During the rollout, the types that you list in the audit phase are automatically added to Lucca Invoices. You can view them in the Settings module, under Types.
Adding a type
To add a new type, click on the "Add a type" button and complete the form, as explained below:
- All users will be able to see the type name.
- The category is the cost category for the purchase type and it determines the various VAT rates and recovery rules.
Editing a type
You can edit a type at any time by updating the information in the form.
When you edit a category, there are two possible scenarios:
- Changing to a category with the same VAT recovery rules: No major impact on the system.
-
Changing to a category with different VAT recovery rules: This may affect the how associated invoices are processed by accounting, as well as the VAT recovery in the export.
In the latter case, a warning message will be displayed:
Deactivating a type
If a type is no longer used, you can deactivate it at any time. However, it cannot be permanently deleted.
Once a type has been deactivated:
- It will no longer be available when creating a purchase request or processing a new invoice.
- You will continue to be able to access the history of associated purchases and invoices at any time.
Understanding cost categories
Types are sub-categories of cost categories.
Tax management is applied to these cost categories, which avoids having to define the various VAT rates and recovery rules for each type.
Below, we've put together an exhaustive list of the existing categories:
Miscellaneous
| Description | Available VAT rates: |
|
Shows all non-recoverable VAT rates. This is recommended for associations that do not recover VAT. Please note: VAT under this category will not be exported. |
20%, 10%, 5.5% and 2.1% Non-recoverable |
Transport
| Description | Available VAT rates: | |
|
The Transport category covers all types related to vehicle maintenance, as well as travel and business trips.
|
Level 1: Transport |
20% and 10% - Non-recoverable |
| Level 2: Vehicle |
20% and 10% - Non-recoverable |
|
| Level 3: Plane |
10% - Non-recoverable |
|
| Level 3: Train |
10% - Non-recoverable |
|
| Level 3: Public transport |
10% - Non-recoverable |
|
| Level 3: Taxi |
10% - Non-recoverable |
|
| Level 3: Utility vehicle rental |
20% - Non-recoverable |
|
| Level 3: Passenger vehicle rental |
20% - Recoverable |
|
| Level 2: Vehicle maintenance |
20% - Non-recoverable |
|
| Level 2: Fuel |
20% - Recoverable |
|
| Level 2: Parking |
20% - Non-recoverable |
|
| Level 2: Toll |
20% - Recoverable |
|
Food
| Description |
Available VAT rates: |
|
|
Covers types related to catering: Lunches with or without guests, dinners, snacks, groceries, breakfasts, etc. It's organized into two levels. |
Level 1: Food |
20%, 10% and 5.5% - Recoverable |
|
Level 2: Groceries |
||
|
Level 2: Restaurant |
||
Equipment
| Description | Available VAT rates: |
|
Covers types related to IT equipment, administrative and general supplies, materials, small equipment, printing, general and technical documentation, maintenance, etc. |
20% - Recoverable |
Documentation
| Description |
Available VAT rates: |
|
|
Covers types related to the purchase of books or magazines, either digital or physical. It's organized into two levels.
|
Level 1: Documentation |
20%, 5.5% et 2.1% - Recoverable |
|
Level 2: Books |
5.5% - Recoverable |
|
|
Level 2: Press publications |
2.1% - Recoverable |
|
|
Level 2: Other publications |
20% - Recoverable |
|
Telecom
| Description | Available VAT rates: |
|
Covers types related to internet, telephone and mobile packages, as well as cable/satellite subscriptions. |
20% - Recoverable |
Marketing
| Description | Available VAT rates: |
|
Covers types related to posters, campaigns, PR, client gifts, marketing publications and events (trade shows, seminars, receptions). |
20% - Recoverable |
Accommodation
| Description | Available VAT rates: |
|
Covers types related to premises (credit/lease fees, property rental, rental and co-ownership charges, maintenance and repair), as well as incidental expenses/hotel expenses. |
20% and 10% - Non-recoverable |
Delivery
| Description | Available VAT rates: |
|
Covers types related to postage and couriers. |
20% - Recoverable |
Legal and tax
| Description | Available VAT rates: |
|
Covers types related to legal fees and costs of legal documents and litigation. |
20% - Recoverable |
Bank and insurance
| Description | Available VAT rates: |
|
Covers types related to banking costs, withdrawals, insurance (insurance premiums, vehicle insurance, bank insurance, property insurance, civil liability insurance), and charges (financial and interest). |
20% - Non-recoverable |
Services
| Description | Available VAT rates: |
|
Covers types related to external services (IT, maintenance, accountancy, SaaS software), personnel (sub-contracting, temp work), and other services (medical costs, dry cleaning, etc.). |
20% - Recoverable |
Human resources
| Description | Available VAT rates: |
|
Covers types related to recruitment costs (ads, forums, etc.), training and team building. |
20% - Recoverable |
Energy
| Description | Available VAT rates: |
|
Covers types related to energy subscriptions and consumption. |
20%, 10% and 5.5% - Recoverable |
Gift
| Description | Available VAT rates: |
|
This is recommended for associations that do not recover VAT. |
0% - Non-recoverable |