Copy an example into Guidance, then change the @ names to your own suppliers, categories and tax rates. These are example policies, so adapt them to how your firm treats VAT, Construction Industry Scheme (CIS) and other tax.
New to guidance? Start with our article: Write guidance William can follow.
VAT
If a receipt has no VAT breakdown or says it isn't a VAT receipt, use @No VAT.
This company isn't VAT registered. Use @No VAT on every purchase and don't enter a VAT amount.
For @Supplier, post to @Category with 20% VAT if the document shows a VAT breakdown and VAT number.
CIS and invoice totals
Always use the final figure next to Invoice Total or Grand Total as the total.
For CIS invoices, use the total before the CIS deduction as the total, and @CIS Gross 0% for VAT. The CIS deduction isn't VAT.
For invoices from @Supplier that say domestic reverse charge applies, use @Domestic Reverse Charge 20%.
Job numbers, purchase orders and references
William can only use references that are printed on the invoice, so say where to find them. PO means purchase order.
For @Supplier, use the reference in the Purchase Order Number box as the description.
For @Supplier, look for a PO number in any field labelled Purchase Order, PO Number or PO No. and write it as PO:1234 in the description.
For subcontractor invoices from @Supplier, put the subcontractor's name in the description.
Descriptions
For wholesale food suppliers such as @Supplier1 and @Supplier2, set the description to a simple summary such as Purchases. If it's the same text every time for one supplier, a supplier rule is simpler.
Extract the vehicle registration numbers and put them in the description.
For software and subscriptions, use a short summary rather than listing every item.
Billing periods and dates
Fixed payment terms for one supplier, such as the end of the following month, are best set as a supplier rule. Use guidance when it depends on the document.
Where a bill includes a billing period, include the billing month and year in the description.
When a receipt has no due date, set the due date to the transaction date.
Coding and tracking
Taxis and ride-hailing, such as @Uber and @Bolt, go to @Travel.
If the invoice says Delivered to: [site], set the department to @Department.
For @Supplier, use the property address in the description along with what the work was.
Line items and splitting
For @Supplier, split the line items: zero-rated items to @Zero Rated Expenses, everything else at 20%.
Publishing
William still runs its usual checks before it publishes. Find out more in our article: Understand auto-publish.
Don't publish supplier statements, delivery notes or pro forma invoices.
Don't auto-publish @Supplier invoices if they show a VAT amount.
Never auto-publish anything over £5,000.
Combine several instructions
One piece of guidance can cover several fields and conditions. If you're already using guidance, try combining related instructions for a supplier.
What it does | Guidance |
Publishes only when VAT allows | Auto-publish @Supplier X to @Cost of Sales at zero-rated VAT when the invoice shows £0.00 VAT. Don't auto-publish when VAT is showing, so I can categorise it. |
What's next
Write guidance William can follow – how to add guidance and word it so William gets it right.
Fix guidance that isn't working – check that guidance worked, and what to try if it didn't.