VAT Report

Whenever a VAT Return is due you should print a VAT Report. This report will act both as a transaction document for the ledger and as the basis for payment.

The VAT Report is fully user-definable. Using a typical report definition, the report will summarise the postings made to the Input and Output VAT Accounts during the specified period, and will also show the total Inputs (purchases) and Outputs (sales).

Once you have printed a VAT Return for a given period, it is recommended that you enter a Transaction in the Transaction register transferring the VAT amount payable/receivable into the VAT Payments Account (Account 835 in the Chart of Accounts supplied with Standard ERP). This Transaction would debit the VAT Outputs Payable Account (830) and credit the VAT Inputs Receivable Account (831), with a balancing posting to the VAT Payments Account. The date of this Transaction must be within the period it concerns, and preferably it should be the last Transaction of the period. You can then enter a second Transaction transferring the amount payable/receivable to your bank account when you issue or receive payment.

If your company has separate departments or subsidiary companies with different VAT Numbers, you will usually have separate Companies for each VAT entity in your database, or separate databases. You will therefore be able to print separate VAT Reports for each VAT entity from each Company or database. So, although the option is provided, you usually won't need to print different VAT Reports for specific Objects.

If you do need to print a VAT Report for a specific Object in a single Company, you should ensure that you are using the Objects on VAT Account options in the Account Usage S/L and Account Usage P/L settings. When a Nominal Ledger Transaction is created from a Sub System record (e.g. from an Invoice or Purchase Invoice), these options will cause any Objects used in the Sub System record to be attached to the VAT posting (as well as to the Sales and Cost Accounts). If you are not using these options, Objects will not be assigned to VAT postings and so the report will not be able to display the balances of the Output and Input VAT Accounts for particular Objects. You will also need to ensure you use the correct Objects when manually entering Transactions that post to the VAT Accounts.

Be careful if you are using hierarchical Object structures in a single Company. Producing separate VAT Returns for each Object will be prone to error because of the risk of double-counting as each posting can have more than one Object.

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