Activate Automatic VAT Scanning in Expense
With Automatic VAT Scanning in Expense, the system can automatically read VAT amounts directly from receipts. This reduces manual work, speeds up the accounting process, and helps improve accuracy when processing expenses. By enabling this feature, Expense can suggest VAT amounts during posting, allowing users and administrators to work more efficiently while maintaining full control over the accounting process.
How Does Automatic VAT Scanning Work?
Expense can automatically scan and interpret receipt data in the app.
Benefits include:
- 📷 Automatic VAT recognition from receipts
- 📊 Suggested VAT amounts during accounting
- ✅ Faster and easier expense posting
👉 The feature is activated through the Chart of Accounts.
Activate VAT Scanning
Step-by-Step
- Navigate to Administration > Chart of Accounts
- Select the account you want to configure
- Change the VAT Code to Manual
- Click Save
✅ VAT amounts can now be interpreted automatically during accounting.
What Happens During Accounting?
Automatic VAT Suggestions
When using an account configured with a Manual VAT Code:
- 📊 VAT amounts are suggested automatically
- ✅ Expense populates the VAT field based on the receipt
- ✏️ You can edit the amount if necessary
👉 You maintain full control while saving time.
What If the VAT Amount Is Incorrect?
Adjust the VAT Manually
If the automatically interpreted VAT amount is not correct:
- ✏️ Edit the VAT amount manually
- ✅ Available to both users and administrators
👉 You are never locked into the system's suggested value.
Replace Representation Templates with VAT Scanning
You can simplify the handling of representation expenses by using VAT scanning instead of traditional representation templates.
Step-by-Step
- Navigate to Administration > Settings
- Disable Use Representation
- Navigate to Administration > Chart of Accounts
- Select the representation account
- Configure the account:
- 📝 Name (for example: Internal Meal)
- 📊 VAT Code = Manual
- ✅ Status = Active
✅ The account is now ready to use with automatic VAT scanning.
Add Mandatory Questions Using Accounting Text
For representation expenses, you can still collect required information by using Accounting Text.
Step-by-Step
- Open the Accounting Text tab
- Add the required questions, such as:
- 👥 Participants
- 🎯 Purpose
- 🏢 Company Name
✅ The information is collected directly when the expense is registered.
What Happens After Activation?
Once VAT scanning has been enabled:
- 📷 VAT is automatically read from receipts
- 📊 Accounting becomes faster
- ✅ Less manual input is required
👉 This creates a more automated workflow.
When Should You Use VAT Scanning?
This feature is especially useful when:
- 📊 Large volumes of receipts are processed
- 🍽️ Representation expenses are common
- ⏱️ You want to streamline accounting processes
💡 Best Practice Tips
Configure Relevant Accounts Correctly
- ✅ Use Manual VAT Code on applicable accounts
- 📊 Review automatically interpreted VAT amounts
- 🔄 Combine with a well-structured Chart of Accounts
- 📝 Add Accounting Text fields where additional information is required
👉 This provides the best balance between automation and control.
Frequently Asked Questions (FAQ)
When is VAT interpreted automatically?
VAT is interpreted automatically when you use accounts configured with a Manual VAT Code.
Can I change the VAT amount?
Yes. The VAT amount can always be adjusted manually.
Do I still need representation templates?
No. Representation templates can be replaced by combining dedicated accounts with Accounting Text fields.
Summary
- 📷 Automatic VAT Scanning saves time
- 📊 Activated by setting the VAT Code to Manual
- ✅ Automatically suggests VAT amounts from receipts
- 🍽️ Can replace traditional representation templates
- 📝 Use Accounting Text to collect required representation information
- 🚀 Makes accounting faster, easier, and more automated