Automatic VAT Receipts

Modified on Tue, 10 Dec, 2024 at 2:58 PM

Capture Expense offers Automatic VAT Receipt Management to streamline mileage claims and maximise VAT recovery. This guide explains how to configure and use the feature effectively.

Why Use Automatic VAT Receipt Management?

Managing VAT receipts for mileage claims can be tedious. This feature simplifies the process by automatically applying VAT receipts to mileage expenses, reducing manual tracking and ensuring compliance.

Setting Up VAT Receipts for Mileage Categories

If you are an admin user you will need to set up the ability to use our VAT Receipts feature. To enable VAT receipt management for mileage claims, follow these steps:

Step 1: Go to Setup:

Navigate to Setup > Categories in your Capture Expense account.

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Step 2: Locate Your Mileage Category:

Scroll to find your Mileage Category and click Edit.

Step 3: Select a VAT Rate:

Ensure a default VAT Rate and Allow user to change VAT are selected. This allows the system to apply the VAT component automatically to mileage expenses.

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Using the Automatic VAT Receipt Feature

This feature simplifies mileage expense claims by automatically applying VAT from uploaded fuel receipts to future claims until the receipt is fully utilised. This ensures accurate VAT recovery without manual tracking or repeated uploads.

Step 1: Add a New Mileage Expense

Enter a new mileage expense and upload a VAT-inclusive petrol receipt.
Save the expense.
If the VAT from this receipt isn’t fully used, the remaining balance will be tracked for future claims.

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Step 2: Submit Another Mileage Expense

For subsequent mileage claims, there’s no need to upload a new receipt if the previous one has unused VAT.
Simply complete the expense details and click Continue.
The system will automatically apply the remaining VAT balance from the original receipt to the new claim.

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