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 Finance group 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, and accountants 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 and VAT#
By default, prices include tax: the price a customer sees is the price they pay, and any VAT is part of that amount.
Price behavior appears only when the registration status is Standard, because only a VAT-registered business charges VAT. There you choose Tax included in prices or VAT added on top of prices. You choose once, with your first Standard profile. After that, contact Naayya to change it.
In the EU, prices shown to consumers usually must include VAT. Choose VAT added on top of prices only if you sell mainly to businesses. Installment programs can't be sold with VAT added on top yet, and you can't switch to VAT added on top while one is on sale.
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 on a Standard profile, 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
If your business is VAT registered and charges VAT, fill in Business tax profile with your own rates. Naayya cannot supply them.
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 first section on the page. Naayya uses it for the whole business and every location. 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.
- For Standard, choose the Price behavior. See Prices and VAT.
- Enter the VAT number if you have one, and the Tax country as a two-letter code, such as CH, DE, FR, or NL.
- 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 Save tax profile. The button appears once you change something in the section.
Keep these limits in mind:
- Standard is available for every country where a business can sign up for Naayya. 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 appears for Standard and 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.
VAT number check#
After you save, Naayya checks the VAT number on your business tax profile and shows the result under the VAT number field:
- Verified with the EU VAT register (VIES). The EU register lists the number as valid.
- The format and check digits are valid. For Swiss and UK numbers, Naayya checks the format and check digits only. It does not look the number up in a government register.
- If the EU register, the format, or the check digits reject the number, the page says why. Check the number with your accountant.
- If the EU register does not answer, the page says it could not check the number right now. Naayya checks again the next time you open the page.
The check never stops you from saving, and it does not decide your registration status. For a country without a check, the page says so.
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 numbering. The button appears once you change either value.
Once the first fiscal document is issued, the numbering is locked and can't change. Correct an invoice with a credit note, then reissue it.
Locations#
Every location uses the business tax profile. Tax settings can't be set per location. If you need that, let Naayya support know so we can consider it.
Change history#
Change history lists every saved version with its source, when it applies from, when it was saved, and who saved it when you can see that person. Versions are never edited or removed. To change a setting, save 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 where a business can sign up for Naayya. Check that the Tax country is entered as a two-letter code. 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 details are 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#
Price behavior appears only for the Standard status. If your business already saved a Standard profile, the choice is set. Contact Naayya to change it.
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.