Accounting Setup

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How do I change the tax setup?

Tax setups can be changed under System > Settings > Accounting Settings > Tax Setups. You can either edit one of the default tax setups or add a new one by clicking the 'Add Tax Setup' button. Enter a name and rate, and select the 'Taxable' box if you wish for the tax to be used, then click 'Submit'. This tax will then be viewable when creating or editing a job in 'Commission Tax' and 'Tutor Tax' under 'Accounting Settings'. Here you can also set whether the rates on a job are tax exclusive (GROSS) or tax inclusive (NET) in 'Tax Setting'.

You can also select the default tax on tutors and commission by navigating to System > Settings > Accounting Settings > Tax Setups and clicking one of the edit icons below. Select your tax setups and click 'Save'. Your chosen tax setup will then be used as the default on jobs.

Select your tax setups under 'Accounting Settings'.
Select your tax setups under 'Accounting Settings'.

What's the difference between charge via branch and charge via tutor?

If your tutors are employed by you, use the 'charge via branch' setting. This will send invoices to your clients directly from your company. If your tutors are self-employed contractors, with you acting as an agent, use the 'charge via tutor' setting. TutorCruncher will lay out the paperwork with charges for tutoring services coming from the tutor and your commission as a charge from you to the tutor. This can be set in System > Settings > Accounting Settings > General by selecting the 'Charge via Tutor' box.

Select 'Charge via Tutor' in your Accounting settings.
Select 'Charge via Tutor' in your Accounting settings.

You can also force an invoice sent to a client to be charged via branch by editing a client's profile and selecting the 'Charge Via Branch' box.

Prefer Charge via Tutor; Charging via the tutor on non-taxable charges

When looking at the Accounting Settings within TutorCruncher, you'll see that there are two main settings which are relevant when setting up a self-employed/contractor based tutoring company:

  1. Charge via Tutor (let's call this CVT, for short)

  2. Prefer charge via Tutor (Let's call this PCVT)

CVT is the setting that, when turned on, adjusts all taxable charges to reflect the fact that the company is an agent, liasing between tutor and client. This will mean that tax (VAT) charged on lessons and Ad Hoc Charges will be calculated only on the difference between what the client pays and what the tutor gets paid. It will also mean that invoices will now be sent from tutors, with the tutor listed as the sender of the invoice, and the client as the recipient. Finally, tutors' Payment Orders will now contain information about how much the client was charged.

Most importantly, CVT will only do the above on lessons and ad hoc charges that ARE TAXABLE. Non-taxable lessons will not be treated in the same way as taxable ones.

PCVT does everything that CVT does, with one notable exception. When PCVT is turned on, every lesson and Ad Hoc Charge will be invoiced from the tutor, all tutors will be told of the client charge rate for all charges also. Tax will be applied only to company commission, where tax is chargeable, just as above. PCVT applies these changes to EVERY LESSON AND AD HOC CHARGE, whether it is taxable (VAT applicable) or not.

NB: It is important to note that while CVT and PCVT will make changes to the way charges are issued to customers in either taxable lessons or in both taxable and non-taxable lessons respectively, neither will ever take effect on lessons or Ad Hoc Charges for which the tutor is being paid more than the client. In the case of a lesson with multiple clients and tutors attached, the sum of tutor pay must not exceed the sum of client charge for either CVT or PCVT to take affect.

Is TutorCruncher compatible with accounting packages?

TutorCruncher’s accounting is compatible with accounting packages like Xero, Quickbooks and Sage. Accounting data from within TutorCruncher can be exported in CSV format, that can then be imported to other accounting programmes.

What are Sales Codes?

Sales codes are used in conjunction with Xero to categorise items on invoices into various accounts. For instance, 802 could be the account that the tutor payment comes out of. If you are not using Xero as your accounting package you can still use Sales Codes to categorise Lessons and Ad Hoc Charges, you will be able to view them when you use the detailed accounting export.

How do I change my sales code?

Sales codes are used for integration with Xero and other accounting packages. Sales codes can be changed under System > Settings > People. You can either edit one of the default sales codes or add a new one by clicking the 'Add Sales Code Group' button. Enter a description and a number for each code, then click 'Submit'. This code group will then be viewable when creating or editing a job in 'Sales Codes' under 'Accounting Settings'.

Why can't I see certain sales codes?

If you do not have affiliates turned on within your TutorCruncher account you will not be able to view the sales codes associated with them. You can switch on affiliates within System > Settings > Accounting Settings > General

Tutor sales codes will also not be displayed unless you have Charge Via Tutor switched on. Since the TutorCruncher tutor sales code is used to feed into direct wages codes via Xero and other accounting software, if you are not using Charge Via Tutor this is not a feature you will need to use within your accounting.

How do I change my currency?

Under System > Settings > Accounting Settings > General, you have an option for currency.

How do I change the prefix/suffix of my invoice/payment order/receipt PDFs?

You can change the messages on your accounting PDFs by navigating to System > Settings > System Customization > PDFs. You will see a number of default fields you can edit including 'Invoice statement prefix', 'Payment order page suffix', 'Receipt summary prefix', etc. Edit your messages and click 'Submit'. Any new PDFs you create of that document type will use your custom messages, older documents may not be updated.

Why isn't my lesson being charged via the tutor?

There are a couple of reasons a lesson wouldn't have been charged via the tutor:

  • Is Charge via tutor checked under System > Accounting Settings > General?
  • Is the tutor being paid more than the client is being charged for the lesson? If that's the case, then you cannot charge via the tutor.
  • Going to the client's profile and clicking 'Edit', there's an option for 'Charge via Branch'. If this is checked, then no charges to that client will be charged via the tutor
  • Is the client taxable? There's also an option in the client's profile for 'Taxable'. If this is unchecked, then we don't by default charge that lesson via the tutor.

Please note that after changing any of these options you will need to regenerate your invoices to update them.