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This guide can be utilized in VAT rate change situations in Netvisor, such as the new general VAT rate of 25.5% effective from 1.9.2024 or the new reduced VAT rate of 13.5% effective from 1.1.2026.

NOTE! The latest reduced VAT rate of 13.5% will be added to Netvisor during December. Once the VAT rate has been added, you can utilize mass tools.

Application instructions

Act in VAT rate change situations in accordance with the Tax Administration's guidance.

Settings

In Netvisor, you can add new decimal VAT rates yourself, for example in situations where the company is Vat liable abroad.

  • Utilize previously added decimal VAT rates in foreign Vat liable situations.

Netvisor will add the new VAT rate of 13.5% for customers during December.

  • Wait until the new VAT rate of 13.5% has been added to Netvisor.
  • After this, utilize mass tools to update the VAT rate.

You can add new tax rates yourself if needed.

  • Open Financial management > Settings > Accounting settings > Accounting and obligations settings > Tax rate management.
  • Create a new VAT rate in the Tax rate management view.

Once you have added the new VAT rate to the accounting settings, use it in different Netvisor functions.

  • Select the new VAT rate for products, posting rules, vendors and other functions when needed.

Update the VAT rate for multiple posting rules simultaneously in posting rules management once Netvisor has added the new VAT rate for all customers.

  • Open Financial management > Settings > Posting rules management.
  • Select the desired posting rules.
  • At the bottom of the page, select the function “Change selected tax rate x% -> x%”.

Products

Update the VAT rate of products either in bulk or one product card at a time.

  • Note that the VAT rate change for the TEMP product cannot be done with the bulk function, but must be changed directly on the product card.
  • Note that the product's VAT rate update takes effect immediately and is automatically applied, for example, to new Sales invoices.
  • During the transition period, check invoices for the correct VAT rate if the situation does not apply the product's default VAT rate.

Update the VAT rate for individual products from the product card.

  • Open Products > Product listing > select product > Product card.
  • Go to the Basic information editing tab of the product card.
  • Select the new VAT percentage in the VAT rate field.
  • Utilize the instructions: Product card.

Utilize the product listing for bulk updating VAT rates.

Update the VAT rate of products in bulk in the product listing.

  • Open Products > Product listing.
  • List the desired products in the product listing using the search criteria.
  • Select the products using the checkbox on the left.
  • Go to the bottom left corner of the page and find the button "Add selected to process basket".
  • Open the bulk actions menu (white triangle) to the right of the button.
  • Select "Change selected products' tax rate".

Update products with a VAT rate of 14% to the new VAT rate of 13.5%.

  • Set 14% as the starting value in the "From VAT" field.
  • Select the new tax rate of 13.5% in the "To VAT" field.
  • Note that when the starting value is given, the system updates only those selected products whose VAT rate has been 14%.

Check the result of the bulk update.

  • Follow the system notification indicating how many products had their VAT rate updated and for which products the update failed.

Utilize additional instructions for the product listing.

Divide large bulk updates into parts.

  • Update large product registers in several batches, for example a few product groups at a time.
  • Alternatively, sort the product listing by the VAT rate used and divide the products into batches of, for example, 5000 items.
  • Utilize the notifications of the bulk tool, which indicate if the VAT rate of some products could not be updated.
  • Note that many customers may make changes simultaneously, so smaller batches speed up the use of bulk tools.
  • Make VAT change bulk updates in batches of about 5000 items so that the changes are completed smoothly and quickly.

Accounts receivable

Sales orders and invoices are formed with the VAT rate defined for the product.

  • Note that during the transition period you will often handle both the old and the new VAT rate in parallel.
  • Change the VAT rate of the order or invoice if a VAT rate different from the product information is applied in the situation.
  • If possible, avoid creating large numbers of sales orders and invoices in advance in accounts receivable if their VAT % must be edited later.
  • Reduce manual work by checking and changing the VAT rate as early as possible.

Edit the VAT % of the sales order and Sales invoice up to the correct stage.

  • Edit the VAT % of the sales order on the order lines as long as the order has not been invoiced.
  • Note that invoiced order lines can no longer be edited.
  • Edit the VAT % of the Sales invoice lines until the invoice is sent and an accounting voucher is created for it.

Correct an incorrect VAT % on a Sales invoice using a credit note.

  • If you have sent a Sales invoice with an incorrect VAT %, create a credit note using the function “Sales invoice actions > Create credit note”.
  • Utilize the fact that the original invoice details are copied to the credit note.
  • Then create a new charge invoice with the correct VAT % details.

Check the VAT % used on Sales invoices with the invoice line report.

  • Open Sales > Reports > Invoice line report.
  • Display the VAT % column on the report.
  • Check the VAT % used per invoice line.

Utilize the invoice line report instructions.

Check the VAT rates used from accounting reports once a voucher has been created for the Sales invoice.

  • Open accounting reports, such as the General ledger, or the VAT calculation.
  • Limit the desired time range in the VAT calculation to examine entries under different tax rates.
  • Use the "VAT rate" filter in the search criteria of accounting reports.

Contractual invoicing

In contractual invoicing, the VAT % is directly derived from the product information.

  • Note that the VAT % on the Sales invoice line is the product's VAT % at the time the invoice is created.

Utilize the bulk function of contractual invoicing when you want to update the fixed gross price of service baskets to a fixed net price.

  • Open Sales > Billing > Contractual invoicing.
  • Select the desired service baskets by ticking the box in front of the service basket name.
  • Wait until the button "Update net price for basket products" is activated at the bottom of the screen.
  • Select "Update net price for basket products" if you want the VAT rate change to be reflected in the product's taxable price.
  • Note that if you use fixed gross prices and do not update a fixed net price for the products, the VAT rate change will only affect the product's tax-free price.
  • Follow the instructions below if the products' VAT rate has already been changed to the new VAT rate.

Correct a situation where the VAT rate has already been changed to the new one for a gross-priced product.

  • First update the product's VAT rate back to the old VAT rate.
  • Open Sales > Billing > Contractual invoicing.
  • Select the desired service basket.
  • Update the net price for the service basket using the bulk tool "Update net price for basket products".


Finally, update the correct new VAT rate for the product.

  • Change the product's VAT rate back to the correct new VAT rate.
  • Ensure that the price is updated correctly and that the VAT rate increase is reflected in the product's gross price.

Correct contractual invoices created with the wrong price.

  • If invoices have been created with the wrong price but have not been sent to customers, delete the invoices.
  • Note that deleted invoices are moved to the deleted material of the service basket.
  • Open Sales > Billing > Contractual invoicing > select the desired service basket > Invoice creation > Deleted material.
  • Once you have made the VAT change described above, recreate the deleted materials so that the correct price is updated for the product.

Contractual invoicing

Pay special attention to automatic sending.

  • If automatic sending is used for Sales invoices to be created, check and edit the applicable VAT % on the invoice before sending.
  • Utilize the instructions: Automatic sending of sales invoices.

Handling of advance payments

Handle advance payments during the transition period in accordance with the Tax Administration's guidance.

  • Note that the handling of advance payments differs from the performance-based nature of goods or services.
  • Determine the applicable VAT rate based on when the money from the advance payment has been received by the seller.
  • Use two VAT rates if necessary, if the customer pays for the goods or services partially in advance.
  • Divide the order lines into their own VAT rates according to what portion is an advance payment and what portion is invoiced upon delivery.
  • Divide advance payments in accounting into their own VAT rates so that you report the VAT entries of advance payments for the target month correctly.
  • Utilize the instructions: Handling of advance payments.

Accounts payable

Purchase invoice automations

Check the company's purchase invoice automations during the transition period.

  • Find out whether a model invoice has been used for posting in the automation rules.
  • Update the model invoice to one that uses the new VAT rate.

Vendors

Update the vendors' default VAT % on the vendor card and in bulk from the vendor listing.

  • Open Purchases > Vendors > Vendor listing.
  • Select the desired vendors from the listing using the checkbox on the left.
  • Select Actions > Update tax rate.


Define the old and new VAT rate for vendors.

  • Select the old VAT rate in the "From" field.
  • Select the new VAT rate in the "To" field.
  • Finally, select "Update".


Bookkeeping and obligations

Utilize the VAT identifiers of the specification of accounts during the transition period.

  • Note that in Netvisor, the VAT identifier processed on the account is selected in the specification of accounts settings.
  • Assume that the change of VAT rate during the transition period usually does not require changes to the specification of accounts.
  • If, for example, the VAT identifier KOMY is selected in the accounting account settings and domestic sales is used as the tax treatment, the entries are reported on the VAT calculation correctly according to the VAT rate used.

Ensure temporal allocation in accordance with the Tax Administration's guidance.

  • Allocate VAT from sales to the calendar month during which the goods are delivered or the service is performed (performance-based).
  • Allocate deductions to the month in which the goods or service are received.
  • Use cash-based or invoice-based allocation where necessary in accordance with the Tax Administration's guidance.
  • Note that the obligation to pay tax does not determine the tax period for which VAT is reported.
  • Utilize Netvisor's temporal allocation during the transition period and ensure the correct VAT rate on Sales invoices considering the performance basis.

Report events under the old and new VAT rate on the VAT return.

  • Note that according to the Tax Administration's guidance, events under both the old and the new VAT rate are reported technically in the same section on the VAT return.
  • Report the new VAT rate from Netvisor in the same way as before.

Check the VAT calculation with particular care during the transition period.

  • Ensure that the correct VAT rates have been selected for events according to application.
  • If it is necessary to modify a previously reported VAT return, send a corrective VAT return from Netvisor.
  • Utilize the instructions: Sending a corrective VAT return.

Integrations

Utilize decimal VAT rates also via the interface.

  • Note that Netvisor supports decimal VAT rates in the interface.

Ensure that the connected system produces a decimal VAT percentage.

  • Note that in material imported via the interface, the VAT percentage comes from another system.
  • Ensure that the connected system can produce a decimal VAT percentage for the material.

Create the VAT rate in Netvisor before importing material with the new VAT rate.

  • Ensure that the VAT rate to be imported with a decimal VAT percentage has been created in Netvisor.
  • If you want to import material with the new VAT rate before it has been added to Netvisor in advance, create the VAT rate yourself in Netvisor (see section Settings).

Rackbeat stock management

Ensure the correct VAT rate for open orders during the change.

  • Check from open orders that they have the correct VAT rate.

Manage the VAT rate in Rackbeat via product groups.

  • Update the product groups' tax rates manually in Rackbeat.
  • Alternatively, update the product groups' tax rates using an Excel file.

Instructions for different situations:

  • Order/Invoice is a draft:

    • Update the system with the new VAT rate.
    • Retrieve the product again on the order or invoice line so that the new tax rate is updated on the draft.
    • Note that the new VAT rate is not updated on the draft automatically.

  • Order is confirmed:

    • Note that the tax rate of a confirmed order line cannot be changed directly.
    • Reopen the order for editing.
    • Remove the old order line completely.
    • Add a new line with the correct VAT rate.

  • Order is delivered but not invoiced:

    • Note that if the order is made with the old tax rate and the products have already been delivered, the tax rate change no longer affects the invoice.
    • Note that the invoice is created with the original order line details, i.e. the old tax rate.


Scanner

Ensure that the new VAT 13.5% is visible in the Scanner application.

  • Note that for Scanner, the new VAT 13.5% update has been made for Android.
  • Note that for iOS, the update will take place in week 52.
  • Update the latest version of Scanner from the phone's app store.
  • Ensure that with the new version, the new VAT rate is visible in Scanner.

Payroll and travel

During the transition period, pay special attention to the VAT % of travel expense reports.

  • Ensure that the VAT % used on travel expense report lines corresponds to the receipt.
  • Note that by default, the lines show the "Current Finnish VAT rates" in the accounting settings.

Display all the company's VAT rates on the travel expense report line.

  • Use the small green arrow button next to the field.
  • Select all the company's VAT rates to be displayed from the arrow button.

Update the default VAT percentages of company-specific salary types during the transition period.

  • Open Payroll > Settings > Company-specific salary types.
  • Check the default VAT percentages set for salary types.
  • Update the default VAT percentage to the correct one during the transition period.
  • Utilize the instructions: Company-specific salary types.





Frequently asked questions

Question: How do I add a new decimal VAT rate in Netvisor?

  • Open Financial management > Settings > Accounting settings > Accounting and obligations settings > Tax rate management.
  • Create a new VAT rate in the Tax rate management view.

Question: How do I update the VAT rate of products in bulk?

  • Open Products > Product listing.
  • Select the products from the listing.
  • Open the bulk actions menu (white triangle) next to the "Add selected to process basket" button.
  • Select "Change selected products' tax rate" and define the old and new VAT rate.

Question: What should I do if a Sales invoice has been sent with the wrong VAT %?

  • Open the Sales invoice and select “Sales invoice actions > Create credit note”.
  • Send the credit note and create a new charge invoice with the correct VAT %.

Question: How do I check which VAT rates have been used on Sales invoices?

  • Open Sales > Reports > Invoice line report.
  • Display the VAT % column on the report and check the VAT rates per invoice line.

Question: Do I need to change the specification of accounts when the VAT rate changes?

  • As a rule, no, because the VAT identifier processed on the account is selected in the specification of accounts settings.
  • Entries are reported on the VAT calculation according to the VAT rate used when the VAT identifier and tax treatment (e.g. KOMY, domestic sales) are correct.

Question: How do I update the vendors' default VAT % in bulk?

  • Open Purchases > Vendors > Vendor listing.
  • Select the vendors from the list and select Actions > Update tax rate.
  • Define the old and new VAT rate and select "Update".

Question: How do I ensure that material imported via the interface uses the new VAT rate?

  • Create the new VAT rate in Netvisor in the Tax rate management view.
  • Ensure that the connected system produces a decimal VAT percentage for the material that corresponds to the VAT rate created in Netvisor.

Question: How do I proceed in contractual invoicing if the VAT rate has already been changed for a gross-priced product?

  • Update the product back to the old VAT rate.
  • Open Sales > Billing > Contractual invoicing and use the bulk function "Update net price for basket products".
  • Then change the product to the correct new VAT rate.

Question: How do I ensure the correct VAT % on travel expense reports during the transition period?

  • Check on each travel expense report line that the VAT % corresponds to the receipt information.
  • Use the green arrow button to display all the company's VAT rates and select the correct VAT rate.

Keywords

VAT rate, 13.5%, 14%, 25.5%, Netvisor, value added tax, tax rate, decimal VAT, products, product card, product listing, TEMP product, accounts receivable, Sales invoice, sales order, invoice line report, contractual invoicing, service basket, gross price, net price, advance payment, advance payment transaction, accounts payable, purchase invoice automations, vendors, vendor listing, tax rate update, bookkeeping, VAT identifier, KOMY, VAT calculation, corrective VAT return, integrations, interface, Rackbeat, stock management, Scanner, payroll, travel expense report, company-specific salary types, Current Finnish VAT rates, Tax Administration, transition period

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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