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VAT Mappings

Updated

1. Purpose of VAT mappings

VAT mappings link a VAT code to a VAT group, country of origin, invoice type and percentage. This ensures that invoices always receive the correct VAT code when exported to the ERP.

During invoice processing, ISPnext automatically searches for the corresponding mapping and fills in the VAT code. This prevents manual corrections and ensures that the invoice export aligns seamlessly with the ERP configuration.

2. Access and permissions

The VAT mappings menu option is only visible to users with the invoice:can_edit_vat_mappings permission. Without this permission, the menu is not available.

Contact the application administrator to request or assign this permission. The permission can be configured both generically and for specific companies.

2.1 Navigation

Go to: Setup → AP Automation → VAT mappings

3. Functionality overview

3.1 VAT mappings overview

The overview displays all existing VAT mappings. The following columns are available:

ColumnDescription
StatusIndicates whether the mapping is active
WeightThe priority of the mapping; a higher value means a higher priority
CompanyThe company to which the mapping applies (blank = valid for all companies)
VAT groupThe VAT group to which the mapping applies
Country of originThe country from which the goods or services are supplied
Invoice typeThe type of invoice to which the mapping applies: Irrelevant, Cost invoices or Purchase order invoices
PercentageThe VAT percentage to which the mapping applies
Reverse charge VATIndicates whether reverse charge VAT applies: Yes, No or Irrelevant
VAT codeThe VAT code applied during invoice processing

Click a row to open the details page.

ℹ️
Info
The values in the VAT group and VAT code fields can be entered freely, but must correspond to the VAT groups and VAT codes already configured in the application. The mapping will not work if an incorrect value is entered.

4. Creating a VAT mapping

4.1 Navigation

Go to: Setup → AP Automation → VAT mappings

4.2 Steps

1. Open the form

Click the + Add button at the bottom of the overview.

2. Complete the fields

  • Company - enter the company code or leave blank to apply the mapping to all companies.
  • VAT group - enter the VAT group. This must correspond to an existing VAT group in the application.
  • Country of origin - enter the country of origin or leave blank if the mapping applies to all countries.
  • Invoice type - select the invoice type: Irrelevant, Cost invoices or Purchase order invoices.
  • Percentage - enter the VAT percentage (e.g. 21 or 9).
  • Reverse charge VAT - select Yes, No or Irrelevant.
  • VAT code - enter the VAT code. This must correspond to an existing VAT code in the application.
  • Weight - enter a weight to determine the priority of the mapping. A higher value takes precedence.

3. Save

Click Save. The new mapping is immediately active for the next invoice processing.

5. Editing or deactivating a VAT mapping

5.1 Editing

Click the relevant row in the overview. Amend the desired fields on the details page and click Save. Every change is automatically recorded in the audit log, including who made the change and when.

5.2 Deactivating

To temporarily take a mapping out of use without deleting it:

  1. Click the row in the overview.
  2. Set the Status toggle to inactive.
  3. Click Save.

The mapping remains visible in the overview but is no longer applied during invoice processing.

5.3 Bulk actions

You can activate or deactivate multiple mappings at the same time via the overview. Select the desired rows using the checkboxes and use the Actions button.

6. Importing and exporting via Excel

Import and export functions are available via the toolbar at the top of the overview for managing VAT mappings in bulk.

6.1 Exporting

Go to: Setup → AP Automation → VAT mappings

Two export options are available:

  • Export to Excel - exports the overview as a readable Excel file.
  • Download in import format - downloads an .xlsx file in the import format. Use this file as a template for a new import.

6.2 Importing

1. Prepare the file

Amend the file downloaded via Download in import format or fill it in with the new mappings. Keep the column order and naming unchanged.

2. Upload the file

Click Upload and select the .xlsx file.

3. Confirm the upload

ISPnext processes the file and displays a summary of created and updated mappings.

⚠️
Please note
Always use the file from Download in import format as a template. A file exported via Export to Excel is not suitable as an import file.

7. Best practices

  • Use Download in import format when you want to create or amend a large number of mappings at the same time.
  • Always check that the entered VAT group and VAT code correspond to existing values in the application; otherwise, the mapping will not work.
  • Use the weight to determine the priority between mappings when multiple mappings may apply to the same invoice.
  • Deactivate a mapping instead of deleting it, so that the history remains visible.
  • After an import, check that all mappings have been created correctly via the overview.

8. Summary

  • VAT mappings determine which VAT code is applied based on the VAT group, country of origin, invoice type, percentage and reverse charge VAT.
  • Mappings can be managed by customers via the invoice:can_edit_vat_mappings permission.
  • The weight determines the priority when multiple mappings apply.
  • Management is possible via the overview (adding, editing, deactivating) and via Excel import for bulk changes.
  • Every change is recorded in the audit log.

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