Setting up VAT codes in Acubiz

Acubiz supports the management of VAT codes in connection with accounting.

ℹ️Please note that Acubiz does not perform the actual VAT calculation. This task is delegated to the company’s accounting system (ERP) via the VAT code that Acubiz exports along with the expense data.

The setup of VAT codes must be done by the company itself in Acubiz.

1. Creation and updating of VAT codes

The VAT codes in Acubiz must exactly match the VAT codes used in the company’s accounting system.

How to do it:

1. Navigate to ADMINISTRATOR -> COMPANY SETTINGS -> VAT CODE SETUP.
   
2. Enter or update the list of VAT codes so that it matches your ERP system.
   1. Each line represents one unique VAT code.
      
3. Click SAVE when the list is updated.

Special note for e-conomic:
If the company uses e-conomic as the accounting system, you only need to create a single VAT code with the value LOOKUP. This causes e-conomic to automatically apply the VAT based on the selected account in e-conomic.

2. Linking VAT codes to the chart of accounts

Once the VAT codes have been created, they must be linked to the individual accounts in the chart of accounts.

How to do it:

1. Navigate to ADMINISTRATOR -> CHART OF ACCOUNTS.
2. Open the individual account/expense type.
3. Specify the relevant VAT codes in the three available fields:
   
   • DK (System country): Used for transactions in the solution’s registered system country. (For integration with e-conomic, select LOOKUP here).
   • EU: Used for transactions made in an EU country (excluding the system country).
   • Other: Used for transactions made in countries outside the EU and the system country.

In each field, you can directly select from the VAT codes that were created in step 1.