Registration Type Settings

This article is for Administrators setting up Registration Types, including the GST Field that determines whether GST is applied to an Applicant's bills.

When setting up your Registration Templates, there are a few different settings you can choose to enable (or disable) for registrants.

You can opt to enable registration review - which means that Admins are required to review the registration prior to the applicant being able to access the system. You can also choose whether or not you wish to enable multiple users to be invited to one entity (i.e. and Organisation). You can choose if users are able to self-serve and sign-up using the Registration Type directly from your website, or whether they have to be invited by an Admin. And this is also where you nominate the question on your Registration Template that records whether an Applicant is GST registered, so GST is applied automatically to their payments.

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Setting the GST Field

Tahua does not have a tick box for "this Applicant is GST registered". It works GST out from an answer the Applicant gives on their registration form, and the GST Field setting is where you tell Tahua which question holds that answer.

If no GST Field is mapped, every bill sent to your accounting system is coded as No GST — regardless of whether the Applicant is actually GST registered. This is the most common reason bills arrive in Xero or QuickBooks without GST and have to be corrected by hand.

There are two parts to setting this up, and the first has to happen before the second.

1

Add a Yes/No question to your Registration Template

Open the Registration Template in the Form Builder and add a Yes/No field asking whether the Applicant is GST registered — for example "Is this company GST registered?".

Only a Yes/No field can be used as the GST Field, and only fields on the template attached to that Applicant type will be offered.

GST is applied only when the Applicant's saved answer is exactly Yes.

2

Map the field against the Applicant type

Go to Settings > Organisation and open the Registrations tab. Open the Applicant type you want to configure and find GST Field:

The GST Field is a Yes/No Field which determines if the Applicant is GST Registered and if GST should be applied to payments.

Choose your GST question from the dropdown and save. If the dropdown is empty, the Registration Template attached to this Applicant type has no Yes/No or Radio Button field on it yet — go back and add one.

The mapping lives on the Applicant type, not on the template. If the same Registration Template is used by more than one Applicant type, set the GST Field on each of them.

Changing the template on an Applicant type also changes which question the GST Field points to. If Applicants have already registered on the old template, their GST answers are no longer picked up. If you're moving to a new form, see Replacing a Registration Template with a New Form.

3

Check that existing Applicants have answered it

Mapping the field does not backfill answers. Applicants who registered before the question existed have nothing saved against it, so their bills will keep syncing as No GST until the question is answered on their registration.

See Modifying Registration Templates After Launch for how to add a question to a template that is already in use.

Once this is in place, GST is calculated at 15% and applied to bills synced to Xero and QuickBooks for any Applicant whose answer is Yes. Applicants who answered No, or who have not answered, sync as No GST.

Already have bills in Xero coded as No GST?

Mapping the GST Field changes future syncs. It does not go back and recode bills that have already synced — those need correcting in Xero directly.