When handling changes of VAT, or Media Campaigns/Items that run over different VAT validities, there are different options available within ADvendio.
Prevent overlapping VAT/GST rates
VAT rates generally run on a yearly basis, in order to prevent Media Campaigns and Campaign items from potentially overrunning different VAT rates, you can 7.2.2.6 Sell by fiscal year only . To do this, simply go to Administrating Settings and set Prevent Fiscal Year Overlapping to True. Doing so will reduce the risk your items will overlap different VAT settings
This is an org wide setting and it is NOT reversible.
Handling Changes in VAT for running/partially invoiced Campaigns
Where VAT rates change during the runtime of a Media Campaign or an item, there are different ways which it can be handled, depending on your needs, preferences and resources.
Regardless of which option you chose, firstly you must update your existing VAT settings and create a new VAT setting for the new rate. This involves:
Changing the valid to of your current VAT settings to
Creating a new VAT Setting for the new VAT rate valid
Please follow our step by step processes for the various options available outline below:
Option 1: Keep existing Media Campaigns and Campaign Items
Update all pre-invoices in your org to match the new VAT setting to invoices with an invoice date after the valid from date of your new VAT setting
Please Note: the VAT as displayed on the Media Campaign and Campaign Items will still respond to the earlier VAT level but all invoices and invoice items will display the correct VAT values and calculations.
Option 2: Keep existing Media Campaigns
Enter the Commercial Optimizer
Copy existing Campaign Items
Change the Until (date) of your items to the valid to date of your current VAT setting
Change the From (date) of the other items to the valid from date of your new VAT setting
Press save and activate your optimizing version; or Change and clone your Campaign Items directly
Where your items are already fully or partially invoiced, using the Commercial Optimizer is advised
Update all pre-invoices in order to remove old pre-invoices and create new pre-invoices. This will match the new VAT setting to invoices with an invoice date after the valid from date of your new VAT setting
Please Note: the VAT as displayed on the Media Campaign and Campaign Items will still respond to the earlier higher VAT level but invoices and invoice items will display the correct VAT values and calculations.
Option 3: Create new Media Campaigns and Campaign Items
Clone a Media Campaign along with its Campaign Items
Change the end date of the original Media Campaign and its Campaign Items following the steps set out in option 2.
Enter Media Configuration for the new Media Campaign
Change the From (date) for all items to the valid from date of your new VAT setting
Press save and create pre-invoices or wait until your next scheduled pre-invoice generation
Please Note: the VAT as displayed on both Media Campaigns and all Campaigns items, as well as invoices and invoices items, will be displayed with the correct VAT values and calculations.
If you have any additional questions or require any assistance please do not hesitate to reach out your account executive or simply email support@advendio.com.
Handling Changes in VAT for existing Media Campaigns
Where VAT rates change for a Media Campaign that was created before the new VAT setting but where all invoices will be during the new VAT period, users need to retrigger the VAT calculation after creating the new VAT settings.
Changing the valid to of your current VAT settings to
Creating a new VAT Setting for the new VAT rate valid
Go to your Media Campaign and retrigger the VAT calculation - the best way to do this is to disable and enable the New VAT Calculation using the checkbox on Media Campaign (see video for live example)
Once New VAT Calculation is enabled, the VAT on Media Campaign and Campaign Item level will be correctly repopulated to match your new VAT settings
Press create pre-invoices to update your existing invoices to match your new VAT setting