VAT in the Tripletex integration

VAT in the Tripletex integration

This article explains how VAT is handled when accounting data is exported from Telaris to Tripletex.

The most important thing to understand is that Telaris does not send the VAT rate or VAT code directly to Tripletex. VAT is controlled by the account used in Tripletex.

TABLE OF CONTENTS

• VAT in the Tripletex integration
• Introduction to VAT handling
• Overview of the VAT flow
  • VAT is controlled by the account in Tripletex
  • The difference between account and VAT type
  • How Telaris chooses the account
  • Zero-VAT account
  • The wrong account gives the wrong VAT
• Troubleshooting and common errors

Introduction to VAT handling

When invoices, credit notes, or vouchers are exported from Telaris to Tripletex, each posting must be booked with the correct account and the correct VAT handling.

In the Tripletex integration, it is the account in Tripletex that determines the VAT handling.

So Telaris does not send a separate VAT rate or VAT code to Tripletex. Instead, Telaris looks up the account in Tripletex, and Tripletex uses the VAT type configured on that account.

Tip: If VAT is wrong in Tripletex, you should first check the account that is used, not the invoice itself.

Overview of the VAT flow

VAT handling is controlled through the interplay between the product class in Telaris, the account number, and the VAT type on the account in Tripletex.

Guide: Product class

VAT is controlled by the account in Tripletex

When an invoice line is exported, Telaris first finds which account to use.

The account is normally taken from the product class in Telaris.

Telaris then looks up the same account number in Tripletex's chart of accounts.

When the account exists in Tripletex, the VAT type configured on that account is used.

Example:

• The product class in Telaris uses account 3000

• Account 3000 exists in Tripletex

• Account 3000 in Tripletex has a VAT type for outgoing VAT at the high rate

• The posting then gets VAT based on this VAT type

NOTE: Telaris does not send the VAT code or VAT rate directly. VAT is inherited from the account in Tripletex.

The difference between account and VAT type

It is important to distinguish between account and VAT type.

Accountdetermines where the posting is booked in the accounts, for example sales revenue or VAT-exempt sales.

VAT typeis a setting on the account in Tripletex that determines how VAT is handled.

A VAT type in Tripletex determines, among other things:

• VAT code

• VAT rate

• How VAT is booked

This means two accounts can have different VAT handling even if they are used for similar sales types.

NOTE: A wrong VAT type on the account in Tripletex gives wrong VAT on the posting, even if the invoice in Telaris looks correct.

How Telaris chooses the account

Telaris chooses the account based on the setup on the product class.

Normally, the sales account set on the product class is used.

In some cases, other accounts can be used:

• The zero-VAT account is used when the VAT percentage is 0

• A partner or factoring account can be used for special partner setups

• A purchase account can be used for negative sales lines when the product class is set up for this

The account chosen in Telaris must exist with the same account number in Tripletex.

Tip: For VAT errors, you should check both the product class in Telaris and the VAT type on the account in Tripletex.

Zero-VAT account

Product classes can have a separate account for lines without VAT.

This is often called the zero-VAT account.

When an invoice line has 0% VAT, Telaris can use the zero-VAT account instead of the normal sales account.

This ensures the line is booked on an account in Tripletex that has the correct VAT type for 0% VAT.

For this to work:

• the zero-VAT account must be set on the product class in Telaris

• the same account number must exist in Tripletex

• the account in Tripletex must have the correct VAT type for 0% VAT

NOTE: If the zero-VAT account is missing or has the wrong VAT type in Tripletex, 0% lines can be booked incorrectly.

The wrong account gives the wrong VAT

Since VAT is inherited from the account in Tripletex, the wrong account will often give the wrong VAT.

Examples:

• A product uses the normal sales account but should have used the zero-VAT account

• The account exists in Tripletex but has the wrong VAT type

• The product class points to the wrong account

• A negative line uses a purchase account with the wrong VAT setup

In such cases, the error must normally be fixed in the account setup, not on the invoice itself.

NOTE: Correct VAT in Tripletex requires that both the Telaris account and the Tripletex account's VAT type are set up correctly.

Troubleshooting and common errors

If VAT is wrong in Tripletex, you should check the following:

• Which product class the invoice line uses

• Which account the product class points to

• Whether the account exists in Tripletex

• Which VAT type the account has in Tripletex

• Whether the zero-VAT account is set for 0% VAT

Typical errors:

• Account is missing in Tripletex:the account number from Telaris does not exist in Tripletex's chart of accounts.

• Wrong VAT on the invoice:the account in Tripletex has the wrong VAT type.

• 0% line gets wrong VAT:the zero-VAT account is missing or incorrectly configured.

• Export fails:the product class points to an account that does not exist in Tripletex.

In short:

• Telaris chooses the account

• The Tripletex account determines VAT

• The VAT type must be correct on the account in Tripletex

Tip: For VAT discrepancies, you should first find the account used on the posting, and then check the VAT type on that account in Tripletex.