Understanding VAT in Reports

Sweden uses a price-inclusive VAT system – the prices the guest sees always include VAT. Vendion automatically calculates VAT's share and books it correctly in Z-reports and vouchers. This article explains how VAT appears in Analytics reports and how it's reconciled against accounting.

Three VAT rates in restaurant operations

The VAT rate is set per menu item under Menu → edit product. Vendion defaults to 12% for food, 25% for drinks classified as alcohol.

The formula – reverse calculation

Since the price is inclusive of VAT, the VAT is calculated backwards:

Price incl. VAT   = 112 SEK
VAT rate          = 12%

Net (excl. VAT)   = 112 / 1.12 = 100.00 SEK
VAT               = 112 − 100 = 12.00 SEK

For 25%:

Price incl. VAT = 125 SEK
Net             = 125 / 1.25 = 100.00 SEK
VAT             = 125 − 100 = 25.00 SEK

Where VAT shows in Analytics

Why do we always calculate on net?

If you compare two products – one with 12% and one with 25% VAT – then net (what you actually keep after VAT) is the only relevant measure for margin and profitability. The VAT goes to Skatteverket, so it can't be counted as your revenue.

Reconciliation against accounting

The VAT in Analytics reports must exactly match the balance on account 2610 (output VAT 25%) and 2620 (output VAT 12%) in accounting. Here's how to reconcile:

1. Go to Analytics → Finance and select a month
2. Note total VAT per rate (12% and 25%)
3. Open Accounting → General Ledger and search account 2610 and 2620
4. Sum credit balance for the same period
5. The numbers should match to the öre

Any discrepancy is usually due to:

• Gift cards sold but redeemed later (VAT booked at redemption)
• Returns crossing month boundaries
• Rounding (booked on account 3740)

See the deep dive in the Accounting module: "Understanding VAT (output vs input)" and "VAT Reconciliation with Skatteverket".

Output VAT vs input VAT

• Output VAT (utgående) – the VAT you collect from the guest at sale. Booked as credit balance on 2610/2620. This is all Vendion handles in the POS.
• Input VAT (ingående) – the VAT you pay on purchases (goods, rent, equipment). Booked on account 2641. Handled outside Vendion (via your accounting software or invoice handling).

On the VAT declaration to Skatteverket: VAT payable = Output − Input.

VAT declaration

Declare quarterly or monthly (depending on company turnover):

1. Export Z-reports for the period from Analytics
2. Sum VAT per rate
3. Enter into Skatteverket's e-service (or your accountant does it)
4. Pay by the 12th of the second month after the period

Gift cards – a special case

When a gift card is sold it's a liability, not revenue – no VAT is booked then. When the gift card is redeemed VAT is taken on the actual product purchased. This means gift card sales don't hit the VAT report until redemption. See the "Gift Card Accounting" article in the Accounting module.

Alcohol + food on the same check

Vendion automatically handles mixed VAT rates per receipt. Example:

Steak (12%):     250 SEK (223.21 net + 26.79 VAT)
Beer (25%):       69 SEK (55.20 net + 13.80 VAT)
Tip:              30 SEK (no VAT)
Total:           349 SEK (278.41 net + 40.59 VAT)

The Z-report and accounting correctly separate per rate.

Common misconceptions

"Why does Product Mix show a different margin than I calculated?" Because we calculate on net (excl. VAT). Your calculation was likely based on gross.

"My food cost looks high" Food cost = cost price / net sales. If you compare purchases (often excl. VAT) against gross you get too low a food cost. Always net.

"Why doesn't VAT match the bank?" VAT is reconciled against accounting, not the bank. The bank sees only gross deposits. Accounting splits VAT from net.

Related: Z-report, Swedish Tax Authority Export File, Understanding Margin Calculations, Understanding Accounting, VAT Reconciliation (bokforing-moms).