Business Setup ModuleCore Module

Policies, Taxes & Service Charges

1. Feature Introduction & Tax Framework

What is the Policies module for?

The Policies module standardizes fiscal taxation rates (such as VAT/PPN or Restaurant PB1) and operational service fee charges per Branch. These rules are automatically computed by the point of sale (POS) checkout engine, customer sales orders, vendor procurement bills, and financial ledger postings.

Policies in Inventories Web encapsulate two critical commercial calculation domains:

Fiscal Taxes (Taxes)

Standardized VAT/Sales tax rates scoped per branch. Supports both Exclusive (tax calculated on top of subtotal) and Inclusive (gross catalog price already includes the tax amount) pricing modes.

Operational Surcharges (Service Charges)

Dine-in tips, packaging fees, or delivery surcharges. Can be defined as a Percentage (%) or a Fixed (Nominal) amount, evaluated against either the Subtotal or the Total After Tax.

2. Real-World Fiscal & Surcharge Scenarios

Review these operational scenarios to choose the right policy configuration for your business:

Business Requirement	Operational Scenario	Application Action
Standard Value-Added Tax Compliance (VAT / PPN 11% Exclusive)	Government regulations mandate an 11% value-added tax on retail products, where catalog shelf prices are displayed pre-tax.	Create an Exclusive Tax policy with rate 11.00% under the Tax tab. The checkout engine automatically computes tax on subtotal and prints DPP & VAT on invoices.
All-Inclusive Food & Beverage Menu Pricing (Inclusive Tax)	A retail cafe or quick-service food boutique displays menu prices (e.g. Iced Latte Rp 33.000) that already include the tax liability.	Select Inclusive Tax with rate 10.00%. The system derives the Tax Base (DPP = Rp 30.000) and Tax Amount (Rp 3.000) backward without increasing total cart price.
Hospitality Dine-In Staff Service Charge (Percentage Fee)	A dine-in restaurant charges an automatic 5% staff service gratuity fee on all food and beverage orders.	Under Service Charges tab, configure a policy of Type PERCENT with value 5.00 applied to SUBTOTAL.
Fixed Takeaway Packaging & Eco-Bag Handling Surcharge	A retail store imposes a flat Rp 5.000 delivery packaging fee or eco-bag surcharge per completed customer order.	Create a Service Charge of Type FIXED with value 5000.00 applied to SUBTOTAL.
Municipal Restaurant PB1 vs National PPN Differentiation	Operating restaurant branches in regions subject to 10% Local City Government Restaurant Tax (PB1) rather than Central Government VAT.	Create branch-specific tax policies using code PB1-10 to separate local municipal tax reports from national VAT filings.

3. Before You Begin & Prerequisites

Verify the following preparations before configuring branch taxation and fee policies:

Ensure the parent Branch is registered and active before setting up tax or surcharge rules.

User must possess permissions to manage policies (taxes:create, service-charges:create).

Review prevailing government tax regulations (standard VAT/PPN rate or local municipal restaurant tax PB1).

Decide your retail pricing model: Exclusive (tax added on top of cart subtotal) vs Inclusive (shelf price already incorporates tax).

Determine service fee calculation base for hospitality operations (Subtotal vs Total After Tax).

4. Form Field Definitions (Tax & Service Charges)

The table below explains every configuration field on the Tax and Service Charge modals:

Form Label	Input Type	Required	Operational Purpose & Example
Branch (branchId)	Dropdown Selection	Required	Parent operational branch. Tax rates and service fees are isolated per branch territory. Example: Jakarta Central Branch
Tax / Fee Code (code)	Unique Text	Required	Short tax code printed on fiscal receipt headers and mapped to accounting tax accounts. Example: PPN-11, PB1-10, SC-05
Policy Name (name)	Text	Required	Human-readable tax or service charge title displayed on customer bills and financial journal vouchers. Example: VAT 11%, Dine-In Service Charge 5%
Rate / Surcharge Value (rate / value)	Decimal Number	Required	Percentage rate (for Taxes) or percentage/flat amount value (for Service Charges). Example: 11.00 (Tax %), 5.00 (Service %)
Tax Pricing Model (isInclusive)	Radio Selection	Required	Tax pricing model. Exclusive adds tax on top of item prices; Inclusive derives tax backward from shelf price. Example: Exclusive / Inclusive
Service Charge Type (type)	Dropdown Selection	Required	Fee formula: PERCENT calculates a percentage surcharge, FIXED adds a constant nominal rupiah sum. Example: PERCENT / FIXED
Apply Fee To (applyTo)	Dropdown Selection	Required	Calculation base: SUBTOTAL computes from pre-tax item lines, TOTAL_AFTER_TAX computes from gross total including tax. Example: SUBTOTAL / TOTAL_AFTER_TAX
Status (status)	Radio Selection	Required	Operational status. Active policies are automatically applied during sales checkouts; inactive policies are disabled. Example: Active / Inactive

5. User Interface Overview

Visual interface layout showing the dual-tab policy dashboard (Tax and Service Charge) in the admin console:

inventories-web

Menu Location:Business Setup > Policies

Screen Preview: Policies & Taxes Console

Visual interface illustration and control layout for menu Business Setup > Policies

1Tax Policy Tab2Service Charge Tab3Add Tax / Service Charge Modal Trigger4Inclusive / Exclusive Badges

Policies management screen featuring Tax and Service Charge tabs, search filters, and modal creation triggers.

Fiscal Configuration

6. Adding Tax Policies

Step-by-step workflow to configure fiscal tax regulations (VAT / PB1) for your branches:

Navigate to Policies Console

Menu: Business Setup > Policies

Open Business Setup from the main navigation and click Policies.

Choose Target Policy Tab

Tax / Service Charge Tab

Select either the Tax tab (for VAT/PB1 sales taxes) or the Service Charge tab (for staff gratuity/packaging fees).

Open Creation Modal

Add Tax / Add Service Charge Button

Click Add Tax or Add Service Charge in the table toolbar to open the policy setup modal.

Configure Rate & Calculation Rules

Select Branch, enter Name, Code, and Rate value. For taxes, choose Inclusive or Exclusive. For service charges, define Type (Percent vs Fixed) and Apply To base.

Switching between Exclusive and Inclusive alters price breakdown calculations on cashier registers immediately.

Save & Deploy Policy

Save Button

Click Save Tax or Save Service Charge. The new calculation rule is instantly active on point of sale registers and commercial invoicing engines.

Surcharge Management

7. Adding Service Charges

How to set up percentage-based gratuities or flat packaging fees with custom calculation bases:

Locate Policy in Table

Edit Action Icon

Find the target tax or service charge entry in the table and click the Edit action icon (pencil).

Modify Rates or Basis

Update the policy name, rate percentage, or fee calculation basis as needed.

Existing posted sales receipts and closed invoices retain their historic tax amounts and are never retroactively recalculated.

Save Modifications

Save Button

Click Save to push revised computation rules to active cashier lanes and order forms.

Lifecycle Management

8. Deactivating or Deleting Policies

Safe deactivation workflow that protects historical invoices and fiscal audit trails from rate corruption:

Deactivating an Obsolete Policy

Click Edit on the target policy and switch Status to Inactive. The policy will no longer apply to new customer checkouts.

Deleting a Policy

Click Delete on the policy row and confirm the prompt.

Policies attached to active transactions cannot be deleted; deactivate them instead to preserve fiscal audit records.

9. Operational Results & Downstream Effects

Policy formulas directly govern commercial pricing breakdowns and accounting liabilities across the following subsystems:

Related Subsystem	Operational Effect & Relationship
Point of Sale (POS Cashier)	POS checkout engines dynamically apply active tax and service charge percentages to order lines, displaying tax breakdown on customer slips.
Commercial Invoicing (B2B Invoices)	Invoices calculate Tax Base (DPP) and VAT amounts, producing required tax invoice records (e-Faktur) for corporate buyers.
Vendor Bills & Procurement (Purchase)	Inbound vendor bills record input VAT (PPN Masukan) to offset output tax liabilities in quarterly fiscal filings.
General Ledger Accounting	Tax and service fee collections map automatically to designated liability ledger accounts (PPN Keluaran and Service Fee Payable).

10. Common Issues & Solutions

Common problems and calculation discrepancies encountered during tax and fee configuration:

Issue / Error Message	Underlying Cause	Recommended Resolution
Cashier checkout displays higher total price than displayed menu shelf price	The tax policy is configured as Exclusive instead of Inclusive, adding an extra 10% or 11% on top of all-inclusive menu prices.	Edit the tax policy and switch the tax pricing model to Inclusive; the system will derive tax backward from shelf prices.
Service charge calculates on top of tax instead of pre-tax subtotal	The Apply To setting was configured as TOTAL_AFTER_TAX.	Edit the service charge policy and change Apply To to SUBTOTAL to calculate fees purely on merchandise value.
Validation error: "Rate must be at least 0" or "Branch is required"	The rate percentage was entered as a negative number or the branch selector was left empty.	Select an active Branch and enter a positive percentage rate or zero.

Operational Best Practices

When transitioning between national regulatory VAT rates (e.g. from 11% to 12%), create the new rate as a distinct policy rather than overwriting historical rules.
Always align your Inclusive/Exclusive choice with catalog list prices to prevent unexpected cashier register discrepancies.
Separate national VAT (PPN) from municipal restaurant tax (PB1) by using distinct codes per branch entity.