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Setting Up Tax Management

The tax management features facilitate the association of taxes with expenses, and practically automate the introduction of the taxes corresponding to each one.

This article covers the following aspects.

  1. The “creation” (designation) of  taxes.
  2. Association of taxes with categories.
  3. The introduction of expenses and the allocation of taxes by reporting parties.
  4. The export of expense and tax data.

 

“Creating” taxes

To start using tax management, go to the "Settings" tab and check the "Activate tax information on expenses" box in the "Taxes" section.

Check the "Required information" box if you want it to be mandatory for the user to complete the tax information when capturing an expense.

The table below shows a list of the different taxes created, with the name of the tax and the different rates, the country associated with the tax, the tax %, a code, and whether it is active.

By default, when the module is activated, the following taxes are created:

SPAIN (VAT)

FRANCE (TVA)

ITALY (VAT)

●        General 21%

●        Reduced 10%

●        Ultra-reduced 4%

●        Normal 20%

●        Intermédiaire 10%

●        Réduit 5.5%

●        Super Réduit 2.1%

●        Ordinaria 22%

●        Ridotta 10%

●        Minima 4%

 

If you wish to add new taxes, you can do so by clicking on the "Add tax" button.  You can also edit existing taxes using the "Edit" link on the right side.

When you edit or “create” a tax, a screen appears where you can indicate:

  • the name of the tax (and its translations)
  • the related country.
  • the name of the fees (and their translations)
  • the percentage
  • the start date or periods of the tax's application.
  • the internal code for export to accounting.

The "Tax recovery" section below is used to enable the export of taxes (recovery management module).

You can enable the recovery of taxes for specific users by selecting them from the list.

taxes.png

 

Association of taxes with categories.

Once the taxes are designated, you can proceed to associate them with specific categories. To do so, go to the "Categories" section.

Now, when you edit or create a new category, you can associate it with specific taxes.

Start by selecting the country to list the related taxes. You can add several tax rates to the same category (as long as the taxes are from the same country) by selecting them from the box on the right. The box on the left shows the taxes currently related to the selected category.

The "Calculate by default" dropdown allows you to choose the rate that will be used by default to calculate the tax figure based on the amount read by the Captio automatic reading system. Remember that, in the event that you have set more than one rate for the category, the user can change the rate calculated by default to tailor it to the specific expense.

You can also mark the tax related to the category as deductible, and include a percentage for deduction.

Finally, remember that you cannot assign taxes to exclusive categories for mileage or categories that contain subcategories.

 

The introduction of expenses and the allocation of taxes by reporting parties.

Once the Captio administrator has created the corresponding taxes and allocated them to categories, expense reporters can begin to benefit from assisted tax management when they capture their expenses.

When the user captures an expense and indicates a category, the amount of the tax will automatically be calculated based on the tax rate for that category and the amount of the expense read by Captio.

Remember that, if there is more than one possible rate for the same category, the amount of the tax will be calculated considering the one indicated by default by the administrator (if any have been indicated).

If the user wishes to expand the information on what tax has been calculated, or modify it, he can do so by selecting it.

On the "Tax management" screen one can change the type of tax associated with the category. If multiple rates are applied to the same expense, one can assign specific amounts to each of them. Captio will verify that the taxes entered are correct, through calculations.

The user can also indicate whether the tax is deductible or not by marking it at the top of the screen.

Of course, this process can be carried out using either the Captio mobile application or the Web interface.

customVAT_APP1.png    customVAT_APP2.png

It should be noted that the administrator can create alerts for the supervision stage related to tax management; for example, to identify cases in which the user marks the expense with no taxes being applied or more than one rate is entered manually.

In the creation of expenses via API you can also enter tax-related information.

 

Exportation of expense and tax data.

All tax information will be available in the export of the standard report CSV.

It will also be available via API. This way you can download the tax information associated with an expense and the general tax settings.

Finally, this information will also be used to show the recoverable amount in the "Tax Recovery" section, where you can download the images of the receipts, grouped by supplier.

 

NOTE: The current configuration for the tax recovery module will no longer be available for new clients, who must use the tax module. It is not mandatory for customers who use the old configuration to migrate to the new model, as the two can coexist in Captio.

This migration will be handled promptly for each client who so requires, if necessary adapting the information that is currently assigned to categories. At the time of the change, both models can coexist in the downloading of tax recoveries.

 

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