List of topics
- prerequisites
- introduction
- basic configuration
- tax creation
- configuration for automatic payment-receipts
- advanced configuration: user cases
- example 1: tax management in case of different service providers
- example 2: multiple branches, each with its document template linked with a tax
1. Prerequisites
Before reading this manual it is advisable to know how to create document templates and to have a clear understanding of tax management within the business.
2. Introduction
With SPORTRICK it is MANDATORY to create taxes to associate with the items on sale.
If items are tax free it will be necessary to create a tax called "tax free" with a rate = 0%
You will notice that there are two sections:
- taxes: this is where taxes are created and where their rate is configured
- advanced management: this is where documents can be linked with a tax and where advanced tax management can be configured
3. Basic Configuration
Tax Creation
To create a new tax click on Settings -> Taxes -> Add Tax
- Code: code/name of the tax (visible during payments)
- Description: notes about the tax or short description (optional)
- Percentage: % rate of the tax for VAT management
- Fixed Value: value to add to the final price (or deduct, if preceded by a -). If it is not needed, leave 0
Then save.
Please note that once a tax has been created it cannot be deleted. It can be disregarded just by avoiding to link it with items on sale.
Configuration for Automatic Payment-Receipts
It is mandatory to associate a document template to each tax to speed up payment procedures, since the system will automatically issue the specified document template every time an item associated with a specific tax is sold.
After the creation of each tax, click on Advanced Management and click on Edit
click again on Edit in order to link the tax with the required document template for each procedure, please select the template accordingly:
- standard: automatically issued after every Front-Office payment (at the reception)
- automatic: automatically issued for:
- automatic recurring payments (SEPA/Credit Card)
- payments via the E-Commerce
- wallet: automatically issued for payments using the credit in the client's e-wallet
- credit note: automatically issued for refunds/invoice cancellation. Please note that is it necessary to activate the corresponding option in the details of the document template in order to use it as a credit note (Settings -> Document Templates -> Settings -> tick the Credit Note box and save the changes)
- outstanding payments: automatically issued in case of unpaid amounts (only for SEPA payments)
If the fiscal cash register is compatible with SPORTRICK (please check the list of compatible cash registers in the manual), it will be possible to choose the corresponding department to register the sale of items associated with the current tax (and therefore print automatic receipts). This field is very important, since a wrong configuration can cause problems during the printing of the receipt.
Click on OK to save the changes.
4. Advanced Configuration: User Cases
Example 1: Tax Management in case of Different Service Providers
If a facility is used by different service providers, each with a different business name, it will be necessary to create a tax and a document template for each business. Example: within the same club, a sports association manages the swimming pool, another business manges the gym and a physiotherapist works as self employed.
The table below shows two examples with the steps for configuration:
all the services are taxed at 20% |
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according to the service, the VAT can be 20% or 0% (exempt from VAT) |
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To differentiate earnings, it is possible to create a report that can filter them by document template. Please refer to the manual about reports.
Example 2: multiple branches, each with its document template linked with a tax
First of all it is very important to create in each branch the necessary document template/s and its/their numerator.
After doing so, it will be necessary to create one or more taxes following the instructions below:
- pick a branch and click on Settings -> Taxes to create a tax by clicking on Add
- specify the name and value (e.g. VAT, TAX FREE...). This tax/these taxes will automatically appear in all other branches
- click on Advanced Management and then on Edit
- insert all the other branches and click on Save. Repeat step 3 and 4 in case of more than one tax
- click again on Advanced Management and click on Edit. Then click on Edit again
- in the "standard" field, select the document template that will be issued every time an item with this tax is sold from this branch
- if there are more than one tax, repeat the steps starting from step 5
- once everything has been configured, taxes must be configured in the other branches as well. Change branch and click on Settings -> Taxes -> Advanced Management -> Edit -> Add
- tick the "already included" box, type 100% as distribution and then select the necessary document template in the standard field. Then click on OK
- repeat the procedure from step 8 in case of more than one tax and then follow it to finish the tax configuration of all other branches.