Taxation > Create tax availability rule

Create tax availability rule

Once a new tax code has been created it needs to be linked to a tax availability rule. Until this happens, the tax code will not be part of the tax structure.

To create a new tax availability rule:

1. From the main menu, select Administration > Instance Management > Module - Taxation.
2. The Module - Taxation screen appears.
3. Click the New Tax Availability Rule link.

   The Tax Code Availability - Insert New Rule dialog box appears.

4. Use the following field descriptions to create your tax availability rule:

   Field	Description
   Applicability Settings
   Billing Currency	The currency in which the transaction is billed. Commonly used to locate which country the employee is based in.
   Source Currency	The currency in which the employee made the transaction.
   Transaction Type	This option allows you to build different rules based on the transaction type, e.g. purchase, cash withdrawal, account fee. The transaction type called 'Common' includes a number of common transaction types, saving you from creating rules multiple times. Transaction types in this group include: Purchase Credit voucher Dispute credit adjustment Credit adjustment Debit adjustment Other credits Other debits Purchase request Activity Account plan fee Account misc fee Activity credit Account credit Account discount
   Home Country	This option allows you to supplement the billing currency. For example, if you have Euro or USD issued cards, then basing your tax rules solely on the billing currency may not give you enough freedom to build different rules within single currency cross country regions. It is only recommended if you require this level of flexibility. Otherwise, Billing Currency will be easier and more efficient for you to use to start with.
   Source Country	This option allows you to further differentiate suppliers within single-currency regions. Like Home Country, it is only recommended if you require this level of flexibility. Otherwise, Source Currency will be easier and more efficient for you to use to start with. Note: The Foreign Countries option allows you to set up a tax code for ALL spend outside a country (i.e., any non-local spend).
   Company Unit	This option allows you to build different tax rules by your company divisions.
   Account Program	This option allows you to build different tax rules for your different programs, in particular requisition, phone, cash, and card.
   Account Issuer	This option allows you to build different rules between your different card issuers (if you have more than one card issuer).
   Issuer Tax Code	This option allows you to use the tax information provided at the point of sale by your card issuer to trigger tax rules.
   Tax Code Details
   Apply Tax Code	This option allows you to select the tax code you want to apply to the rule you are creating.
   Receipt Settings
   Receipt Answer	If you select Yes, any transaction coded to the tax code is only valid if the user indicates they have a receipt for the transaction. If the user does not have a receipt, or has not marked whether or not they have a receipt, they can still select this tax code, but it will appear red. If the user saves the transaction, a transaction error message will appear, and the user won't achieve green tick status on that transaction.
   When Amount >	This field works in conjunction with Receipt Answer. If Receipt Answer is set to Yes and When Amount > is set to $55, a receipt would only be required when the amount is more than $55.
   Image Mandatory	If you select Yes, any transaction coded to the tax code is only valid if the user uploads an image of the transaction's receipt. Note: If the company-level option Module Receipt Images - Image Mandatory is enabled (making it mandatory for ALL transactions to have attached receipts), any selection you make for the Image Mandatory option is ignored (overridden).
   Default Settings
   Default	This option allows you to define a default tax code. This means the code will be automatically used for all transaction types you have default coded. The user can still change this code if it is incorrect. Note: If no default is found, the transaction is loaded with no tax code selected, and the user will need to select one.

5. Click Save.

   The new tax availability rule automatically appears in the tax rule structure. A rule with a default code appears as a dark purple box, and a rule with a non-default code (or a code that appears in the drop-down list for the user to select) appears as a light purple box.

6. If you want to view the tax structure based on a different set of rule criteria (dimensions), click the Viewing Dimensions link at the top of the screen. You can select up to four of the dimensions, therefore limiting the view to only those tax rules that use those dimensions.