The VAT exemption declaration enables retailers to capture a VAT exemption reason and digital signature that is attached to the sales records.
Feature benefits:
Eliminate manual paperwork
Signed declarations are automatically attached to each sales order or customer profile (user configurable) for easy access if you need them later for your records
Clear and transparent declarations takes the stress out of audits
Prerequisites:
A dual screen Landi device is required to process VAT exemption declarations. The landi device can be purchased from the Saledock shop.
Feature setup
To enable to the VAT exemption feature, go to back office settings > configuration then enable the VAT exemption enabled option.
By default, VAT exemptions are captured on per sales order and attached to each sales order. To capture VAT exemptions on a per customer level, enable the VAT exemption per customer option. If this option is enabled, the cashier will only be prompted once to capture the signed VAT exemption. This will be uploaded automatically to the customer profile, available to view on the POS and back office. Future purchases by the same customer, will not prompt a VAT exemption declaration.
Tax exempt profiles
Tax exemption profiles can be pre-defined from back office settings > tax rates then Tax profiles. A tax exempt profile allows you to name an exempt profile, specify if a signature is required when using this profile, and the categories the profile relates to. For example, creating a tax exempt profile for any product that has a sub-category of Lightweight Mobility Scooters with signatures enabled, means any time a matching product is added, the default tax rate would be changed to 0% (exempt) and a signature would be required to process the order.
Please note: Tax exempt profiles are only valid if assigned to a customer (see below).
Apply tax exempt profiles to customers
Once tax exempt profile have been created, these profiles can be assigned to a customer, either from the back office or the POS. To assign a profile(s), view a customer and click add exemption (from the 3 dots if using the POS).
Select the relevant exemption profile, input the exemption number (if you have one) and the exemption expiry date. If you do not have an expiry date or the exemption will not expiry, add a date far into the future.
Capturing a declaration
To capture a declaration, a customer must first be added to the order. If you click pay with the feature enabled you will be prompted to add a customer to the order before being able to process the order.
Once a customer is added to the order, the following scenarios with activate the VAT exemption workflow upon clicking pay:
Any product added with 0% VAT
Any product added and manually changed to 0% by the cashier
Any product added that matches a tax exempt profile assigned to the customer
Cashier view
The cashier will be prompted to ask the customer to complete the declaration:
The cashier can cancel, click next to override or wait until the customers has signed VAT declaration has been signed on the rear screen.
For optimum user experience, we recommend the cashier waits until the declaration has been signed and submitted as the cashier POS screen will automatically update to display the next screen which is the payment screen.
Customer view
The rear facing screen will become active with the declaration available for the customer to complete. The font is purposely larger on the declaration for accessibility reasons:
Page 1 - The customer will be asked to declare their exemption reason and read short terms and conditions. A list of pre-defined exemption reasons are available, with an Other option which allows for a custom text input. Once complete, tap the next button in the bottom right to proceed
Page 2 - The customer will be asked to digitally add their signature (you may wish to offer a stylus pen for use on touch screens). Once complete, tap submit in the bottom right to complete the process.
The submit button triggers the cashier screen to automatically proceed to the payment page.
Sales order
Once the order has been processed, the exemption declaration will be attached to the order as a PDF available for auditing purposes.
Customer profile
If the VAT exemption per customer has been enabled, the signed document will be available to view from the customer profile.