Splitting expenses for GST-exempt parts (AU)
Enable GST (Government Stamp Duty) calculations in the Australian version of Continia Expense Management. After setup, GST is calculated automatically and split into multiple lines when users submit expenses with the configured expense types through the Continia Expense Mobile App or the Continia Expense Portal.
Typically, you split expenses according to whether they attract GST or not. For example, in Australia, unprocessed food does not attract GST, whereas processed food does. Therefore, if an expense user receives an invoice from a company, such as a supermarket, the receipt may have a mix of lines that attract GST and lines that don't. Usually it's only the FOOD expense type that needs to cater for such mixed receipts.
When you're done setting this up, expenses will automatically be allocated to different lines based on the GST posting setup tax percentage.
Prerequisites
To ensure you meet the following requirements to set up automatic distribution of GST into multiple lines in the Australian version of Continia Expense Management, check the following:
- You are running an AU installation of Expense Management 12.1 or newer.
- The Enable Amount Distribution setting is enabled in Expense Management Setup under Expenses.
- You have a field type with the field code AMOUNT INCLUDING TAX. This is a standard field in Expense Management, and you can use the guide Setting up fields to add it to the Configured Fields page so that expense users can see it and use it. We recommend renaming this field to: TAXABLE AMOUNT INCLUDING TAX.
- You have a new expense type set up for the purpose of GST posting. When naming the expense type, giving it name such as 'GST Free' makes it easier to find. For more information, see Setting up expense types.
To set up GST split and allocation
For the GST-free expense type you've set up, you need to configure a setting that only exists in the AU version of Expense Management.
- Search for
Expense Types. - Select your GST free expense type, then, on the action bar, click Setup.
- In GST Prod. Posting Group, choose NON GST from the dropdown menu.
Next, set up a distribution code on an expense type:
- Search for Expense Types.
- On the action bar, click Edit List.
- Select an expense type.
- In the Distribution Code field, select New from the dropdown menu, and create a new distribution code by filling in the following fields:
- Distribution Code - The name of the distribution code.
- Description - A short description of the distribution code.
- Distribute By Tax Amount - Check to allocate automatically based on a pre-defined tax percentage. The expense will be distributed into a taxable and a non-taxable allocation. This field is only visible if the field type Amount Including Tax has been added.
For a GST expense type it's tempting to include a field that includes the GST Amount. However, we recommend that you hide such a field and set up a field type dependency instead.
To hide the Amount including GST field:
- Search for Configured Fields.
- In the field types table > Field description column, find the field Amount including GST. You can make this field hidden, editable, or mandatory, your choice. We recommend that you hide the Amount Including GST field by default by selecting the checkbox for Hide Visibility by Default.
Include a field type dependency for mixed expense types (such as food), so you can have AI capture the expense or enter the amount (including GST) on mixed receipt documents.
[!Note] If the document is mixed and AI can't capture the field, calculate and enter eleven times the tax amount. If the document is not mixed you can enter the full amount.
To set up a field type dependency for food:
- Search for Field Type Dependencies.
- On the action bar, click Home.
- In the field type table > Field Type Code column, select Expense Type.
- In the Condition column, select Has a specific value.
- In the Value column, select Food.
- In the Reference Field Type column, select Amount including tax.
- In the Expectation column, select Must have a value.