When you add receipts to Bezala, Bezala's AI will automatically attempt to detect the VAT percentage and the country of purchase. If the purchase was made abroad, it will be assigned either a "Purchases Abroad (EU)" or "Purchases Abroad (Non-EU)" VAT percentage. This only works if the purchase type selected for the receipt does not have a default VAT, so we recommend removing default VAT settings especially from purchase types used for foreign purchases.
In cases where the VAT should be something other than what was detected from the receipt image – such as entertainment expenses – we recommend using the travel policy agent, which can automatically correct VAT selections based on the instructions it has been given.
By mapping VAT percentages to VAT codes, you can automate VAT code assignment and significantly reduce the manual work involved in VAT handling.
The mapping can be implemented in two different ways:
Company-wide mapping
Purchase type specific mapping
We recommend primarily using company-wide mappings and only adding purchase type specific mappings for exceptions. Purchase type mappings override company-wide settings.
If you have already added expense type-specific mappings and they are identical across all expense types, we recommend removing them and replacing them with company-level mappings.
You will need at least Manager-level permissions for these setting modification.
Company-wide mapping
Go VAT related settings found in the following path Company settings -> Basic settings -> Expense forms -> VAT
Activate "Show VAT codes to accountants" setting
Map VAT percentages to VAT codes
Save changes
Purchase type specific mapping
Edit Purchase type from Accounts page
Map VAT percentages to VAT codes
How VAT code is selected to the receipts after mapping
When a user selects the purchase type and VAT for the expense, the mapped VAT code is selected automatically.
Note that users without Accountant role don't see the code. However, the VAT code is still selected to the receipts.
How to add VAT codes
Not all the integrations fetch VAT codes from accounting automatically (only Netvisor and Procountor do). If you are using other integrations, you can add the VAT codes to Bezala manually:
Go VAT related settings found in the following path Company settings -> Basic settings -> Expense forms -> VAT
Activate "Show VAT codes to accountants" setting
Open "VAT Codes" tab and choose "Add VAT Code" button
Fill in VAT Code UI-name (title) and VAT Code Identifier (value)*
Remember to click "Save" in the lower right-hand corner.
*VAT value is sent to accounting. If you're using Spreadsheet accounting batches, you also have to ask us to add VAT Code column to Spreadsheet template.
Custom VAT percentages (%)
Go VAT related settings found in the following path Company settings -> Basic settings -> Expense forms
Activate "Setup own VATs"
Open "VATs" tab and choose "+Add VAT"
Fill in VAT name (this will be shown on the receipt form) and VAT value (i.e. 0.14. 0.255 etc).
Remember to click "Save" in the lower right-hand corner.
In the example above the first VAT name is "Purchase Abroad, EU".