Use Admin > Settings > Tax to tell Naayya your business's VAT status and the rates you charge. Naayya uses these settings for VAT invoices, credit notes, and the tax figures in your payment reports. You find the page in the Payments section of Settings, next to Get Paid.
Naayya stores what you enter here. It does not choose, recommend, or check a tax rate, exemption, or registration status. Confirm each choice with your accountant or tax adviser before you record it.
Who can change tax settings#
Owners, managers, accountants, and Naayya administrators can record changes. Other staff see the page as View only.
The one-click status buttons in the section below are for owners and accountants. Managers use the full form in Business tax profile.
Prices include tax#
Every business enters prices with tax included. The price a customer sees is the price they pay, and the VAT is part of that amount. Price behavior shows Tax included in prices, and you cannot change it.
Adding VAT on top of prices is not offered yet. Naayya will turn it on later, after the Naayya and Naayya POS apps that support it are available. Until then, enter every price as the full amount the customer pays.
If you record a VAT-registered profile now, your prices stay tax included unless Naayya changes that later.
Before you start#
Complete your legal name, address, and VAT number in Admin > Settings > Billing. See Billing Details. Luxembourg full invoices require the supplier's legal name, complete address, and VAT number.
If any of these are missing, Tax shows Seller identity is incomplete and lists the missing fields. Add the VAT number and tax country on the Tax page, and add the legal name and address in Billing. Do this before the first invoice is issued. After that, correct an affected invoice with a credit note, then reissue it.
Record your VAT status#
A business with no tax status recorded sees No tax status recorded yet. Nothing is blocked: you can keep selling. Recording a status is what turns on per-rate reporting and VAT invoices.
If your business does not charge VAT, owners and accountants can record that in one click:
- Not VAT registered
- Under the VAT threshold (franchise / small business)
If your business is VAT registered and charges VAT, use Business tax profile below. That status needs your own list of rates, which Naayya cannot supply.
A VAT number on file does not decide your status. A business that uses the small-business exemption can hold one too.
Business tax profile#
Business tax profile is the profile Naayya uses for the whole business. Each time you save, Naayya records a complete new version.
- Go to Admin > Settings > Tax.
- Under Business tax profile, choose the Registration status: Not registered, Franchise / exempt, or Standard.
- Enter the VAT number if you have one, and the Tax country as a two-letter code, such as LU.
- For Standard, add each rate you charge under Configured rates: select Add manual rate, then enter a Rate ID, a Label, the Rate %, and an optional Bookkeeping code.
- Optionally enter a Sales account code and a Tax payable account code for your bookkeeping.
- Set Effective from to now or a past date and time. You cannot schedule a future date.
- Choose the Source of the information: Owner, Accountant, or Imported fact.
- Select Record business version.
Keep these limits in mind:
- Standard is available only for a tax country where Naayya has a rule pack. Today that is Luxembourg (LU). For any other country the Standard option is unavailable and the page says so. Not registered and Franchise / exempt still save normally.
- Rule pack identifier is filled in from your tax country. You do not enter it.
- Configured rates is a register you keep yourself. Naayya does not suggest or select a rate.
- Each rate needs a unique lowercase Rate ID (letters, numbers, hyphens, or underscores), a label of up to 80 characters, and a percentage from 0 to 100 with at most two decimal places.
Invoice numbering#
VAT invoices and credit notes share one business-wide sequence with no gaps. Set the Document prefix and Start value, then select Save fiscal numbering.
Once the first fiscal document is issued, the numbering is locked. Correct a locked invoice with a credit note, then reissue it.
Locations#
Under Location inheritance, choose a location and select Override on any field that should differ from the business profile, then select Record location version. A location cannot have its own price behavior.
Location overrides are recorded and kept in the history, but checkout and Point of Sale still use the business profile.
Change history#
Change history lists every version with its source, when it took effect, and when it was recorded. Versions are never edited or removed. To change a setting, record a new version.
Tax on products#
Prices and taxes follow this page. When a product has a tax treatment and your tax settings are recorded, its sales get a numbered VAT invoice and count in the tax figures of the Payments report. See Record Offline Payments for sales your business takes itself, and Invoice vs Receipt for the documents customers see.
Troubleshooting#
I cannot choose Standard#
Standard needs a tax country with a Naayya rule pack. Check that the Tax country is entered. If Naayya does not support your country yet, the page names it and you can record Not registered or Franchise / exempt instead.
The save says seller identity is incomplete#
Add the missing fields shown in the message. The VAT number and tax country go on the Tax page. The legal name and address go in Admin > Settings > Billing.
I cannot find a way to add VAT on top of prices#
That option is not offered yet. Enter prices with tax included. Naayya will turn on VAT on top of prices later.
A customer sees "The tax for this purchase could not be worked out"#
Checkout could not read your tax settings. Ask the customer to try again in a moment. Nothing is charged when this message appears. If it keeps happening, contact Naayya support.