How to Add Tax Registration Numbers in Sage Accounting

Whether you’re operating a small business or managing a large enterprise, compliance with tax regulations is non-negotiable. A key part of this compliance involves clearly displaying your tax registration numbers,  such as VAT, GST, or Sales Tax IDs—on all official documents, including invoices, credit notes, and quotes.

Fortunately, Sage Accounting (both Sage Business Cloud Accounting and Sage 50) allows you to easily include and display your tax registration number on all your customer-facing forms. This article walks you through everything you need to know about adding tax registration numbers in Sage.

What is a Tax Registration Number?

A Tax Registration Number is a unique identifier issued by a tax authority, such as:

• Sales Tax ID (USA, Canada)
• Taxpayer Identification Number (TIN)
  

This number is used to track tax payments and compliance, and it must often appear on all invoices issued to customers—especially for business-to-business (B2B) transactions.

Why Include Tax Registration Numbers in Invoices?

Adding your tax registration number to your invoice is more than good practice,  it’s often legally required. Here’s why it’s important:

• Legal Compliance: Regulatory bodies may fine or audit businesses that omit tax info on invoices.
• Customer Requirements: Many clients won’t process invoices without a tax number.
• Input Tax Credit: Your customers may need your tax number to claim input tax deductions.
• Professionalism: Properly formatted invoices build credibility and trust.

How to Add Tax Numbers in Sage Business Cloud Accounting

Sage Business Cloud (Sage Online) offers a simple process to add your tax registration number.

Step 1: Enable Tax Settings

1. Log in to your Sage Business Cloud Accounting account.
2. Click the gear icon (⚙️) in the top-right corner.
3. Go to Accounting Settings > Taxes.
4. Select your country and tax system (e.g., VAT, GST).
5. Enable tax tracking by toggling the “Enable VAT/GST/Sales Tax” switch.

Step 2: Enter Your Tax Registration Number

1. Within the same Taxes section, click on the Edit button for your tax settings.
2. Locate the field labeled Tax Registration Number, VAT Number, or Tax ID.
3. Enter your business’s official tax number.
4. Click Save.

You can also add multiple tax rates or schemes if you operate in more than one jurisdiction.

Step 3: Ensure Your Number Appears on Invoices

1. Go to Settings > Document Preferences.
2. Select your invoice template and click Customize.
3. In the Header or Footer sections, confirm that your business details (including tax number) are displayed.
4. Click Save and Apply.

How to Add Tax Numbers in Sage 50 (Desktop)

Sage 50 (also known as Sage 50cloud or Sage Line 50) offers more advanced configuration options, especially for companies operating in regulated environments.

Step 1: Set Up Tax Settings

1. Open Sage 50 on your desktop.
2. Go to Settings > Company Preferences.
3. Select the VAT or Tax tab.
4. Enter your Tax Scheme and filing frequency
5. Click OK to save changes.

Ensure your regional settings are correct, as tax fields may vary by location.

Step 2: Add Tax Number to Your Invoice Layout

To display your tax number on invoices:

1. Go to Invoicing or Sales Orders.
2. Click Print > Choose a template > Click Edit to open Report Designer.
3. In the layout window:
   • Select the Header or Footer section.
   • Click Insert > Text Box.
   • Type your label (e.g., “VAT Registration Number:”) and enter your number.
   • Alternatively, pull the number dynamically from company preferences:
     • Click Insert > Field > Company Fields > VAT Registration Number
4. Resize, align, and format the text as needed.
5. Click File > Save As to create a new version of the template (recommended).
6. Use this new template when issuing invoices.

Displaying Tax Numbers on Invoices and Forms

To ensure tax registration numbers appear properly:

• Header vs Footer: Most businesses place the tax number in the header with the company address or in the footer under the payment terms.
• Font Size: Ensure it’s readable—usually the same size as the address.

Label Clearly: Use consistent labels like “Sales Tax ID”