How to change your VAT settings User Guide

CONTENTS

Welcome

Add a new 5% VAT rate

Manually associate your new 5% VAT rate to existing products

Use Data Import Manager to associate your new 5% VAT rate to existing products

Welcome 

This guide has been specifically designed for customers in the Hospitality, Holiday accommodation and Attraction’s sectors. It assumes that only these customer sectors will have been affected by the recent government announcement to lower the standard VAT rate for Hospitality, Holiday accommodation and Attractions products from 20% to 5%. 

It assumes that all Hospitality, Holiday accommodation and Attractions customers will be required to create an additional 5% VAT rate in their Cybertill system. This new 5% VAT rate will then need to be applied to specific relevant products only within their existing product database. It assumes that all users have some experience of the Cybertill back office functionality including the Admin menu and that the user already has access to the Admin and the Value added tax set up menu. 

The guide highlights how to add a new hospitality 5% VAT rate and how to associate this new rate to your existing products. 

How to add a new 5% VAT rate 

• From the back office log on and then select the menu. 
• From the Admin menu select the ‘Value Added Tax Setup’ menu 

• You will then be presented with a screen that looks like similar to the one below listing your current VAT rates. 

 

• At the bottom of this screen there is a static menu with an option called ‘New’ 
• Click on the ‘New’ option to continue. 

 

• The screen will refresh and display a ‘New VAT Code’ menu which can be populated with the new 5% information. 

• Type a name into the ‘Name’ field to distinguish the VAT rate from others you have already set up. In this example we have chosen ‘Hospitality’ 
• The ‘Code’ field is optional however in this example we have assigned T1 which would normally be associated with a standard VAT rate. 
• Type 5.00 into the ‘Rate’ field. 

• Once you have entered these details select the ‘Save’ button at the bottom left of the screen 

• Once you have created your new 5% VAT rate you will now need to identify which of your current products will attract the 5% rate and assign this new rate to these products.  

How to manually associate your new 5% VAT rate to existing products. 

• There are two methods available to associate your new 5% VAT code to your existing products. Manually through the admin products and categories menu, or alternately as a data import job if you are a customer who has the data import manager module. 
• To manually apply the VAT rate change to existing products, select the ‘Admin ‘menu followed by ‘Products and Categories’. 

• Navigate through your categories until you see your required product. Click on the required product name to the left of the screen in your chosen category to continue. 

• The screen will refresh and open your product screen. Select the ‘View Product Options’ menu located at the very bottom of the screen in the static menu. 
• The screen will refresh and list all product options available for your product. 
• Click on the ‘Item Ref’ located to the left hand sie of the screen. 

• Select the dropdown menu to the right of the ‘VAT Code’ option and select your 5% rate from the list. In the example below, we have selected the Hospitality code. 

• Select the ‘Save’ button in the static menu at the bottom of the screen to continue and associate your existing product with its new 5% VAT rate. 
• If you already know your product item reference, then you can search for it using the search option to the top right of your Cybertill screen which will save you some time navigating through your various categories.  

• Type in R= and your item reference and the screen will highlight in blue any matching products. Click on the blue highlighted product to add to the search field then select the ‘arrow’ symbol to continue and take you to the product option screen.  

• You can now edit your VAT rate in the product option menu. 

How to use Data Import Manager to associate your new 5% VAT rate to existing products. 

• If you are a customer who uses the data import manager module then you can create a spreadsheet with a list of your specific item references which require the new 5% VAT rate assigning to them.  
• The spreadsheet will need to consist of two columns with an Item Reference header in the first column and the VAT rate description in the second header column as the example below demonstrates. 

• You now need to create a data import job to upload your spreadsheet. Select the ‘Admin’ menu followed by ‘Application tools’ and then select the ‘Data import manager’ menu. The screen will refresh and list all of your current data import jobs you have set up. 
• Select the ‘New’ option at the bottom of your screen to create a new data import job. 

• The screen will refresh and display the ‘Edit Update Job’ menu where you can begin creating the new VAT rate change data import job. 
• Type a name in the ‘Name’ field. In the example below, we have called this VAT Rate. 
• In the next field you can elect to type a description however this isn’t a mandatory field to complete. 
• The ‘Process Type’ field needs to be set as ‘Product’. 
• The ‘Process method’ field needs to be set as ‘Update Existing Data Only’. 
• The ‘Source filename’ field needs to reflect the name of the spreadsheet you have already created. In this example we have used Vatrate.csv. Please note you must include the ‘.csv’ after your filename. 
• You can leave the remaining two ‘source format’ and ‘Use headers’ fields as the defaults as displayed below and then select the ‘Save’ button at the bottom of the screen to continue. 

• You can now follow the normal steps to complete the creation of your data import job by editing the source and mapping the data. The example below highlights these two settings in this data import job example. 

• Once you have completed this section you will be able to run your data import VAT rate job   and update all of your existing products which you have referenced in your spreadsheet with your new 5% hospitality VAT rate. 

You have now reached the end of the necessary steps to make the changes. 

Your 5% VAT rate should now be available, and where applicable applied to your existing products. 

After these changes, any reports you run will use the VAT rate specific to each transaction, so the system will know which rate was used for each sale and reflect this in the report, even if the standard rate has been changed between when the sale was made and when you run the report. You don’t need to worry about the reports thinking the VAT rate was always 20%, it will handle the change without you needing to do anything more. 

For further information regarding the chancellor’s announcement please click on this link https://www.gov.uk/ 

If you require any further assistance please contact our Servicedesk on 0844 855 1600 or  [e-mail] 

How to change your VAT settings user guide - interactive guide