. This section is not visible if the additional service is not in use.

Registers 10% VAT into 14%

• Travel and expense items 
  • The travel and expense item register's items, which currently have 10% VAT will be changed into 14%.
• Product register's sales and purchase products
  • User can select the items in another view where all sales and purchase items with 10% VAT will be shown. User can e.g. select only purchase products to be updated, and return to update the sales products later. For Solo users, only purchase products are shown and possible to select.

VAT Default view Settings

• Default VAT percentage (Management> Accounting Info > VAT Defaults).
  • Note: if the field is empty, it will be updated to 25,5%.
• Used VAT percentages for sales invoices (Management> Accounting Info > VAT Defaults).
• Used VAT percentages for purchase (Management> Accounting Info > VAT Defaults).
  • Note: The program will automatically add the 25.5% VAT percentage to the applicable VATs on September 1, but the update can also be done manually or with the configuration tool already in August. The addition is made if the 24% VAT percentage has been selected for sales invoices and / or purchases in the environment.

The tool updates the VAT percentage from 24% to 25.5% in the aforementioned targets.

The information that can be updated with the configuration tool can also be edited manually instead of using the tool. For example, the general default VAT percentage and the applicable VAT percentages can also be updated directly in the VAT Defaults view, and changing them does not necessarily require the use of the configuration tool.

 

Using the configuration tool

Only items that currently have 24% VAT will be updated. Note, that VAT-% will not be updated elsewhere automatically.

1. Go to the program’s VAT defaults view.
2. Press the top row VAT % configuration tool button.
3. Select the items to be updated.
   If you do not have user rights to some item, it will appear grayed out, and you cannot select it.
4. Click Save changes.
5. The program displays a summary of the updated information. Finally, click Done.

The VAT% configuration tool can be reused multiple times if needed, and if it has been already used for some location, you can see the date of the latest update on the screen for it.

 

Information that is not updated by the tool

Items that are not included in the previously mentioned list should be updated manually if necessary. The tool does not change the accounting of receipts already saved in the Procountor. Therefore, for example, if receipts have been created for the future, the VAT percentage must be changed manually to them, or if prices of products are wanted to be changed.

 

User rights

The configuration tool is available to users on a limited basis. To use the VAT% configuration tool, the user must have all rights to the Basic Accounting Info in the Users and user rights view.

Additionally, to update VAT in different targets (e.g., registers or default postings), the user needs to have the same user rights that are required to manage each tool's location in system generally. For example, if a user does not have all rights to the product register, then that option cannot be selected in the tool. In these situations the system will inform the user which user right is missing.

Item	Information updated by the tool	User rights
VAT-default view settings	Default VAT % (field empty or 24%)	Basic accounting info (all rights)
VAT-default view settings	Used VAT percentages (Sales, Purchases)	Basic accounting info (all rights)
Registers	Customers and suppliers default accounts' default VAT-% and VAT statuses, which include 24%	Basic accounting info (all rights) Supplier register (all rights) Customer register (all rights)
Registers	Product register's sales and purchase products, customers and suppliers' default products and their VAT statuses, which include 24%. This also covers Procountor Solo.	Basic accounting info (all rights) Product register (all rights for both sales and purchases) Supplier register (all rights) Customer register (all rights)
Registers	Travel and expense items, and persons' default products.	Basic accounting info (all rights) Person register (all rights) Rights for sales and purchase invoices (all rights) Search travel % expense invoices (all rights)
Posting Defaults	Bank statement posting defaults' VAT-%.	Basic accounting info (all rights)
Posting Defaults	Reference payments' posting defaults' VAT-%.	Basic accounting info (all rights)
Invoicing	Contract invoicing (product VAT-%)	Basic accounting info (all rights) Customer register (all rights) Contract invoicing (additional service)