Travel & Expense Management solution VAT Change


This article describes the needed changes regarding the VAT rate change in Travel & Expense Management (TEM) solution, how to implement these changes, and when and how to request assistance from Basware.

How to implement VAT rate changes in TEM

By following these generic instructions, you can complete the VAT change in your Basware Travel & Expense Management (TEM) solution.

The changes affect the following sections in TEM:

Editing the above-mentioned basic data items requires the Main User access and the Basic data section can be found from the Admin client.

As Best Practice, create the changes first in the Test environment, test and after successful testing, create the changes in the Production environment.

VAT bases

  1. Open the Admin client
  2. Choose the Basic data menu
  3. Open the VAT bases
  4. Review the list of existing VAT bases
  5. Select the existing VAT base (24%) and click to open it
  6. Take a screenshot of the existing VAT base settings
  7. Close the existing VAT base
  8. Create a new VAT base
  9. Add the following information
    1. VAT base ID: Unique identifier of the VAT base
      Best Practice: 255
    2. Name: The name of the VAT base, shown for example on expenses when this VAT base is used
      Best Practice: 25,5% tax rate
    3. Account ID: The account to be used in bookkeeping
      Best Practice: use the same Account as the previous tax base had (screenshot taken in step 6. above)
    4. Start date: The date when the VAT base is started to use
      Best Practice: 1.9.2024
    5. VAT identification: Identification code to distinguish the VAT base between different solutions, used in integrations
      Best Practice: Use an identification code that is the same length as the identification with the previous tax base (screenshot taken in step 6. above)
  10. Review the screenshot and add any other data according to the screenshot
  11. Save

Tax base categories

Tax base categories are linked to the Expenses. It is not recommended to create a new Tax base category, but to change the name of the existing Category.

  1. Open the Tax base categories
  2. Open the existing Tax base category
  3. Edit the following information:
    • Name: The name of the Tax base category, visible on the expenses and the Tax base section
      Best Practice: Change to be performed in two phases to account for the interim period where both tax codes are used:
      Phase 1:  24% / 25,5% tax rate
      Phase 2: 25,5% tax rate
  4. Save

Coding rule categories

Coding rule categories are linked to the Expenses. It is not recommended to create a new Coding rule category, but to change the name of the existing Category.

  1. Open the Coding rule categories
  2. Open the existing Coding rule category
  3. Edit the following information:
    • Name: The name of the Coding rule category, visible on the expenses and the Coding rule section
      Best Practice: Change to be performed in two phases to account for the interim period where both tax codes are used:
      Phase 1:  24% / 25,5% (Interim, ~month before the VAT rate change)
      Phase 2: 25,5%  (Final, ~month after the VAT rate change)
  4. Save

Expenses

  1. Open the Expenses
  2. Review the list of existing Expenses
  3. Open each of the existing Expense, where the name has the previous VAT rate mentioned
  4. Edit the following information:
    • Name: The name of the Expense, visible to the end users, when selecting the Expense
      Best Practice: Change to be performed in two phases to account for the interim period where both tax codes are used:
      Phase 1:  Expense Name 24% / 25,5% (Interim, ~month before the VAT rate change)
      Phase 2: Expense Name  25,5%  (Final, ~month after the VAT rate change)
  5. Save

Coding rules

  1. Open the Coding rules
  2. Review the list of existing Coding rules
  3. Open each of the existing Coding rules, where the name has the previous VAT rate mentioned
  4. Edit the following information:
    • Name: The name of the Coding rule, visible for admin users in Basic data information
      Best Practice: Change to be performed in two phases to account for the interim period where both tax codes are used:
      Phase 1:  Expense Name 24% / 25,5% (Interim, ~month before the VAT rate change)
      Phase 2: Expense Name  25,5%  (Final, ~month after the VAT rate change)
  5. Save

How and When to Request Assistance from Basware

The above guidance is a generic guidance build based on Best Practice approaches, in case you find that some information is significantly different compared to above in your TEM configuration, we encourage you to reach out to Basware Delivery Consulting to analyze and review the requirements.

You can reach out to Basware Delivery Consulting by Requesting a Service in the Customer Portal.

To ensure the availability of Basware assistance, we highly recommend to sign up for the support before 5th of August.