Administrator Manual

VAT reduction for foods in 2026

The Bundestag and Bundesrat have decided to reduce VAT from 19% to 7% for foods.

Despite this last-minute decision by the government, you are well prepared with Bp Event. We provide you with tools and a recommended course of action for implementation in Bp Event. You can carry out the implementation as "real" Administrator (user). If you have any questions, please contact your account manager or Bp Event Support.
An update version has been available since Friday, 19 December 2025, in which the changeover to the new tax rates is possible directly.

Please note the following when editing events (e.g. rebooking items):

After the changeover: Events that take place in 2025 must be adjusted manually with regard to VAT rates.
Changeover in 2026: Events that take place in 2026 but are processed in 2025 must be adjusted manually with regard to VAT rates.

Recommendation: If you have a POS interface, it is advisable not to change over until the turn of the year so that the cash register receives the current tax rates and does not already receive the reduced tax rate during the last days of 2025.
If you have already created invoices from 1 January 2026 and sent them to your customers, you must pay attention to the VAT rate in the future if a credit note is required.

Important: Carry out the individual steps of our recommended action in sequence . Do not skip any steps and keep to the specified sequence. The steps must be carried out as the real Administrator . We expressly recommend that a user with administrative rights does not carry out the steps . Read the articles carefully before proceeding with the implementation.

Update to the latest version
Import the scenario from the object catalogue
Note: We recommend importing all objects in these scenarios
Create a new item group package and assign the item groups concerned
Check the country settings and complete them
Start the job to convert the VAT rates
Maintain VAT suggestions
Check the necessary conversions for your database
Interfaces, WebApps, WebShop etc.
Create a validation rule to check the correct VAT rates in events
Activate the monitoring job for creating new item groups and specify the recipient or recipient group.
Verify your revenue accounts
Optional price adjustment of your items
Update your menus

The jobs (automatisms) included in the scenario will change the VAT rates in all relevant instances.
Important: There is no automated adjustment of prices. Whether you pass on the VAT reduction to your customers is entirely your decision. If you would like to adjust your prices, price maintenance can be carried out as bulk operations on lists after all the previous steps have been completed. Then check any existing events and make the price changes in the event segments. Also verify changed prices in item components and event templates and adjusted if necessary. After the changeover, double-check VAT rates in the event segments and contact your account manager or the Bp Event Hotline if you have any questions.

1. Update to the latest version
Update to a current version, at least 12.2C13 in order to be able to import our tools for the changeover. Use the Automatic update or make an appointment with the Bp Event Hotline.
2. Import the scenario from the object catalogue
After the update, you will be able to access the object catalogue and import many useful tools. For the VAT reduction, we provide a the "Changeover to reduced VAT" scenario. We strongly recommend importing all objects contained in this scenario.
1. Go to the Setup tab and click on Scenarios > Object catalogues.
2. A list of all available scenarios will open.
3. Open the "Changeover to reduced VAT" catalogue by double-click, or left-click and select Edit.
4. The catalogue will open in Display mode on the Documentation tab.
5. Go to the Objects tab.
6. To select all objects simultaneously (recommended procedure), click on in the header of the first column (right-click) and select Import in the context menu.
  Important: All objects must be selected in the first column.
7. Click on Import in the toolbar.
8. Assign companies if applicable ^M
9. Close the catalogue.
You can find out the purpose of the individual objects in the scenario on the Documentation tab, or by clicking on in the line of that object.
Read more about Scenarios
3. Create a new item group package and assign all affected item groups
The reduction in VAT does not affect your entire product range, it will only apply to food (sales items). Foods in item groups for Purchasing^M or Production^M are not included. Use a new item group package to determine which item groups in your company must be included for the VAT reduction.
4. Check and complete the country settings
When the scenario is updated and imported, new fields will be added to the country settings.
1. In the function bar, go to the Administration tab and select Countries, then open the settings for Germany by double-click.
2. Open the area Reduced VAT rate to enter the data for the VAT reduction.
3. Add the new item group package by clicking on Inventory (to the right of the item group package) > Search.
4. Select the newly created item group package "VAT reduction 2026" from the list by double-click.
5. Enter the Start date of the VAT reduction, i.e. 1 January 2026.
6. Enter a date in the distant future, e.g. 31 December 2099, as End date .
  Information: This field will make it easier to reset the tax reduction in the future if necessary.
7. Enter the tax rate code (example: 1) you want to change in the field VAT rate old.
  Example: This will usually be tax rate 1.
  Note: Check any unusual setings for your company. If you use different tax rates (e.g. 3, 4 etc.), please contact your account manager before the changeover.
8. Enter the new valid tax rate (example: 2) in the field "VAT rate new".
  Example: It will usually be tax rate 2.
  Note: Check any deviations for your company. If you use different tax rates (e.g. 3, 4), please contact your account manager before the changeover.
9. Make a note of the Record number of the country (top right in the input window) for the next set-up step.
10. Save and close the settings .
5. Start a job to convert the VAT rates
The scenario contains several jobs that automatically carry out conversions for you. You only need to start one job, which will trigger the other jobs in the correct order.
Important: Be sure to select a start time outside of business hours. No records must be open for processing during the changeover.
The functions of the individual jobs, added fields and lists are explained in detail in the scenario documentation.
1. Go to the Setup tab and click on Scenarios > Object catalogues.
2. Open the "Changeover to reduced VAT" catalogue by double-click or left-click and select Edit.
3. The catalogue will open in Display mode on the Documentation tab.
4. Switch from the Documentation tab to the Objects tab.
5. Select the job "Transaction changeover VAT rate" and open it by clicking Edit in the toolbar.
6. The field Start time/condition must be pre-set with Time .
7. In the Execute as field, select the (real) "Administrator" from the list.
8. Enter Date and Time of execution.
  Important: The date and time of execution must be outside business hours. No records must be locked during job execution.
9. In the text field Parameter presets (right above the table), check whether the number at "Variable:Country=1" matches the previously noted record number for Germany and adjust the number if necessary.
10. Click on in the toolbar to activate the job.
11. Save and close the settings.
  Note: Depending on the size of the database, the conversion may take some time due to the jobs. The next steps can only be carried out once all jobs have been successfully completed.
On the following day (after the start time), check the job log to see whether the jobs have run without errors.
1. Go to the Setup tab and click on Scenarios > Object catalogues.
2. Open the "Changeover to reduced VAT" catalogue by double-click or left-click and select Edit.
3. Switch from the Documentation tab to the Objects tab.
4. Select the job "Transaction changeover VAT rate" and open it by clicking Edit in the toolbar.
5. Click on in the job toolbar to check the successful execution of all jobs.
6. Once all jobs have been successfully completed, users can log in again.
6. Maintain VAT suggestions
Maintain suggestions for VAT rates per price group and item group on the Accounting tab under VAT rates.. Once the scenario has been fully imported, you will have access to a data maintenance list that facilitates this process.
Note: It is necessary to maintain suggestions for VAT rates as several different tax rates can be assigned per price group. The VAT suggestion is applied when items are booked. The storage rule described in step 8 checks for this data.
1. To enter the VAT proposals with a data maintenance list, click on the expnad triangle next to Info Centre and select Reduced VAT rate > Changeover > VAT suggestions in the quickpicks (top left of the window title).
2. Select Germany by left click and Apply.
3. Select one (or more price groups with the Ctrl key pressed) by left-click and Apply.
4. A data maintenance list with the selected price group(s) will open.
5. This list contains all item groups that are included in the item group package "VAT reduction 2026".
6. The list presets all tax rates per price group and item group with the new tax rate.
7. Check the data and make changes if necessary.
8. Click on Save in the horizontal toolbar to import all VAT rate suggestions.
7. Check the necessary conversions for your database
If you use menue cards, interfaces and WebApps, please speak to your account manager or interface expert to check if further action is needed.

a) Update menu cards and re-export per job if necessary
If you use menu cards, the tax rates are not maintained in the card, but adopted from the master items The menu cards must be updated in order to apply changes. The Bp Event Webshop is also populated from menu cards which must be updated. See 12 Update your menu cards.

b) Interfaces (e.g. Keybits, cash registers): Identify need for action with interface partners
POS and ERM systems as well as financial accounting depend on the correct exchange of data. To ensure that this works smoothly from 1 January 2026, get in touch with our Interface experts.
Use a list to check whether you are using interfaces that require verification. Click on the expand triangle next to Info Center in the quickpicks and select Reduced VAT rate > Interface Candidates.

c) Check event templates and initiate a new export by job if necessary.
Booked items in event templates are used for the Intranet WebApp and Online Booking requests (Catering, Weddings and Conferences). The VAT rate reduction in the event template is performed by a job that was triggered in step 5 of the recommended actions. Data exports for the WebApps must be restarted manually.
Example: "Populate web booking" job for the Online Booking Request.
8. Enter a storage rule (optional)
A storage rule that monitors the use of the correct tax rate in events and generates a warning message in the event of deviations is included in the scenario. Make the following settings if no list has yet been stored in the field "Change authorisation rule".
If a storage rule has already beenstored in this field, make an appointment with your account manager or the Bp Event Hotline for adjustments.
1. Go to the Configurations Tab in the function bar and select Added fields.
2. Open the table Events.
3. In nthe top left-hand corner, click on Change authorisation rule > > Rule and the select Events save rule.
  Note: If a list is already stored in this field, ask your account manager or the Bp Event Hotline to adjust the existing list.
4. Save your input and close the settings.
9. Activate the monitoring job for creating new item groups (optional)
A job that generates a notification to a specific user or user group when new item groups are created is included in the scenario.
1. Go to the Configurations tab and click on Scenarios > Object catalogues.
2. Open the "Changeover to reduced VAT" catalogue by double-click or left-click and select Edit.
3. The catalogue will open in Display mode on the Documentation tab.
4. Switch from the Documentation tab to the Objects tab.
5. Select the job Monitor new item group and open it by clicking Edit in the toolbar.
6. The job type is preset to "Monitor data".
7. Set the Start time/condition to "Series".
8. Enter a date/time range in the field Series > . Specify a daily execution, if necessary excluding weekends or public holidays.
  Note: The time of execution must be before midnight on the business day.
9. Save your input and close the settings.
10. Set a user group to be informed about the creation of new item groups per task. In the function bar, go to the Aministration tab and select Settings> Added fields.
11. Click on In the Bp event change info > > Search to select a User group from the drop-down list.
12. Save and close your input.
10. Check your revenue accounts
If you maintain revenue accounts in Bp Event, these must be checked and adjusted if necessary when the VAT is reduced.
1. without FA interface
  Revenue accounts can be maintained per price group in the item. Check the revenue accounts for your items.
  Recommendation: Ask your account manager to generate a data maintenance list for you.
2. with FA Interface
  If you use a financial accounting interface, in most cases there are different revenue accounts for each VAT rate. When converting the VAT, check that the correct revenue accounts are addressed.
The revenue accounts can be input in several places, check all possible places in your database. Revenue accounts should only be maintained in the item under exceptional circumstances. Check whether the revenue accounts in items can be deleted and the revenue accounts can be maintained at a higher level (example: item group)
Recommended action see step Adjust item prices (optional)
Read more on Revenue accounts
11. Adjust item prices (optional)
Would you like to pass on the VAT reduction to your customers and lower your item prices? Or would you like to generally adjust your prices from 1 January 2026? Do you work with a financial accounting interface and need to check the revenue accounts? Then we recommend you maintain prices by bulk operations on lists.
Note: Existing events, item components or event templates must not be updated automatically. Price changes must then be updated individually by the user in all relevant places.
1. Open a selection of items by executing a search.
2. In the toolbar of the search result, select Bulk operations > Edit items in list.
3. Enter the price group you want.
4. Enter the Prices valid from date for the new price.
  Example: 01/01/2026
5. Select the Basis of the price calculation (e.g. old price) and enter the price adjustment as a percentage or as a value.
  Note: For a price reduction, place a minus (-) in front of your entry
6. Enter the rounding points.
7. To show revenue accounts in the price maintenance list, tick Show FA data.
  Note: This option is only available if you have an FA interface.
8. Check the entries and click on Calculate.
9. Changes can be made manually in the columns highlighted in white using the item list at the bottom of the input window. Check the entries for correctness and make changes if necessary.
  - Check new price
  - Check revenue account
10. Click on Save to import all changes to the items.
12. Update your menu cards (optional)
If you use menu cards such as food menus, seasonal menus, etc., which are affected by the VAT reduction and any associated price changes, these must be updated individually.
If you use the Bp Event Webshop or menu cards for interfaces, e.g. to POS systems, the data export must be triggered again. If you have any questions, please contact your account manager or the Bp Event Hotline.
Recommended action: Copy affected menu cards
a) Set the Valid until date to "31/12/2025" for the old menu card
b) Set the Valid from date to "01/01/2026" for the new menu card
1. Go to the tab Home tab in the function bar and select Menu cards > Search.
2. Select a menu card that is affected by changes and click on Copy in the toolbar.
  A copy of the menu card will open.
3. Adjust the Name of the new menu.
4. In the new menu, set the Valid from date to "01/01/2026" and the Valid until date to the distant future e.g. "31/12/2099".
5. Save and close save the new menu.
6. Open the "old" menu by double-click.
7. Set the Valid until date to 31/1272025.
8. Save and close the old menu.
Implement 70/30 rule for item package deals (package deal, combined offer)
In a memo dated 22 December 2025, the Federal Ministry of Finance specified how the all-inclusive price for combined offers (food and beverages) is to be divided.
- In the case of combined offers with food and beverages, it is to consider the beverage portion at a flat rate of 30% of the total price
- The remaining 70% is deemed to be the price of the food and is subject to the reduced tax rate of 7%
Example:
a) Item Wedding arrangement
b) Item beverage share of 30 % and a VAT rate of 19 %
c) Item food share of 70% and a VAT rate of 7%

We recommend the following procedure for implementation in Bp Event:

Create three items
1. Wedding arrangement
  Create a combo item and then assign the components per VAT rate and a subtotal to this item.
  Note: Assign an item group that allows for components.
2. Wedding arrangement food
  Create another item for the meals, enter a price and the correct VAT rate (7%) for each price group.
3. Wedding arrangement beverages
  Create another item for the beverages, enter a price and the correct VAT rate (19%) for each price group.
Read more about the topic Creating items.

Assign the components

The components b) wedding arrangement food and c) wedding arrangement beverages are stored in the item a) wedding arrangement. This item is set to be automatically expanded on booking, using the prices from components.
1. Open item a) Wedding arrangement.
2. Switch from the General tab to the Components tab.
3. Open the item search by clicking on New and add b) Wedding arrangement food and c) Wedding arrangement beverages as components.
4. Enter "1" for each count.
5. Check the price and enter a different price per component if necessary.
6. Add a Subtotal .
7. Select the Always expand option as Expand default in the line at the top of the input window.
8. In item a) Wedding arrangement, switch back to the General tab and activate the field Price from components.
Read more about on Adding components

Book and edit arrangement in the segment
1. In the event, book the item a) Wedding arrangement in the corresponding segment.
2. The booked item is expanded to its components without any further enquiry.
  b) Wedding arrangement meals with the 7% VAT rate
  c) Wedding arrangement beverages with the 19% VAT rate
  is expanded. The subtotal from the components is also inserted.
3. If necessary, change the price of the individual components or enter a different price in the subtotal.
  Note: The simple Subtotal allows you to enter a different unit price and adjusts all higher item prices as a percentage.
Event-specific items allow for individual customer requests.
Read more on Event-specific items