Adding VAT and Checkout Charges

Value Added Tax (VAT) is a mandatory consumption tax added to goods and services; correctly configuring it is vital for legal compliance and ensures your business accurately collects and reports tax on every transaction.

This guide outlines the process for VAT setup, service charges, and delivery thresholds within the Kayana Partner Admin.

Managing your tax percentages and order minimums ensures that your pricing remains compliant and your delivery operations stay profitable.

Step 1- Enable VAT in Partner Admin (Required)

VAT must first be enabled in your Partner Admin settings.

Enable VAT

1. From the Partner Admin dashboard, go to Settings.
2. In the Settings grid, select Additional Settings.
3. Locate the Enable VAT toggle and switch it on.

Enabling this toggle allows VAT to be applied and customised across orders.

Customise VAT Settings

Once VAT is enabled, click the Customise icon next to the toggle to open the VAT configuration screen.

VAT Number

• Enter your VAT registration number in the field labelled: “Please enter your VAT number to start entering and applying VAT to transactions.”
• This is required to apply VAT to orders.

Pricing Preferences

• Use the Pricing Preferences dropdown to choose how VAT is applied:
• Tax inclusive: Item prices already include VAT.
• Tax exclusive: VAT is added at checkout.
• Tooltip guidance: Item prices can be tax inclusive (taxes included) or tax exclusive (taxes added at checkout). This clarifies your total meal cost.

Add Item-Level VAT Rates

To create VAT categories for individual items:

1. Click ‘+ Add Item VAT’.
2. Enter:
• VAT Value (Percentage)
• Description (e.g. Standard VAT, Reduced VAT)
3. (Optional) Tick Set as default to apply this VAT rate automatically to items.
4. Click Add value to save.

Added VAT values will appear on the previous screen where you can view the entire grid of all VAT categories created. You can select any VAT category when configuring item-level VAT.

Note: Item-level VAT is applied to each item individually and calculated as a single total on the order.

Step-2: Navigate to Account Settings

Now, from your Partner admin dashboard, Open Settings → Account Settings.

1. On the left-hand navigation sidebar, click Settings.
2. Select Account Settings from the menu.

Step 3: Open Checkout Based Charges

Locate the Checkout Based Charges tile and click it. This opens the configuration interface for all transaction-related fees.

Step 4: Define Global Service Charges

In the top section of the page, fill in the following fields:

• Service Charge VAT %: Enter the VAT percentage applied specifically to your service charges. You will see pre-filled values (e.g., 5%, 10%, or 20%) to help you select common tax rates quickly.
• Min. Delivery Amount: Enter the minimum total value a customer’s basket must reach to be eligible for delivery.

Step 5: Configure Terminal-Specific Charges

Below the global settings, you can customize charges based on which device or platform the customer is using.

1. Select the Terminal: On the left side of the section, choose the platform you want to configure:
• Kiosk / EPOS / MPOS/ Web App / Mobile App/ Card Machine / PayByLink / QR.
2. Additional Charges: Enter any specific fees (admin fees, packaging fees, etc.) that apply to that specific terminal.
3. Delivery Charges: If applicable to that terminal, enter the flat delivery fee here.

Step 6: Save Your Settings

Once you have reviewed your entries, scroll to the bottom and click the Save Settings button. These changes will sync across your selected terminals and digital platforms immediately. Important Note: VAT and delivery minimums are platform-wide. Always perform a test order on your EPOS after saving to ensure the calculations appear correctly at checkout.

Next steps: Once your VAT and checkout charges are set up, you may want to review how payments and charges are managed:

• Learn how to configure your card payment account.
• Understand how to Set Your Own Delivery Charges.