Configuring VAT

Objective

After completing this lesson, you will be able to configure VAT.

Path the Access VAT Configuration

To begin the process of activating VAT tracking, navigate to the Taxation - VAT Tracking page.

In the Product list, choose Expense. Under the Capture Spending section, select the VAT tab, and then choose Fix.

This takes you to the VAT Tracking page where you can manage VAT settings.

A screenshot of the SAP Concur Settings page under the Expense Settings section. The page is titled Capturing Spend and includes five sections: Custom Fields, Expense Types for Expenses, Payment Types, VAT (highlighted in yellow), and Mileage.

Note

Once the Value-Added Tax (VAT) is enabled for all countries and regions, the Fix button will be replaced by the Edit button to access the VAT Tracking page.

How to Activate VAT Tracking

Activating VAT tracking in Concur Expense involves several key steps to ensure that all relevant expenses are tracked and categorized correctly for VAT purposes.

Follow these steps to activate VAT tracking. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available at th end to reinforce what you've learned and provide a quick recap.

Steps

  1. On the VAT Tracking page, you will see a list of one or more available tax authorities. Select the tax authority relevant for your country or region. This step is crucial as it determines the tax rules and rates that will be applied to expenses. Ensure that the selected tax authority matches your company's VAT tracking requirements.

    A screenshot of the Taxation - VAT Tracking configuration page in Concur Expense. At the top, there is a highlighted warning box titled Incomplete Setup, indicating that Value Added Tax (VAT) has not been enabled for all countries/regions or there are reclaim codes missing from some expense types and reclaim conditions. The message offers options to Show me how to do this or to hide the message. Below the warning box, the title Taxation - VAT Tracking is shown, followed by instructions: If you want Concur to calculate value-added tax, select the country/region and click Activate. If you created a custom expense type, click View and modify a tax group to include that expense type. To the right, there are buttons for Activate and Deactivate. Below is a table listing VAT details for Country/Region and Tax Authority. The table has columns for Country/Region, Tax Authority, Province, Rate Type, Tax Rate, Tax Groups, and Active. The country listed is United Kingdom, with the tax authority also being United Kingdom. The table includes various VAT rates such as Exempt/Zero, Standard, and several specific codes (e.g., GB Petrol - 1, GB Petrol - 4), each with a corresponding tax rate of 0% or 20%. The Tax Groups column has a View link, and the Active status is marked as Inactive. The table is highlighted with an orange box for emphasis.

  2. Once you selected the appropriate tax authority, choose Activate. This will enable VAT tracking for the selected tax authority.

    A screenshot of the Taxation - VAT Tracking configuration page in Concur Expense. At the top, the title Taxation - VAT Tracking is shown, followed by instructions: If you want Concur to calculate value added tax, select the country/region and click Activate. If you created a custom expense type, click View and modify a tax group to include that expense type. To the right of the instructions are buttons for Activate (highlighted in yellow) and Deactivate. Below is a table that lists VAT details. The columns in the table are labeled Country/Region, Tax Authority, Province, Rate Type, Tax Rate, Tax Groups, and Active. The table contains a single entry for the United Kingdom under the Country/Region and Tax Authority columns. The Rate Type column includes various VAT rates such as Exempt/Zero, Standard, and several specific codes (e.g., GB Petrol - 1, GB Petrol - 4), each with a corresponding tax rate of 0% or 20%. The Tax Groups column has a View link, and the Active column status is marked as Inactive. The entire table is highlighted with a blue background for emphasis.

  3. A pop-up message appears. Choose OK to confirm you want to activate VAT for the tax authority selected.

    A screenshot of a confirmation dialog box titled Confirm Activation of Tax Authorities in Concur Expense. The message within the dialog box states: By activating a tax authority you are confirming that the information for the tax authority is correct. Your company's use of the default expense types may not be typical, and you should always review the tax rates and groups with your tax advisors prior to activation. Once you activate the tax authority, you can move expense types to the best tax group available to suit your needs. The tax groups may be viewed by cancelling activation and selecting View for the tax authority. Below the main message, there is a legal disclaimer in smaller text: Legal Disclaimer: The information contained in this Taxation section of the Concur Site is not offered as tax advice on any specific issue or matter and should not be taken as such. Furthermore, the information contained herein may not be applicable to or suitable for your specific circumstances or needs and may require consideration of other matters. Concur disclaims all liability to any person in respect of anything done or omitted to be done wholly or in part in reliance on the information contained herein. Tax laws and regulations change frequently and the application of such laws and regulations can vary widely based upon specific facts and circumstances involved. You are encouraged to consult with your own professional tax advisors concerning your specific tax circumstances. Concur disclaims any responsibility for the accuracy or adequacy of any positions taken by you in your tax returns. All users of the Concur service are responsible for verifying that the correct information has been entered into the Concur service. At the bottom of the dialog box are two buttons: OK and Cancel, with the OK button highlighted in yellow.

  4. Once you activate the configuration, you can deactivate the VAT configuration at any time by selecting the Deactivate button, but this should be done with caution as it may affect the tax reporting.

    A screenshot of the Taxation - VAT Tracking configuration page in Concur Expense. At the top, the title Taxation - VAT Tracking is shown, followed by instructions: If you want Concur to calculate value added tax, select the country/region and click Activate. If you created a custom expense type, click View and modify a tax group to include that expense type. To the right of the instructions are buttons for Activate and Deactivate (highlighted in yellow). Below is a table that lists VAT details. The columns in the table are labeled Country/Region, Tax Authority, Province, Rate Type, Tax Rate, Tax Groups, and Active. The table contains a single entry for the United Kingdom under the Country/Region and Tax Authority columns. The Rate Type column includes various VAT rates such as Exempt/Zero, Standard, and several specific codes (e.g., GB Petrol - 1, GB Petrol - 4), each with a corresponding tax rate of 0% or 20%. The Tax Groups column has a View link, and the Active column status is marked as Inactive. The entire table is highlighted with a blue background for emphasis.

Result

How to Modify VAT Configuration

Modifying VAT configuration in Concur Expense involves several key steps to ensure your company's value-added tax tracking requirements are met.

Follow these steps to modify VAT configuration. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Steps

  1. To modify the VAT configuration in Concur Expense, navigate to the Taxation - VAT Tracking page. Select the desired tax authority and choose View.

    A screenshot of the Taxation - VAT Tracking configuration page in Concur Expense. At the top, the title Taxation - VAT Tracking is shown, followed by instructions: If you want Concur to calculate value added tax, select the country/region and click Activate. If you created a custom expense type, click View and modify a tax group to include that expense type. To the right of the instructions are buttons for Activate and Deactivate. Below is a table that lists VAT details. The columns in the table are labeled Country/Region, Tax Authority, Province, Rate Type, Tax Rate, Tax Groups, and Active. The table contains a single entry for the United Kingdom under the Country/Region and Tax Authority columns. The Rate Type column includes various VAT rates such as Exempt/Zero, Standard, and several specific codes (e.g., GB Petrol - 1, GB Petrol - 4), each with a corresponding tax rate of 0% or 20%. The Tax Groups column has a View link, and the Active column status is marked as Inactive. The entire table is highlighted with a blue background for emphasis.

  2. Choose View in the Tax Groups column to see the full configuration for the various expense type groups.

    A screenshot of the Taxation - VAT Tracking configuration page in Concur Expense. At the top, the title Taxation - VAT Tracking is shown, followed by instructions: If you want Concur to calculate value added tax, select the country/region and click Activate. If you created a custom expense type, click View (highlighted in yellow) and modify a tax group to include that expense type. To the right of the instructions are buttons for Activate and Deactivate. Below is a table that lists VAT details. The columns in the table are labeled Country/Region, Tax Authority, Province, Rate Type, Tax Rate, Tax Groups, and Active. The table contains a single entry for the United Kingdom under the Country/Region and Tax Authority columns. The Rate Type column includes various VAT rates such as Exempt/Zero, Standard, and several specific codes (e.g., GB Petrol - 1, GB Petrol - 4), each with a corresponding tax rate of 0% or 20%. The Tax Groups column has a View link, and the Active column status is marked as Inactive. The entire table is highlighted with a blue background for emphasis.

  3. Select the tax group that you wish to modify.

    A screenshot of the Tax Groups for Tax Authority: United Kingdom configuration page in Concur Expense. At the top, there are dropdown menus for Tax Authority set to United Kingdom and with effective dates set to Current. To the left of these dropdowns is a Modify button. Below is a detailed table listing various tax groups, each with multiple columns: Group Name, Expense Types, Tax Condition, Tax Rate, Effective Date, End Date, Reclaim Condition, Receipt Required, Reclaim Rate, and Reclaim Rate. The table contains several entries, including groups such as Car Rental Tax Group, Individual Meals, Internet/Online Fees, Mileage, Non-Reclaimable, Parking, and Standard. Each group specifies details such as tax conditions (e.g., Always), tax rates (e.g., Standard - 20%, Exempt/Zero - 0%), effective dates, end dates, and whether receipts are required for reclaiming tax. The Mileage group is highlighted with a yellow box for emphasis. This group includes expense types like Company Car Mileage and Personal Car Mileage, with various specific categories for petrol and diesel vehicles, each with corresponding reclaim conditions and rates such as No Receipt and 100%. At the bottom right of the table, there is a Done button.

  4. Choose Modify to open the Expense Types for the Tax Group window.

    A screenshot of the Tax Groups for Tax Authority: United Kingdom configuration page in Concur Expense. At the top, there are dropdown menus for Tax Authority set to United Kingdom and with effective dates set to Current. To the left of these dropdowns is a Modify (highlighted in yellow) button. Below is a detailed table listing various tax groups, each with multiple columns: Group Name, Expense Types, Tax Condition, Tax Rate, Effective Date, End Date, Reclaim Condition, Receipt Required, Reclaim Rate, and Reclaim Rate. The table contains several entries, including groups such as Car Rental Tax Group, Individual Meals, Internet/Online Fees, Mileage, Non-Reclaimable, Parking, and Standard. Each group specifies details such as tax conditions (e.g., Always), tax rates (e.g., Standard - 20%, Exempt/Zero - 0%), effective dates, end dates, and whether receipts are required for reclaiming tax. The Mileage group includes expense types like Company Car Mileage and Personal Car Mileage, with various specific categories for petrol and diesel vehicles, each with corresponding reclaim conditions and rates such as No Receipt and 100%. At the bottom right of the table, there is a Done button

  5. On the Modify Expense Types window, make any necessary changes.

    A screenshot of the Tax Authority: United Kingdom - Tax Group: Mileage configuration page in Concur Expense. At the top, the title is shown, with buttons for Modify Expense Types and Modify Reclaim Codes. The effective date is displayed as 12/15/2013 and the end date as 12/31/9999. Below is a detailed table listing various expense types. The table has columns labeled Expense Type Label, Group Name, Effective Date, and Expense Type. The Expense Type Label column includes various items such as Agency Booking Fees, Air Fare, Airline Ticket Tax, Alcoholic Beverages, Bus, Business Calls, Business Meals (Attendees), Car Rental - Insurance, Company Car Mileage, Daily Allowance, Daily Allowance (gross), Daily Allowance (Incidental), Daily Allowance (Lodging), and multiple categories under Entertainment. The Company Car Mileage row is highlighted in blue, indicating it is selected. Each row in the table provides information on the group name (e.g., Zero, Individual Meals, Non-Reclaimable, Standard), effective date, and corresponding expense type. At the bottom right of the table, there are buttons for Cancel, Next>>, and Done. The Next>> button is highlighted, suggesting further steps in the configuration process.

  6. Select Next , or choose the Modify Reclaim Codes tab. Make any necessary changes.

    A screenshot of the Tax Authority: United Kingdom - Tax Group: Mileage configuration page in Concur Expense. At the top, the title is shown, with buttons for Modify Expense Types and Modify Reclaim Codes. The Modify Reclaim Codes button is highlighted with a yellow box for emphasis. Below is a detailed table listing various mileage tax conditions. The table has columns labeled Tax Condition, Effective Date, End Date, Reclaim Condition, Receipt Required, Reclaim Rate, Reclaim Type, Proportional Code, and Reclaim Tax Code. The rows in the table include entries for different types of diesel and petrol vehicles. At the bottom right of the table, there are buttons for Cancel, <<Previous, and Done. The Done button is highlighted, suggesting the completion of the configuration process.

  7. Once modifications are made, choose Done to apply the changes.

    A screenshot of the Tax Authority: United Kingdom - Tax Group: Mileage configuration page in Concur Expense. At the top, the title is shown, with buttons for Modify Expense Types and Modify Reclaim Codes. The Modify Reclaim Codes button is highlighted with a yellow box for emphasis. Below is a detailed table listing various mileage tax conditions. The table has columns labeled Tax Condition, Effective Date, End Date, Reclaim Condition, Receipt Required, Reclaim Rate, Reclaim Type, Proportional Code, and Reclaim Tax Code. The rows in the table include entries for different types of diesel and petrol vehicles. At the bottom right of the table, there are buttons for Cancel, <<Previous, and Done. The Done button is highlighted in yellow.

Result

References

TitleLink
Concur Expense Standard Edition Administration Guides - TaxationConcur Expense Standard Edition Administration Guides - Taxation

Summary

Thank you for completing this unit!

Throughout the lessons, you have gained a solid understanding on how to manage VAT in Concur Expense. This unit provided a detailed overview of the basics, including how to customize and configure the system to handle VAT across different countries and regions.

Before you move on from this unit, there is a knowledge check to help reinforce and assess what you've learned.

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