Tax (VAT) Configuration

What it does

Tax settings control whether VAT is applied to sales at all, whether your menu prices already include VAT or have it added at checkout, and which VAT rate applies to each item. Once set up, the register, the menu, and printed receipts all calculate and display VAT automatically — no manual math needed.

Getting started

1. Open Organization Settings and find the VAT card.
2. Turn Enable VAT on if your venue charges tax, or off if it doesn't. Turning it off hides VAT everywhere in the app.
3. If VAT is enabled, choose VAT included in price:
   • On — the prices you enter for menu items already include VAT; nothing is added at checkout.
   • Off — VAT is calculated and added on top of the price when the order is totalled.
4. Go to Catalog Settings and open the VAT Rates section to create the rates you need — for example, a standard rate and a reduced rate for food. For each rate, give it a name, a percentage, and an optional description.
5. Mark one rate as the default so it's automatically pre-selected whenever someone adds a new menu item or modifier.
6. When adding or editing a menu item or a modifier, pick the VAT rate that applies to it from the dropdown. Items with no rate selected are sold with no VAT.
7. Open the New Order screen — the summary panel now shows VAT for you, matching how you configured it.

Key things to know

• The VAT on/off switch is venue-wide — it affects the menu, order screen, and receipts at the same time. There's no way to enable it for some items only; if you don't want to charge VAT on a specific item, simply don't assign a rate to it.
• The "VAT included in price" choice only matters while VAT is enabled — it's greyed out and has no effect if VAT is turned off.
• A venue can have several VAT rates at once (e.g. one for food, one for alcohol). If an order contains items taxed at different rates, the receipt lists each rate separately, labelled A, B, C, and so on, so it's clear which items were taxed at which rate.
• The rate marked "default" is only a convenience — it pre-fills the VAT picker when you create a new menu item or modifier. It does not retroactively change items that already have a different rate assigned.
• Each order remembers the VAT rate that applied to an item at the moment it was added to the order. If you later edit or delete a VAT rate, orders that were already placed keep the rate they were charged at — past receipts and reports don't change.
• Only managers can turn VAT on/off, switch between included/added pricing, or create and edit VAT rates. Staff simply see the correct totals on the register and don't need to think about tax setup.
• If a venue isn't required to charge VAT at all, turning VAT off is the simplest option — the entire tax line disappears from the menu, the order screen, and receipts, so nothing needs to be configured further.
• For a fiscal receipt with the buyer's tax ID (NIP), a manager sets the maximum order total allowed for a NIP receipt in Configuration — a Polish legal limit. Above that amount the buyer needs a full invoice instead of a NIP receipt.
• If VAT is added on top of the price, a discount card or coupon lowers the amount VAT is calculated on too, not just the item price — so the total drops by a bit more than the discount percentage alone would suggest, and the on-screen total, the printed pre-bill, and the final receipt always agree with each other. See Discounts for more.

FAQ

Q: What's the difference between "VAT included" and "VAT added on top"?
A: With VAT included, the price you set for an item is the exact price the customer pays — VAT is already baked in. With VAT added on top, the price you set is the pre-tax price, and VAT is calculated and added when the order total is shown. Either way, the receipt shows how much VAT was charged.

Q: I turned VAT off — will old receipts and reports change?
A: No. Past orders keep the VAT information they were created with. Turning VAT off only affects new orders and hides the VAT figures going forward.

Q: Can different menu items have different VAT rates?
A: Yes. Create as many VAT rates as you need (e.g. standard and reduced), and assign the right one to each menu item or modifier. Items don't have to share a single rate.

Q: What happens if I don't assign a VAT rate to an item?
A: That item is sold with no VAT — it won't show a tax amount and won't contribute to any of the VAT lines on the receipt.

Q: What does marking a VAT rate as "default" actually do?
A: It just saves you a step — that rate is automatically pre-selected whenever you add a new menu item or modifier. You can always change it for an individual item.

Q: If I change a VAT rate's percentage later, does it affect orders I already completed?
A: No. Each order keeps the VAT rate that was in effect when the item was added to it. Changing or deleting a rate afterwards only affects new orders going forward.

Q: Why does the receipt show VAT split into "A", "B", "C" lines instead of one total?
A: When an order includes items with different VAT rates, each rate gets its own line so the breakdown is clear and matches fiscal requirements — for example "VAT A 8%" and "VAT B 23%" shown separately, each with its own amount.

Q: Who can change VAT settings or add new VAT rates?
A: Only users with management-level access to settings. Regular staff see VAT applied correctly on the register but can't change how it's configured.

Q: I use "VAT added on top" pricing and applied a discount or coupon — is the VAT on the receipt still correct?
A: Yes. VAT is recalculated on the discounted amount, not the full price, so the register total, the printed pre-bill, and the final receipt all show the correct, consistent VAT — you never need to adjust anything by hand.