VAT setup, calculation and rounding rules

This page explains how VAT calculations are done (or can be done depending on the options chosen) in Dolibarr ERP CRM.

Automatic definition of the default VAT rate

In Dolibarr the VAT rate can always be set to any value of your choice. However, to save you time, Dolibarr try to automatically set the value of VAT or sale tax to a default value that is autodetected according to the information you entered into the Setup of Dolibarr.

By default when creating prospects, invoices, orders etc. the Sales Tax rate that is suggested by default follows is defined like this:

If the seller is not subject to Sales tax, then Sales tax defaults to 0. End of rule.
If the (seller's country = buyer's country), then the Sales tax by default equals the Sales tax of the product in the seller's country. End of rule.
If the seller and buyer are both in the European Community and goods are transport-related products (haulage, shipping, airline), the default VAT is 0. This rule is dependant on the seller's country - please consult with your accountant. The VAT should be paid by the buyer to the customs office in their country and not to the seller. End of rule.
If the seller and buyer are both in the European Community and the buyer is not a company (with a registered intra-Community VAT number) then the VAT defaults to the VAT rate of the seller's country. End of rule.
If the seller and buyer are both in the European Community and the buyer is a company (with a registered intra-Community VAT number), then the VAT is 0 by default. End of rule.
In any other case the proposed default is Sales tax=0. End of rule.

Note, Special case for Europe: Loi_européenne_TVA_Vente_à_Distance_VAD_et_e-commerce_BtoC

Standard VAT and rounding rules

For an example we will use an invoice with two products, based in a country where the totals must be rounded to two decimal places.

	A Description	B Quantity	C Unit price	D Vat rate	E Total without tax =(B*C)	F Exact tax amount =(D*E)	G Tax amount rounded to 2 dec. places =round(F)	H Exact price inc tax =(E+F)	I Price inc tax rounded to 2 decimals =(E+G)
1	Product alpha	1	1.24	10%	1.24	0.124	0.12	1.24+0.124=1.364	1.36
2	Product beta	1	1.24	10%	1.24	0.124	0.12	1.24+0.124=1.364	1.36

We have two ways to calculate the total of the invoice: summing each rounded line or summing the lines and rounding the total.

1) If we choose to sum the rounded lines (to 2 decimal places) lines, we get:

Total without tax: 1.24(E1) + 1.24(E2) = 2.48
Total tax 10%: 0.12(G1) + 0.12(G2) = 0.24 (we sum the rounded values of tax on each line)
Total inc tax (we sum total without tax + total tax): 2.48(Ex) + 0.24(Gx) = 2.72

Note that if we sum the rounded price inc. tax on each line, we get: 1.36(I1) + 1.36(I2) = 2.72 (the same result, so we know there is no error)

2) If we choose to round the amount (to 2 decimals) after summing the unrounded lines, we get:

Total without tax: 1.24(E1) + 1.24(E2) = 2.48 (same as method 1)
Total tax 10%: (1.24(E1) + 1.24(E2)) * 10% = 0.124 + 0.124 = 0.248 rounded to nearest two decimals gives 0.25 (we sum the amount without tax for each lines, calculate vat rate on this and subsequently we round the value to 2 decimals)
Total inc tax (we sum each line without tax and add the total tax): 2.48 + 0.25 = 2.73

The first point to note is that the result of Method 1 differs from the result of method 2 by 0.01. If you have n times the same line, the difference can be higher but is always lower than/equal to (n-1)*0.01. Also if you decide to round up or down instead of "to the nearest", you will have same problem (for example with rounding down, try with a quantity of 2 on line 2 and you will have same differences between method 1 and 2). Difference will just appears with different data but will still occur, so the problem is not on how we make the rounding but when.

The second point is that if we use method 2, we must not show the column I on the invoice, otherwise the total you show on your invoice (2.73) will not be the same as the total you get summing the totals of each line (1.36+1.36=2.72). Showing column H might be better but the total will still differ because the total (2.73) is rounded and the result of summing column H lines (1.364+1.364=2.728) will still differ.

So what to do ?

In some countries, calculations must always be done using method 1 for generating invoices. As this is the default calculation rule for Dolibarr and recommended in most countries nowdays, there is nothing to change from the default configuration..
In few countries (rarely), calculations must always be done using method 2 for generating invoices. To avoid having the total shown at the top of the invoice that differs from the totals of detailed lines, just do not show column I on invoice. This is the case with Dolibarr default invoice templates, so that's not a problem. To enable this rule of calculation, you must use Dolibarr version 3.5+ and add/override the constant MAIN_ROUNDOFTOTAL_NOT_TOTALOFROUND to 1 (in Home - Setup - Other). It seems there is no more example of countries in the world today that need this.
In some countries, both methods are still possible. In this case just use method 1 that will be more accurate for accounting (since if you use method 2, the total of vat collected on your invoice will not be the sum of F, nor the sum of G and this will create confusion subsequently). If you prefer to use method 2 (a very bad idea), use Dolibarr version 3.5+ and set constant MAIN_ROUNDOFTOTAL_NOT_TOTALOFROUND to 1 (Home - Setup - Other).

Second or Third Tax

Some countries may apply two or three taxes on each invoice line. This can be setup in the Dictionary (Home - Setup - Dictionaries - Sales taxes).

Possible local tax types are:
1: local tax is applied to products and services without vat (localtax is calculated on the amount without tax)
2: local tax is applied to products and services including vat (localtax is calculated on amount + main tax rate)
3: local tax is applied to products only without vat (localtax is calculated on amount without tax)
4: local tax is applied to products only including vat (localtax is calculated on amount + main vat)
5: local tax is applied to services only without vat (localtax is calculated on amount without tax)
6: local tax is applied to services only including vat (localtax is calculated on amount + tax)

For Argentina

In Argentina, you may need to add a second tax on the tax profile that is a Gross Income Tax like IIBB. Note that if you have several rates for IVA and several rates for IBB, you must add one profile of tax for each combination you commonly use.

Note that the second tax will be added only if you setup your company into Home - Setup - Company - Use 2nd tax to yes (this option is visible for country whose a second tax is defined into dictionary tables of vats).

For Brazil

See page BrasilTaxes

For Canada

Lexical

GST = Goods and Services Tax (TPS = Taxe sur les Produit et Services for Quebec)
PST = Provincial sales taxes (TVQ = Taxe de Vente Québecoise for Quebec = QST = Quebec Sale Tax)

Setup

The GST is applied automatically on each lines (when added or edited). Value of rate for second tax PST is automatically extracted by system from the dictionary table of VAT rates, for the GST vat rate line used and your country (Table llx_c_tva).

Note that the second tax will be added only if you setup your company into Home - Setup - Company - Use 2nd tax to yes (this option is visible for country whose a second tax is defined into dictionary tables of vats).

Example of user setup: Go into Home - Setup - Dictionary - VAT and sale tax, into column "Rate" enter a GST vat rate with value 5, into column "Tax 2" (PST) enter a VAT rate 9.5 with type "2" (Type "2" means the tax 2 is calculated for product and services on the price including the GST). Change values or rates according to your province rates.

Note: Another solution is to set the "Tax 2" (PST) with vat rate 9.975 and set type of tax 2 to type "1" (Type "1" means tax 2 is added for product and services, and calculated on net price, so does not include GST vat for calculation. It is same than using 9.5 and making calculation on price including GST).

Example of calculation

	A Description	B Quantity	C Unit price	D1 Vat rate GST	D2 Vat rate PST	E Total without tax =(B*C)	F Tax GST =(BCD1)=(D1*E)	G Tax PST (BCD2)=(D2*E)	H Price inc GST + PST=(E+F+G)
1	Product alpha	10	10	5%	9.975%	100	5	9.98	114.98

For Congo

In Congo, alias Republic of Congo or Congo-Brazzaville, there is another tax of 5% on the amount of VAT.

Setup

Example of user setup: Go into Home - Setup - Dictionary - VAT and sale tax, into column "Rate" enter a vat rate with value 18, into column "Tax 2" enter a VAT rate 0.9 with type "1" (Type "1" means the tax 2 is calculated for product and services on the price without the VAT). Because 5% on the amount of VAT is same than 0.9% on the price without tax when the tax is 18%.

Example of calculation

	A Description	B Quantity	C Unit price	D1 Vat rate	D2 Tax 2 rate	E Total without tax =(B*C)	F Tax =(BCD1)=(D1*E)	G Tax 2 (BCD2)=(D2*E)	H Price inc both tax=(E+F+G)
1	Product alpha	10	10	18%	0.9%	100	18	0.9	118.9

For India

There is SGST, CGST and IGST. Setup is available by default with 6.0+:

Go into Home - Setup - Company, check that your country has been set to India then enable the second and third tax.

Go into Home - Setup - Display and set your language to English (India) to get the correct term for the taxes.

You can also check the rates into Home - Setup - Dictionaries - Rate of sales tax.

For Italy

You may need to add a negative withholding tax calculated on net amount.

Setup

Value of rates are found into the dictionary table from the standard vat rate (Table llx_c_tva). Total with tax and total amount of vat is modified according to calculation.

Setup example: When vat rate is 22, add a tax 2 (witholding) of type "1" (Type "1" means tax 2 is added for product and services and calculated on net price), rate is -20% (negative means amount will be substracted)

Example or calculation

	A Description	B Quantity	C Unit price	D1 Vat rate	D2 Vat rate withholding tax	E Total without tax =(B*C)	F Tax VAT =(BCD1)	G Tax 2 (BCD2)	H Price inc VAT + Tax 2=(E+F+G)
1	Product alpha	10	10	22%	-20%	100	22	-20	102

For Spain

Specific tax rules for Spain are supported from Dolibarr 3.0.

In Spain, there are two additional vat rates possible for each line:

The vat rate RE. Recargo de Equivalencia - a vat rate calculated on the total without tax for products, and added to the invoice total to obtain a total with tax.
The vat rate IRPF. Impuesto sobre la Renta de las Personas Físicas - a vate rate calculated on total without tax for services, and subtracted from the invoice total to obtain a total with tax.

Both additional taxes cannot be on the same invoice: RE is applied only for products and IRPF only for services. Because IRPF tax is always negative, in credit notes/invoices the total IRPF will be positive.

Setup

The two vat rates are applied automatically (if company has been setup to use them) on each lines (when added or edited). Values of rates are defined in the dictionary table from the standard vat rate (Table llx_c_tva). Total with tax and total amount of vat is modified according to calculation.

Setup example: For standard vat rate 10, Localtax 1 (RE) is set with type "3" (tax is applied on net price, for products only), rate 1.4%

Note that the second tax will be added only if you setup your company into Home - Setup - Company - Use 2nd tax to yes (this option is visible for country whose a second tax is defined into dictionary tables of vats).

Example of calculation

	A Description	B Quantity	C Unit price	D1 Vat rate	D2 RE	E Total without tax =(B*C)	F Exact tax amount =(BCD1)=(D1*E)	G Tax RE (BCD2)=(D2*E)	H Price inc standard vat + RE=(E+F+G)
1	Product alpha	10	10	10%	1.4%	100	10	1.4	111.4

Example of calculation in credit notes

	A Description	B Quantity	C Unit price	D1 Vat rate	D2 IRPF	E Total without tax =(B*C)	F Exact tax amount =(BCD1)=(D1*E)	G Tax RE (BCD2)=(D2*E)	H Price inc standard vat + RE=(E+F+G)
1	Product alpha	10	-10	21%	-21%	-100	0	21	100

Note

R.E. (Localtax1) is applied to sales of product and not to supply of services. But a service may be invoiced in the same invoice with a product sale if this is related to the product sale and it increases its cost (ex: shipping costs).

Currently to manage this case you must enter these services (ex: shipping costs) as a free line, and indicating the type as product, not as service.

For Tunisia

You may need to manage the fiscal thumb. For this, just enable the option into Home - Setup - Company/Organization.

You may need to add a FODEC tax. For example a 1% tax on price without VAT. That VAT must include the VAT. See http://www.profiscal.com/Etudiants/TCA/tca_ch11_06.htm

Configuration

Value of rates are found into the dictionary table from the standard vat rate (Table llx_c_tva). Total with tax and total amount of vat is modified according to calculation.

Because VAT in Dolibarr is calculated before adding the second TAX and for FODEC we need to add the second Tax before calculating VAT, we must use a workaround to support the FODEC currently in Dolibarr. The solution is to create a VAT Rate that include bot the VAT rate + a delta to include the VAT based on FODEC.

Exemple: Imagine the VAT is 18% and the FODEC is 1%. You must go into Setup - Dictionaries - VAT and tax rates. Create a new VAT rate with field Code = "18+FODEC", Rate="18.18", Use Tax2=Yes with type 1, Rate of Tax2="1", Note="VAT 18.0 including 1% FODEC, so 18.18%"

	A Description	B Quantity	C Unit price	D1 Vat rate	D2 FODEC	E Total without tax =(B*C)	F Exact VAT amount =(BCD1)=(D1*E)	G Tax FODEC (BCD2)=(D2*E)	H Price inc standard vat + FODEC=(E+F+G)
1	Product alpha	10	10	18.18%	1%	100	18.18	1	119.18

This workaround will work around for calculation of each part and calculation of total. However, on PDF generated document, you will see the text "18.18%" for the VAT rate instead of "18% after adding the 1%"