This article will guide you through adding, updating or removing the VAT Bookmark (NBVATAmount) from your NightsBridge Excel invoice template.
Invoice Template
1. Download your template existing
Open Rates & Rules (Setup) and click on 'Templates'
Need help finding Rates & Rules (Setup)?
Visit our tutorial on How to find Rates & Rules (Setup).
- Click on 'Select' to display the drop-down menu.
- Select 'Invoice'.
- Click 'Download'.
Once you've clicked on download, you may get a pop-up message informing you that your browser is blocking a site from opening a pop-up window.
Allow the download - It is safe to download files from the NightsBridge system.
The template is now downloaded to your computer
Open the file using MS Excel. The document may be in your downloads folder or in a folder you saved this to depending on how your browser settings are for downloading files.
Other applications that can be used to open the invoice template include:
- WPS Office
- Numbers (for Mac devices)
2. Add, update or remove the VAT bookmark/calculation
Once you have the downloaded template file open on MS Excel, continue to either:
If you are now VAT registered, you will need to make sure that you include the VAT calculation on your NightsBridge invoice and proforma templates. Adding the VAT calculation to your invoice allows the system to identify which items include VAT and which items are exempt.
This process can be completed in one of two ways.
Method 1:
- Click in the VAT amount cell - this is the cell located to the right of the word 'VAT', just below where the invoice total amount would display.
- Type in 'NBVATAmount' into the Name Box or select it from the list of defined names.
If you previously had a VAT calculation or formula in the VAT amount cell, please remove it so the formula does not override the the bookmark (defined name range) that you are adding.
Click on 'File' and 'Save As' so you know where to find the template in future to upload the template to the NightsBridge Setup.
Method 2:
- Click in the VAT amount cell - this is the cell located to the right of the word 'VAT', just below where the invoice total amount would display.
- Click on the 'Formulas' tab.
- Click on ''Define names'.
If you previously had a VAT calculation or formula in the VAT amount cell, please remove it so the formula does not override the the bookmark (defined name range) that you are adding.
- Type in 'NBVATAmount' into the 'Name' field.
- Click the drop-down and change the scope from 'Workbook' to 'Sheet1'.
- Click 'OK'.
Click on 'File' and 'Save As' so you know where to find the template in future to upload the template to the NightsBridge Setup.
Confirm your action
Note that the VAT calculation has now been added.
- Once the vat amount cell is selected,
- the Name Box will display 'NBVATAmount'.
If you're adding the VAT calculation for the first time, include 'VAT' as a label to display on your invoices.
Upload your new invoice template
Return to the Templates section on Rates & Rules (Setup).
- Select 'Invoice' from the drop-down list.
- Click 'Choose File' - a file explorer will open. Select the Invoice template you just updated.
- Once selected the file name will display
- Click on 'Upload'.
A message will display to show you have successfully uploaded your new template.
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.
or
When you remove the VAT calculation bookmark on your template, you can upload the template following the steps above.
Edit the bookmark
First way to edit
If you have Excel there are two ways to remove VAT to your templates. The easiest way is to select the under the 'Total' accommodation amount. You would simply type in the bookmark (named range) on the template selecting the drop-down on the upper left hand side of the template you downloaded and remove the wording 'NBVATAmount'. In this example the VAT bookmark was added on the cell G28.
Remember to remove the word VAT for this template if you use this method.
Change the invoice template
- Select the cells which contain "Vat No:" and "VAT".
- Click to Delete on your keyboard to remove this information.
- Select the cells which contains "R0.00"
- This will show you the bookmark "NBVatAmount"
1. Click on your formulas tab.
2. Click on Name Manager.
- Select the bookmark "NBVATAmount".
- Click Delete.
- Click OK.
- Click Close.
3. Upload your updated template
- Save the invoice template in a place that you can easily find later to upload to the Setup with no VAT calculation.
Make sure that you do not change the type document or the extension (i.e. invoice.xls).
Go back to your the Templates section on the Setup.
- Choose 'Invoice' from the 'Template' drop down list.
- Click to 'Choose File' and select your edited document that you saved.
- Click on 'Upload'
- A message will display to show you have successfully uploaded your new template.
- Any new invoice that you generate on the Online Calendar now exclude the VAT calculation.
Make sure that you do the same with your Proforma and Credit Note templates, if you use them. Just repeat the steps above.
Now that you have added the VAT calculation to your invoice template, you may need to update you rates on NighstsBridge.
- The VAT calculation has now been removed from the template and will no longer be displayed.
Proforma & Credit Note templates
Simply select the relevant template from the listing of templates and follow the same steps outlined above to update and upload your proforma and credit note templates
