Open Admin > Settings > Tax in the Finance group. These settings determine VAT invoices, credit notes and tax figures in payment reports.
Who can change tax settings#
Staff who can manage payments, by default owners and managers, can record changes. Staff who can only view payments see View only. Owners can use the quick status buttons, and their role is recorded on save. Other staff use Business tax profile and choose a Source. Recording a change needs your own role: Naayya support cannot do it while helping your business.
Prices and VAT#
Prices include tax by default. On your first VAT registered profile, choose Tax included in prices or VAT added on top of prices. Contact Naayya to change it after saving.
Consumer prices in the EU usually must include VAT. Choose VAT added on top only if you sell mainly to businesses. Installment programs cannot use it, and you cannot switch while one is on sale.
What tax is called#
Your billing country sets the label on prices, receipts, invoices and the tax ID field. The EU, UK and Switzerland use VAT, the US uses sales tax, Canada uses GST/HST and Australia uses GST. The tax ID can be VAT number, EIN, Business Number or ABN. Australia uses Tax invoice. The US and Canada use Invoice.
Before you start#
Complete your legal name, address, country and VAT number in Admin > Settings > Billing. Luxembourg full invoices require the supplier's legal name, complete address and VAT number.
If Seller identity is incomplete appears, add the listed fields in Billing before issuing an invoice. Correct any affected invoice with a credit note and reissue it.
Record your VAT status#
You can keep selling with No tax status recorded yet. Recording a status turns on per-rate reporting and VAT invoices.
If your business does not charge VAT, owners and accountants can choose Not VAT registered or Under the VAT threshold. VAT-registered businesses add their own rates in Business tax profile. A VAT number alone does not decide status, including for businesses using the small-business exemption.
Business tax profile#
- Choose Registration status. Its label uses your country's tax name.
- For VAT registered, check the country and VAT number from Billing. Not set means a value is missing and Checked means Billing verified the number. Use Change them in Billing to edit either value. Review Prices.
- For VAT registered, under Rates, select Add rate for each rate. Add a name of up to 80 characters and a percentage from 0 to 100 with up to two decimal places. Naayya creates the ID and keeps it when you rename a rate.
- Set Applies from to now or a past effective date. Managers choose Owner, Accountant, or Imported fact as Source.
- Select Save tax profile when it appears. Each save makes a new version. Saving a non-registered status clears current rates and keeps earlier versions.
VAT registration is available for countries where businesses can sign up. If no country is set, add it in Billing. If the country is unsupported, the other statuses still save.
Invoices keep using a VAT number saved in an older profile until you take the current Billing values. When the old number or country differs, select Save tax profile even without other edits. New invoices then use Billing's VAT number.
Invoice numbering#
Before issuing the first numbered invoice or credit note, set Prefix and First number, then select Save numbering. Both document types share one business-wide sequence with no gaps.
- Use up to 30 letters, numbers, slashes, dashes or underscores. Start with a letter or number.
- Start at 1 or after your previous system's last invoice. The preview shows six digits after the prefix, such as INV-000001.
The section appears when you choose VAT registered, or after the business has issued a numbered document. Numbering locks after the first document and the page shows the next number. Correct an invoice with a credit note and reissue it.
Locations#
All locations use the business tax profile. Contact support if you need per-location settings.
Change history#
Review each version, its source, effective and save dates, and who saved it when visible to you. History cannot be edited or removed. Save a new version to make a change.
Tax on products#
When a product has a tax treatment and your tax settings are recorded, its sale gets a numbered VAT invoice and appears in Payments tax figures. See Record Offline Payments and Invoice vs Receipt.
Troubleshooting#
If VAT registration or seller details are missing, check your billing details and return to the tax profile. Put the name, address and country under Business details and the VAT number in its own card.
If a control is missing, check when Invoice numbering appears and when Prices can change.
A customer sees "The tax for this purchase could not be worked out"#
Checkout could not read the tax settings. Nothing was charged. Ask the customer to try again, and contact support if it persists.