Keeping your paperwork accurate is a vital part of running your business. If you need to add, update, or remove the VAT calculation (also known as the VAT Bookmark) on your NightsBridge invoice templates, we have made the process straightforward. This guide will walk you through exactly how to download your current template, make the necessary changes, and safely upload it back to your system.
1. Download your current template
First things first, let us get a copy of your current invoice template to work on.
- Open your Online Calendar, click on 'Tools', and select 'Templates'.
- Choose 'Invoice' from the drop-down menu,
- and click 'Download'.
Now, open the downloaded file using Microsoft Excel, WPS Office, or Numbers if you are using a Mac.
A quick note:
If a message pops up saying your browser is blocking a pop-up window, simply allow the download. It is completely safe to download files from NightsBridge!
2. Make changes to your VAT settings
Depending on whether you are registering for VAT or deregistering, you will need to follow slightly different steps.
2.1. If you need to ADD or UPDATE the VAT calculation:
If you are now VAT registered, adding the VAT bookmark tells our system exactly how to calculate your taxes.
- Click on the empty cell right next to the word 'VAT' on your template (just below your total amount).
- Look for the 'Name Box' located at the very top left of your Excel screen. Type 'NBVATAmount' directly into this box and hit Enter. (Be sure to remove any old formulas in that cell first!)
Alternatively, you can:
- Click on the empty cell right next to the word 'VAT' on your template (just below your total amount).
- Select the 'Formulas' tab at the top of Excel,
- and click 'Define Name'.
- Type 'NBVATAmount' into the Name field.
- Remember to change the 'Scope' setting to 'Sheet1'.
- Click 'OK'.
If you are doing this for the very first time, remember to also type 'VAT' and 'Vat No:' into your template so they display clearly for your guests. If you prefer to use the formula calculation instead of the bookmark to update Excel templates, here are steps you can follow to help you with this.
Please note we do not automatically update the formula on templates, so you will need to update this if the VAT percentage changes.c
2.2. If you need to REMOVE the VAT calculation:
If you need to remove VAT from your invoices, deleting the calculation is just as simple.
- Go to your 'Formulas' tab and click on 'Name Manager'.
- Find and select 'NBVATAmount' in the list.
- Click the 'Delete' button.
- Hit 'OK' on the pop-up.
- Close Name Manager.
- To keep things looking neat, remember to also delete the words "Vat No:" and "VAT" from your template layout, as well as the "R 0.00" value.
3. Save and upload your new template
Now that your template is perfect, let us put it back into your system so it is ready to use.
- In Excel, click 'File' and select 'Save As'. Save the file somewhere easy to find on your computer. Please make sure you do not change the file format.
- Head back to the 'Templates' section under 'Tools' in your Online Calendar.
- Select 'Invoice' from the drop-down menu.
- Click 'Upload'
Click the 'Upload' button.
- Select your newly saved personalised template.
- Click 'Open'.
- Click 'Done'.
You will see a friendly message confirming your file was successfully uploaded. Any new invoice you generate will now perfectly reflect your updated VAT settings!
A quick tip to wrap up: Do not forget to repeat these exact same steps for your Proforma and Credit Note templates if you use them. Also, if you have just added VAT to your invoices, you might need to update your rates on NightsBridge to ensure everything matches up.
Remember, if you ever feel stuck or Excel is giving you trouble, real people are available when it matters. Our support team is always just a phone call away!