The Configuration screen controls global settings and preferences in Tradebox; anything that will affect all sales channels of a multi-channel company. You can access the Configuration screen at any time from the upper-right menu of Tradebox One.
The Configuration screen consists of the following tabs:
The contact details for your company. If you missed anything during the initial setup wizard or need to make an amendment then this is the place. These details are used on the printable documents Tradebox produces. You can also import a Company Logo; use the browse button [...] to choose a JPG or BMP file.
In the Currencies tab, you can see the exchange rate that is currently being used to work out the GBP value of foreign currency orders.
By default, Tradebox will automatically update these exchange rates before a download takes place, using the daily exchange rate provided by the European Central Bank. You can also force an update at any time via the Update button. If you prefer to set your own exchange rates, simply untick the Update Exchange Rates prior to Download box; the rates will then never automatically update and will need to be periodically adjusted.
Note - a handful of currencies featured on our default list are not provided by the automatic update feed. The following currencies will not automatically update regardless of setting and will need to have their rates adjusted manually if they apply to your business: ARS, Argentinean Peso; CYP, Cypriot Pound; IRR, Iranian Rial; MTL, Maltese Lira; RUR, Russian Rouble; SAR, Saudi Arabian Riyal; TWD, Taiwanese Dollar. Any additional currencies you create will also not be automatically updated.
To amend an exchange rate, double click on the required currency or use the Edit button, and enter the exchange rate you wish to use. If you need an additional currency, use the New button to create.
The Countries tab tracks the different countries that Tradebox can recognise. This table is used in two ways: if your marketplace or order file uses ISO-Alpha 2 country codes rather than reporting names, Tradebox will interrogate this table for the Code and use the corresponding Name on the shipping or billing address of the order. And if you ship internationally, the VAT treatment of the order will be determined based on the shipping country's status as UK, EU, Rest of World or if a Country Override is set.
Over time, some country names and ISO codes do change, as may EU status. Once we're aware of a change, we will include an up to date countries table in our next update, so it's important to always make sure you're running the latest version of our software. If you're aware of a change before we release an update, you can Edit the country in question. We strongly recommend you don't make a change to an existing country Code unless this is in line with an ISO-Alpha 2 change as this may prevent your list from updating in line with our own. If you have need of a country name, code or both that isn't present in our list, use the New button to create a country record.
The Countries screen is also used to set Country Overrides; a Sales Tax, Shipping Tax or Other Tax code specific to that country. This is designed primarily for users who sell above the VAT threshold in a country and become registered for VAT in other countries as well as the UK.
To set country overrides, Edit the country record and choose the tax rates for Sales, Shipping or Other from the dropdown box; normally you'll be using a custom tax code outside of Tradebox's standard UK codes so you'll need to have created it in Configuration > Tax Rates first. In the above example, my company sells over threshold in Germany and is VAT registered there. Once I've edited the country record, any sale with a shipping address of Germany will be processed using these tax codes, regardless of sales channel. The country override takes precedence over the country's status as EU or Rest of World; in my example if I later made a change to my EU VAT settings it would affect orders shipping to any other EU country but not to Germany.
Note - There are instances where you may need a more specific setting than tax code per country. Higher-priority overrides are available in the Customer Record (all sales per customer) and in the product record (sales per product per shipping country). And of course, the tax codes on any order can be amended manually in the Orders screen so long as the order doesn't have a Complete status.
The Tax Rates screen controls the various tax codes that are used in Tradebox and the rates associated with these. Tradebox is designed for the UK market and these rates reflect the VAT treatment of what's being sold.
VAT legislation is a complex field with a number of grey areas and legislation that changes over time. The Tradebox team are happy to provide information around how the VAT settings in our software works and how it interacts with your accounts software where applicable. If you're in any doubt over what the correct way to process something is or the VAT status of an item/region with regards to your business, we suggest raising this with your accountant or with HMRC's VAT enquiries service. The accountability for reporting accurately to tax authorities rests with your business and not with the providers of any software you use to process.
Tradebox comes with five tax rates by default: Zero rated (0%); Standard rated (20%); EU B2B sales (0% for selling business-to-business to an EU customer who has provided you with their VAT number); Non Vatable (for businesses not registered for VAT or items that don't need to be reported to HMRC at all); Reduced Rate (5%).
The Tax Rates grid
No. - Tradebox's internal reference number of the tax rate. In most areas of the program we'll surface the description of the tax rate. In areas where this would cause significant slowdown (e.g. adding the 'Tax Code' column to the Products list), the No. is surfaced instead.
Description - Description of the tax rate.
Rate - The percentage of VAT tied to the rate. Settings within each sales channel will determine if this is used in addition to a net price, or taken away from a gross price.
EU B2B Sales - One tax code only must be selected as your EU B2B sales code. This will be used on any order where the channel settings or customer record indicate that the sale should be processed as EU B2B and the shipping address on the order is to an EU country.
Default - One tax code only must be selected as your default tax code, first chosen during Tradebox's initial setup wizard. New customer and product records will use the default tax code if no other information is provided at the point they're created.
In the tax rates screen, you have the options to create a New tax rate or to Edit an existing one. In general, we recommend only editing an existing rate if this is in line with a legislation change from HMRC, though you may wish to edit the description of an existing rate to clearly differentiate from a custom rate you're setting up. If you have need of additional rates e.g. for selling goods that are sold at a higher reduced rate, or to track sales to a non-UK country in which you're also registered for VAT, you should create these as new tax rates rather than amending the existing ones.
To create a new rate, click New and give the rate a description and the percentage of the rate up to 2 decimal places, then click Save. You'll then be able to apply the rate via the Customer Record, Countries screen, Sales Channel Details or Product Record as applicable.
If you've set up an Accounts Link, as well as Tradebox's tax rates, your processing will also be impacted by the tax codes in your Accounts package. In all instances, Tradebox will calculate VAT based on its own settings. Once VAT is calculated and a tax code applied in Tradebox, the corresponding Sage Tax Code will be used when the order is posted to Sage.
The mapping between Tradebox Tax Rate and corresponding Sage Tax Code is channel-specific and is set in each Sales Channel > Accounts > Tax Codes.
Sage's own logic is capable of overriding Tradebox's tax code instruction when the order is posted to ledgers Sage. This will happen if:
- User changes a tax code of any element after the Sales Order/Invoice is created but before the point when the Invoice is posted (Update Ledgers)
- The Global section of the Footer tab of the Sales Order or Invoice is populated, either manually by a user or by Tradebox using Sage's Global Settings (Sales Channel > Accounts > Posting > Global Postings)
Note - The Use Default Tax Code For Sales tickbox in the Defaults tab of the Sage Customer Record is ignored by Tradebox One. This is a change from Tradebox Finance Manager.
Sage's logic will also force a full recalculation of all amounts on an Invoice or Sales Order if a different Customer Account is selected (before the invoice is updated to ledgers). This is intended behaviour in Sage such that customer-specific discounts still apply if the order was initially raised against a different customer account; for Tradebox users that can mean Sage recalculates a different VAT value than was originally calculated and supplied by the marketplace.
The Feedback screen appears once you have created an eBay sales channel. Here you can set automated buyer feedback, either using our stock comments or your own. To turn on automated feedback, tick the On Download box and choose which Comment to use from the dropdown, or choose to have the program choose a comment at random for each order.
See our detailed guide to the Sage screen.