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Topic 2 of 7 · Settings

VAT Vendors

Some vendors always charge VAT, or never do. Add them under **VAT vendors** in Settings and their purchases take that setting before the receipt or the AI is asked. Only admins can see and change the list.

  1. Open Settings and expand VAT vendors.
  2. Type a vendor name on the empty line, or paste a list such as uber, amazon, deliveroo. Each name gets its own line, and the cursor moves to the line after them, ready for the next. Names already listed are skipped.
  3. Choose Included or Not included for each vendor. New lines start as Included.
  4. Select Save changes. Nothing is saved until you do, and Discard puts the list back as it was.

To change a vendor later, edit its name or VAT setting, or remove it with the bin, then save. Pressing Enter moves to the next line, and Backspace on an empty line removes it.

How names match:

  • A name matches when the vendor name contains it at the start of a word, ignoring capitals, accents and punctuation. "amazon" matches "Amazon UK", "AMAZON.CO.UK" and "PAYPAL *AMAZON"; "uber" matches "Uber Eats" but not "Tuberculosis Trust".
  • A name ending in a short word (three letters or fewer) must match whole words, so "BT" doesn't match "BTS Logistics" and "M&S" doesn't match "M Smith".
  • If two names match, the longer one wins, so you can add "uber eats" alongside "uber" with a different setting. If two equally long names match and disagree, neither applies.
  • Use Check a vendor name to see which line, if any, a vendor name would use.

What a match does:

  • Not included sets the purchase to no VAT.
  • Included sets the purchase to include VAT. If the receipt shows the VAT, or the bank export reported it, that amount is used; otherwise VAT is taken as one sixth of the charge (the standard 20% rate).
  • Included only applies to purchases in pounds. A purchase in another currency carries no UK VAT, so it is checked as usual.
  • A VAT change you make to an entry always comes first and is never overwritten.

Vendors apply to statement imports, statement and Table re-uploads, Add Entry (the Total includes VAT box, Autofill All, and asking the AI to check VAT again, which then says the vendor answered), and to rows of statements not yet saved to Tables the next time they are opened. Entries already in Tables keep their VAT, and what a document says stays as it was read. Hover over a statement row's ex-VAT amount to see which vendor set it.