Update to a current version (minimum 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.

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

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.

1. Go to the  Administration tab on the function bar and select  Settings >  Items. On the left-hand side of the window you will see the existing Item groups, on the right-hand side the existing Item group packages. Some item group packages for work instructions or text templates are already available by default.
   Note: With the Multi-Companies module^M you will find item group packages in the  General settings.
2. Click on  Add and enter a name to create a completely new package.
   We recommend the name "VAT reduction 2026"
3. The item groups affected by the VAT reduction are added by holding down the left mouse button (Drag-and-Drop) from the left field Item group to the right field of the new Item group package . Multi-select is possible by holding down the Ctrl key. Item groups that have been successfully added to the item group package are displayed in bold in the left-hand field.
   Note: Top-level groups that are only used for structuring are copied without their subgroups. Also copy the subgroups individually or by multi-select.
   Important: To remove item groups from the package, do not use the red minus  , this can irrevocably delete the entire package. Use Drag-and-Drop to drag incorrect item groups from the package back into the left column of the item groups.
4. Item groups containing items with different VAT rates must not be added to the item group package.
   Example: Item groups including food and beverages
5.  Save your input and close the 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 .

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.

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.

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.

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.

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.