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VAT & Non VAT Goods - Product Mapping

Where Tradebox has been configured to create Product Invoices or Sales Orders in Sage it will, by default, use the Tax Code in the Sage Product Record to determine the VAT in each item line on the invoice/sales order.

Note - Tradebox can also be set to create Service Invoices. A sales channel creating Service Invoices can only ever apply one VAT treatment regardless of what's being sold. If you wish to sell a mix of standard- and zero-rated goods through the same sales channel, set the Post Sales As option to Product Invoice in the Transaction Postings screen of the sales channel.

 

So, for example, if an order contains a single item with a sales price of £120 and the Tax Code in Sage is 20% Tradebox will calculate a net sales price of £100 and a VAT amount of £20.

If the Tax Code in Sage was 0% then the net sales price would be calculated as £120 with a VAT amount of £0.

 

A common issue we encounter is where the online retailer sells a mixture of VAT and Non VAT goods, but doesn't want to create the products in Sage. Often this is because the retailer is using an alternative system for stock control and doesn't wish to duplicate this in Sage. An alternative to creating all the products in Sage is to simply create two Non-stock products; a generic vatable product with a 20% Tax Code (T1 by default) and a generic non-vatable product with a 0% Tax Code (T0 by default).

 

Every item downloaded from online needs to be mapped to either the generic vatable Sage product or the generic non-vatable Sage product to allow Tradebox to calculate the VAT correctly. There are 2 ways to do this:

 

1. On Demand: As each item is downloaded Tradebox will try and match the online SKU to a product in Sage. If there is no match then Tradebox will raise a product mapping error and allow you to manually allocate each item downloaded to one of the generic products in Sage. This mapping will be saved so if the same SKU is downloaded again it will automatically be matched. More details on Product Mapping Errors can be seen at https://tradebox.zendesk.com/entries/23786561-Product-Mapping-Errors.

2. In Advance: Rather than do the mapping on demand through Product Mapping Errors you can set up the mapping in advance. This requires a simple CSV file which includes the Online SKU and the corresponding Sage Product Code from one of the 2 generic products. This can then be imported directly into the connection setting which informs Tradebox of the mapping in advance of importing the online sales. The Product Mapping CSV template file can be obtained from Tradebox by going into the connection settings through the Sales Channel List, going to Product Mapping and selecting the Export button at the bottom of the screen. Once you have amended the exported CSV file to include the mappings go back to the Product Mapping screen, select Import and navigate to the template file. Ensure that the CSV file is saved and closed before you attempt to import it.

A full guide to setting up product mapping including an example import file is available here. When using generic nonstock products in Sage, leave Quantity as 1 and set both Direct and Exclude From Upload to No for every line; only Sage Stock Code and Online SKU are needed to build the mapping, though the file needs to be fully populated.
If you have multiple sales channels you will need to set the product mapping in each channel, however once you've imported mapping to your first channel you can use the Copy button in the product mapping screen of subsequent channels rather than wait for the same list to import multiple times.

 

By Default, Tradebox will use the Sage Product description on the invoice it creates in Sage. This is not ideal as the invoice will not describe what has been sold. To override this setting and use the online description on the invoice, simply go into the Sales Channel, visit the Transaction Postings page, tick the "Use Item Description" and then Save.

 

 

 

 

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