Creating VAT Returns

VAT Returns are created via the GL VAT Return Header form, which can be accessed by selecting the Financials option on the Financials Web Main Menu:

Then the General Ledger menu option:

Then the GL VAT Returns menu option:

Then the GL VAT Return Header menu option:

The GL VAT Return Header form will open:

In the Definition Reference field, select the required VAT Return Definition and click on the  button:

The following fields will be updated:

• Department: This field will display the Department for the VAT Return and should not be changed.
• Section: This field will display the Section for the VAT Return and should not be changed.

The following fields will need to be completed:

• GL Year: This field will only be available where the Use GL Periods option immediately above this field is selected - this option will be set by the Definition added to the Definition Reference field.  Where the GL Year field is available, select the required year for the VAT Return from the drop-down options.
• GL Period: This field will only be available where the Use GL Periods option above this field is selected - this option will be set by the Definition added to the Definition Reference field.  Where the GL Period field is available, select the required period for the VAT Return from the drop-down options.
• To GL Year: This field will only be available where the Use GL Periods option above this field is selected - this option will be set by the Definition added to the Definition Reference field.  Where the To GL Year field is available, this field can be used in conjunction with the GL Year field, detailed above, to allow you to add a range of Years for the VAT Return.  Where this is required select the relevant year from the drop-down options.
• To GL Period: This field will only be available where the Use GL Periods option above this field is selected - this option will be set by the Definition added to the Definition Reference field.  Where the To GL Period field is available, this field can be used in conjunction with the GL Period field, detailed above, to allow you to add a range of periods for the VAT Return.  Where this is required select the relevant period from the drop-down options.
• Obligation Start Date: The Obligation is the period that the VAT Return will cover, e.g. monthly, quarterly, and the start date for this period should be added to this field.

Ensure the following field is selected, if required:

• Finalise Figures: This option will default to being selected and can be deselected if required.  Where it is selected and the VAT Return is submitted, it will be sent to HMRC, i.e. it will contain finalised figures.  Where it is deselected and the VAT Return is submitted, some validation will be performed but the VAT Return will not be sent to HMRC, giving you the opportunity to go through the process and check the VAT information without the VAT Return being submitted.

Clicking on the  button will clear all the fields and the initial GL VAT Return Header form will be displayed allowing you to create a new VAT Return or view an existing one.

Click on the  button and further buttons and a Grid will be displayed at the bottom of the form:

The buttons available are as follows:

• : Click on this button to save any changes made to the form.
• : Click on this button to delete the VAT Return.  A message will be displayed asking for confirmation that the VAT Return is to be deleted.
• : Clicking on this button will clear all the fields and the Grid, returning you to the original version of the GL VAT Return Header form where you can create a new VAT Return or search for an existing one.

• : Clicking on this button will open the GL VAT Return Header Obligation form that will provide the Obligation date details from HMRC, i.e. the Obligation Start Date, Obligation End Date and Obligation Due Date, for the next VAT Return that is due from your organisation.  This form is further detailed in the Get Obligations section.

Once these obligation dates have been obtained from HMRC you will be directed back to the GL VAT Return Header form and clicking on the  button will update the Obligation Start Date, Obligation End Date and Obligation Due Date fields:

• : Selecting this option will open the GL VAT Return Generation form that will allow you to submit a Job Request that will generate the information for the VAT Return.  This form is further detailed in the Generate Return Information section.

Once the Job Request has been submitted, the Status field on the GL VAT Return Header form will change to Generate Submitted and the Last Generation Job Number field will be populated with the number of the job just submitted.

Where the Job Request is running the Status field will change to Generating and once it has completed successfully, i.e. without any errors, the Status field will change to Generated and the Grid at the bottom of the form will be updated with the results:

Where the Job Request has completed but with errors, the Status field will change from Generating to Generated with Errors.

Once submitted the Job Request can be viewed by clicking on the  button, which is further detailed below.

Please note: select the  button, which is further detailed below, to refresh the status of the VAT Return.

• : Clicking on this button will open the GL Notes for VAT Return Header form allowing you to add a note with regard to the VAT Return.  This form is further detailed in the Notes section.
• : Once the information has been generated, i.e. via the  button detailed above, clicking on the  button will open the GL VAT Return Adjustment form allowing you to add adjustment transactions into the VAT Return.

These adjustments may be for Partial VAT Exemption adjustments, recording of anticipated future Purchasing/Creditors invoices, adjustments for Bad Debt Relief, and any other required adjustments.  This form is further detailed in the Creating VAT Return Adjustments section.

• : Once the information has been generated, i.e. via the  button detailed above, clicking on this button will open the GL VAT Return Recode form allowing you to change the VAT Code of items in Box 6 or Box 7 of the VAT Return that results in a change to the VAT Amount.  This form is further detailed in the Recoding VAT Codes section.

For example, changing a VAT Code from Zero-rated to Standard would change the VAT Amount whereas changing it from Zero-rated to Exempt would not.  In this example you would click on this button to change the VAT Code of an item from Zero-rated to Standard.

• : Click on this button to refresh the details on the form and/or on the Grid, e.g. when obtaining the Obligation Dates, via the  button or by generating the VAT Return information via the  button, both detailed above.
• : Once a Job Request has been submitted to generate the information for the VAT Return via the  button, as detailed above, clicking on the  button will open the GL Report Viewer form so you can view the progress of the Job Request.  Viewing Job Requests is further detailed in the Report Viewer section in the Reporting How to Guide.
• : Click on this button to submit the VAT Return to HMRC.  This is further detailed in the Submit Return to HMRC section.

Once submitted to HMRC a read-only version of the GL VAT Return Header form will open with the following fields updated.

As the form is read-only no further changes can be made to the Return.

• : Once the VAT Return information has been generated via the  button, as detailed above, clicking on  button will open the GL VAT Return Lines form, allowing you to search for and view the transactions that make up the amounts in the Boxes (or Lines) in the VAT Return Header Boxes Grid at the bottom of the GL VAT Return Header form.  This form is further detailed in the VAT Return Lines All Boxes section.

Transactions for individual boxes can be displayed by clicking on the link in the Box Number column in the Grid, as detailed further below.

• : This button will only be enabled once the Return has been submitted successfully via the  button, as detailed immediately above.

Clicking on this button will open the GL VAT Return Header Returns Info screen:

This screen will provide a summary of the VAT Return.

The VAT Return Header Boxes tab on the Grid at the bottom of the GL VAT Return Header form has links in the following columns:

The first column has an Edit link - please do not use this link as the Boxes have already been configured to produce the required information.

The second column - Box Number - has a link that when clicked on will open the GL VAT Return Lines form detailing the transactions that are contained in that Box (or Line).  This form is further detailed in the VAT Return Lines Individual Boxes section.

Please note: there are no links for Boxes 3 and 5 as these sum up the amounts in the other Boxes (or Lines).