EstateKeeper Help

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Currencies and taxes ​

When you need this ​

  • You are setting up the app, and take payments in more than one currency (for example US dollars and ZiG, or rand).
  • The exchange rate changed.
  • You charge VAT or another tax, and want the app to work it out on what you sell.
  • You need to decide whether the prices you type include VAT or not.

Your default currency is the one your business reports in. Every other currency has a rate against it.

Steps ​

Add a currency ​

  1. In the menu, open Settings. Under Money, press Currencies.
  2. Press + at the top right. Add Currency opens. It says Please define the currency and rate against base currency.
  3. Under --- Select a currency ---, choose the currency. Each shows its name and code, for example ZAR for the rand.
  4. In Rate e.g 17.50, type the rate against your default currency.
  5. Leave Zimra Currency Code empty, unless your business sends its invoices to ZIMRA and ZIMRA gave you a code for this currency.
  6. Press Save Changes.

Change a rate ​

  1. On Currencies, press Edit on the currency's row. Edit Rate opens.
  2. Type the new rate.
  3. Press Save Changes.

Change your default currency ​

Do this only when your business starts reporting in another currency, not when the rate changes.

  1. On a computer, press the small arrow beside the currency's Edit, then Set As Default. On a phone, press Set As Default on the row.
  2. If you already have invoices or accounts in the old default currency, Change base currency to …? opens. It counts the invoices and accounts in the old currency, and how many of those still have a balance. Read it:
    • Existing balances are not converted. They stay in the old currency, and are settled in it.
    • A new account is opened for each of your customers (students, patients, premises – whatever your app calls them) in the new currency, for new invoices and payments.
    • Past invoices and receipts keep their currency. Nothing is worked out again.
  3. Tick I understand that balances in … will not be converted.
  4. Press Switch to … (the new currency). Or press Cancel to leave it as it is.

Delete a currency ​

  1. On a computer, press the small arrow beside the currency's Edit, then Delete. On a phone, press Delete on the row.
  2. Are you sure?: press Yes, delete it!.

Add a tax ​

  1. In the menu, open Settings. Under Money, press Taxes.
  2. Press Create Tax. A form opens.
  3. Name: what the tax is called on your documents, for example VAT 15%.
  4. Type: Percentage (%) for a tax worked out as a share of the price, like VAT. Fixed amount for the same amount on each one sold.
  5. Tax Category: Standard rated for a normal tax, Zero-rated or Exempt for goods and services the tax law treats that way.
  6. Rate (%) (or Amount (per unit) for a fixed amount): the tax, for example 15.
  7. Leave Zimra Tax Code empty, unless your business sends its invoices to ZIMRA and ZIMRA gave you a code for this tax.
  8. Press Submit.

Then choose the tax on each product or item it applies to, under Taxes on its form.

Change or delete a tax ​

  • Change: press Edit on the tax's row. Edit Tax opens. Change it and press Submit.
  • Delete: on a computer, press the small arrow beside Edit, then Delete. On a phone, press Delete on the row. Are you sure?: press Yes, delete it!.

Choose whether your prices include VAT ​

  1. In the menu, open Settings, then Preferences.
  2. Turn on Prices include VAT (enter tax-inclusive shelf prices in the catalog) if the prices you type are the prices people pay, with VAT in them. Leave it off if you type prices before VAT, and VAT is added on top.
  3. Press Update Preferences.

Decide this before you type your prices. A product's price box then says Selling Price (incl. VAT) or Selling Price (excl. VAT), so you know which price to type.

What you should see ​

  • Currencies lists each currency and its Rate. Your default currency carries DEFAULT.
  • Taxes lists each tax's Name, Type, Category and Rate. A percentage shows with %.
  • After saving a currency, Saved successfully! shows. After saving a tax, Done shows Successfully saved (or Successfully updated after a change). After Update Preferences, Done shows Successfully updated.

If something goes wrong ​

  • "Currency already exists": that currency is already on the list. Press Edit on its row to change its rate.
  • Save Changes is greyed out in Add Currency: choose a currency and type a rate first.
  • Submit is greyed out in Create Tax: type the tax's Name first.
  • "No taxes records yet!": you have no taxes yet. Add one as above.
  • The +, Create Tax, Edit or Delete is greyed out, with "You do not have access to this feature": your role can't change currencies or taxes. Ask the owner.
  • Switch to … is greyed out: tick I understand that balances in … will not be converted. first.