VAT Codes in Export Files in Expense

 How Do VAT Codes Work in Export Files?

VAT codes are used to clearly identify VAT handling in exported accounting data.

In Expense:

• 📊 VAT codes are linked to accounting accounts
• 📤 The VAT code is included in export files
• ✅ Accounting data is transferred correctly to the target system

👉 In Expense, VAT codes are also referred to as Export Codes.

Which Export Formats Support VAT Codes?

The following export formats support VAT codes:

• 📄 Axapta3
• 📄 Economic
• 📄 Excel5
• 📄 Excel6
• 📄 SAP
• 📄 SAP8
• 📄 SAP10
• 📄 SAP12

👉 Make sure you have selected an export format that supports VAT codes.

Enable VAT Codes

Step-by-Step

1. Navigate to Administration > Settings
2. Select Import & Export
3. Choose an export format that supports VAT codes
4. Click Save

✅ VAT codes can now be included in export files.

Assign VAT Codes in the Chart of Accounts

To include VAT codes in exports, they must be linked to accounts.

Step-by-Step

1. Navigate to Chart of Accounts > VAT
2. Define VAT codes based on the applicable VAT rates
3. Link each VAT code to the relevant account

👉 During accounting and export, the correct VAT code will automatically be included in the export file.

Define Different VAT Rates

In some situations, multiple VAT rates need to be handled separately.

Example

• 🍽️ Food → 12% VAT
• 🍷 Alcohol → 25% VAT

👉 This requires transactions to be posted to separate accounts.

Use Sub-Accounts for Different VAT Rates

To handle multiple VAT rates on the same receipt:

Step-by-Step

1. Create sub-accounts in the chart of accounts
2. Define the purpose of each account (for example, food or alcohol)
3. Assign the correct VAT code to each account

✅ This ensures correct VAT allocation in the export file.

What Happens When Using Cost Allocations?

When a receipt is split across multiple accounts:

• 📊 Each allocation is linked to the correct account
• 💰 The correct VAT code is applied
• 📤 The export file shows the correct VAT information per line

👉 This is particularly important for representation and entertainment expenses.

When Should You Use VAT Codes?

VAT codes are especially important when:

📊 Your ERP System Requires VAT Codes

Many accounting systems rely on VAT codes to automate VAT reporting.

🌍 You Work with Multiple VAT Rates

Different VAT percentages require separate handling.

📄 You Need Detailed Accounting Exports

VAT codes improve reporting accuracy and reduce manual work.

👉 VAT codes help ensure compliance and accurate VAT processing.

💡 Best Practice Tips

Use the Correct Export Format

• ⚙️ Verify that your selected export format supports VAT codes.
• ✅ Test the export settings before using them in production.

Always Link VAT Codes to Accounts

• 📊 Ensure each account has the correct VAT code assigned.
• ✅ Review VAT mappings regularly.

Test Before Going Live

• 📤 Generate a test export.
• ✅ Verify that VAT codes are transferred correctly into the target system.

👉 Proper setup helps prevent accounting and VAT reporting errors.

Frequently Asked Questions (FAQ)

What is a VAT code?

A VAT code identifies which VAT treatment applies to a transaction in the export file.

Why can't I see VAT codes in my export?

Verify that:

• The selected export format supports VAT codes
• A VAT code has been assigned to the relevant account

Can I use custom export formats?

Yes. The Create Custom Export Format feature can be enabled through Expense Support.

Summary

• 📊 VAT codes are used in accounting export files
• ⚙️ VAT codes are linked to accounts in the chart of accounts
• 📤 Supported export formats include SAP, Axapta, Economic, and Excel exports
• 💰 Different VAT rates can be handled using separate accounts and VAT codes
• ✅ Ensures accurate VAT reporting and accounting exports
• 🚀 Improve accounting integrations and VAT compliance with VAT codes in Expense