Product-Specific VAT Category Override

In 99% of cases, it's enough to set VAT category on the product group. But sometimes there are edge cases where a single product differs from the rest of the group. Vendion lets you then override the VAT category at the product level – without having to split the product group in two.

The rule: inherit first, deviate only when needed

Best practice in Vendion:

1. Primarily – set VAT category on the product group (see article 81)
2. Secondarily – only if a single product deviates from the group, make a product-specific override

The more overrides, the harder it gets to keep track. Always start by asking yourself: "Can I solve this by splitting the group instead?" – in most cases, the answer is yes.

When do I need an override?

Some real examples where product-specific override is the right solution:

Example 1: Catering bottle that's always invoiced at 6% You have a bottle of mineral water normally served at the restaurant (part of the group "Non-alcoholic drinks" = 12% served / 6% takeaway). But you also sell the same bottle as a catering add-on product that's always 6% regardless of how it's consumed. You can then create a separate product "Water catering" and set a category override to "Other goods 6%" – even though the rest of the drinks group is "Food / non-alcoholic drinks".

Example 2: Gift card sold from a regular menu tab Most restaurants sell gift cards from a dedicated Marketing page, but some want to add gift cards as a menu product at the register for convenience. The product sits in an "Other" group that has category "Food / non-alcoholic drinks" – but the gift card should be VAT-exempt. Product override: "VAT-exempt".

Example 3: Cookbook you sell on the counter In your souvenir group "Merchandise" you have t-shirts and caps (25%) but also a recipe book written by the chef. Books should be 6%, not 25%. Product override on the cookbook: "Other goods 6%".

Example 4: Non-alcoholic drink only served by the bottle Your "Wine" group has the category "Alcoholic drinks" (25%) – but you also sell a non-alcoholic grape juice in a wine bottle that sits in the same group for assortment reasons. Product override on the grape juice: "Food / non-alcoholic drinks".

How to set an override:

1. Go to Menu (/admin/meny)
2. Click on the product you want to override
3. Switch to the tab Moms (VAT)
4. Expand the section Avvikande momskategori (Deviating VAT category)
5. Default is Ärv från varugrupp (Inherit from product group – shows current group category)
6. Choose an explicit category from the dropdown
7. Save

The field shows a helper text explaining which VAT rates the new category produces, so you instantly see the consequence of the choice.

How a deviation appears in admin

Products with a deviating VAT category are marked with an asterisk (*) next to the VAT info in the product list. This is a clear signal to you and other admins that "this product does not follow the group rule". Hover or click the asterisk to see exactly which category is overridden.

Under the product group's summary view there's also a counter: "3 products have deviating VAT category" – so you can easily find deviations during review.

Best practice: document why

When you set a deviation, note in the product description or in an admin comment field why the deviation exists. Example: "Catering-only, invoiced at 6% per customer agreement". This helps future administrators understand the decision and avoids someone accidentally "fixing" the deviation.

What happens when the product group's category changes?

If you later change the product group's default VAT category, it does not affect products with individual deviations. Deviations are explicit – they don't follow along when the group is changed. To reset a product to inherit from the group, go to the product, expand "Deviating VAT category" and select Inherit from product group again.

When should I NOT use product override?

If the majority of products in a group have the same deviation – then don't set override on each one, instead split the product group into two separate groups. For example:

• Group "Wines" – all regular wines (25%)
• New group "Non-alcoholic wines" – grape juices and non-alcoholic alternatives (12%/6%)

It's cleaner, easier to maintain, and less risk of someone missing a deviation.

Common pitfalls

1. "All catering products should be 6% – can I set it on the whole group?" Not quite. Catering food served at a corporate client is 12% (restaurant service), while delivered food is 6% (foodstuff). Use order format "Table" or "Delivery" instead – it solves it automatically without override. Catering override is only needed if you always invoice a flat 6% regardless of consumption (e.g. catering contracts where the invoice is always 6%).

2. "Why didn't my override follow when I moved the product to another group?" It doesn't – product overrides are explicit and follow the product. If the new group's category is what you want, remove the override (select "Inherit from product group") so it inherits from now on.

3. "Can I override with a completely new, custom category?" No. You can only choose between the five built-in categories (Food/non-alcoholic drinks, Alcohol, Other 25%, Other 6%, VAT-exempt). This is deliberate – five categories are enough for all Swedish restaurant VAT handling, and letting restaurants create custom categories would lead to wrong-VAT risks.

Checklist before adding overrides

• Is the product really unique, or would it be cleaner to split the product group?
• Is there a business rationale motivating the deviation (catering, special customer, law)?
• Have I noted why in the product description?
• Have I verified in the POS that the right VAT is calculated on a test order?