Viewing/Amending Adjustments

To view and/or amend an Adjustment to a VAT Return click on the button on the GL VAT Return Header form, as detailed in the Viewing/ Amending Adjustments section.

The GL VAT Return Adjustment form will open:

In the Adjustment No field, add the Adjustment number.

Alternatively click on the Find Amendment button to the right of this field, , and the GL Find VAT Return Adjustment form will open, allowing you to search for and select the required VAT Return. This form is further detailed in the Find Adjustment section.

The details of the Adjustment will be displayed on the GL VAT Return Adjustment form:

Please note: where the Status field on the Adjustment is set to Completed, a Read Only version of the GL VAT Return Adjustment form will displayed and you will not be able to make any changes to the fields or options on the form or on the Grid at the bottom of the form.

The following fields will be displayed and some can only be amended where the status of the Adjustment is set to Entered:

Return Reference: This Read Only field will display the reference for the VAT Return.
Adjustment No: This Read Only field will display the reference for the Adjustment.
GL Trans Code: This field will include a GL Transaction Code where a GL Journal has been or is to be created for the Adjustment. It can be changed, added or removed where the Status field is set to Entered.
Department: This field will include the same Department as on the GL VAT Return Header form and should not be changed.
Section: This field will include the same Section as on the GL VAT Return Header form and should not be changed.
Post to Closed Periods: This option should not be selected and should not be changed.
GL Posting Date: This will include the same date as on the Obligation Start Date field on the GL VAT Return Header form and can be changed, if required, where the Status field is set to Entered.
GL Period: This Read Only field will be populated with the GL Period the transaction has been posted to where the status is set to Completed or will be posted to where the status is set to Entered.
GL Year: This Read Only field will be populated with the required GL Year the transaction has been posted to where the Status field is set to Completed or will be posted to where the Status field is set to Entered.
Reversing Date: This field should be blank and should not be changed.
Reversing Period: This field should be blank and should not be changed.
GL Year: This field should be blank and should not be changed.
Reference: Where the Status field is set to Completed and a GL Journal has been created by the Adjustment, a reference may be included in this field that has been added to the Journal.

Where the Status field is set to Entered and GL Journal is to be created by the Adjustment a Reference can be added to this field that will be included on the GL Journal. Where a GL Journal is not to be created, this field should be left blank.

User Analysis: Where the Status field is set to Completed and a GL Journal has been created by the Adjustment, analysis information may be included in this field that has been added to the Journal.

Where the Status field is set to Entered and GL Journal is to be created by the Adjustment, analysis information can be added to this field that will be included on the GL Journal. Where a GL Journal is not to be created, this field should be left blank.

User Data: Where the Status field is set to Completed and a GL Journal has been created by the Adjustment, User data information may be included in this field that has been added to the Journal.

Where the Status field is set to Entered and GL Journal is to be created by the Adjustment, User data information can be added to this field that will be included on the GL Journal. Where a GL Journal is not to be created, this field should be left blank.

Narrative: Where the Status field is set to Completed and a GL Journal has been created by the Adjustment, further information may be included in this field that has been added to the Journal.

Where the Status field is set to Entered and a GL Journal is to be created by the Adjustment, further information can be added to this field that will be included on the GL Journal. Where a GL Journal is not to be created, this field should be left blank.

Total Net: Where this Read Only field is populated it will include the sum of the Net Amount fields on the Adjustment Lines tab on the Grid at the bottom of the form.
Total VAT: Where this Read Only field is populated it will include the sum of the VAT Amount fields on the Adjustment Lines tab on the Grid at the bottom of the form.
Total Gross: Where this Read Only field is populated it will include the sum of the Gross Amount fields on the Adjustment Lines tab on the Grid at the bottom of the form.
Journal Number: Where a GL Journal has been created by the Adjustment, this field will be populated with the Journal Number, otherwise it will be blank.
Reversing Journal Number: This field should be blank and should remain blank.
Status: Where this Read Only field is set to Entered, you will be able to make changes to some of the fields on the form, add Lines to the Adjustment Lines tab on the Grid at the bottom of the form by clicking on the button, as detailed below (where no Grid is displayed clicking on this button will create the Grid), as well as make changes to some fields on any Lines in the Grid, which is further detailed below.

Where this Read Only field is set to Completed, you will not be able to change anything on the form or to any Lines in the Adjustment Lines tab on the Grid. Some buttons will be available to provide further information on the Adjustment and these are further detailed below.

Defaults: Where this option is selected the following fields will be displayed:

These fields are included in the adjustment Lines in the Grid at the bottom of the form and selecting this option where the Status field is set to Entered allows you to add default Ledger Codes for each of these fields, i.e when an Adjustment Line is created in the Grid these fields will be populated with the default value. The Ledger Codes for these fields can still be changed in the Grid if required.

The Ledger Codes can be added in the above 'default' fields by clicking on these fields and adding the Ledger Code. Alternatively clicking on the Find Ledger button located to the right of each field, for example to the right of the VAT GL Code field , will open the GL Find Ledger Code form, allowing you to search for and select the required Ledger Code. This form is further detailed in the Find Ledger Code section.

Where Lines are displayed in the Adjustment Lines tab on the Grid, it will contain the following details (mandatory items are notated with a red asterisk *):

Line No: This Read Only field will be populated where the Status field is set to Complete and will display the number of the Line.
Reason: A Reason may be included and this field and can be changed or added to where the Status field is set to Entered.
Narrative: This field can be ignored.
Trans Code: This field can be ignored.
Reference 1: This field can be ignored.
Reference 2: This field can be ignored.
Date: This field will include a date that should be the same as the date in the GL Posting Date field on the form. This will be the date of the Adjustment and can be changed if required where the Status field is set to Entered.
Input/Output: One of the following options should be included in this field:

Input: This option should be included where the adjustment is for Creditors
Output: This option should be included where the adjustment is for Debtors.

These options can only be added or changed where the Status field is set to Entered.

Net Amount: An amount may be included in this field that will adjust the values in Boxes 6 to 9 in the VAT Return and this amount will exclude VAT. Where the Status field is set to Entered this amount can be changed, removed, or where the field is blank an amount can be added.
VAT Code: A VAT Code for the Adjustment may be included in this field. Where the Status field is set to Entered this can be changed, removed, or where the field is blank a Code can be added from the drop-down list.
VAT Amount: A VAT Amount may be included in this field that will adjust the amounts in Boxes 1 to 5 on the VAT Return. Where the Status field is set to Entered, this amount can be changed or removed, or where the field is blank an amount can be added.

Where the field is blank and an amount is added to the Net Amount field with a code added to the VAT Code field, the amount in this field will be calculated when the button is selected.

Gross Amount: Where this Read Only field includes an amount, it will be equal to the amount in the Net Amount field plus the amount in the VAT Amount field.
GL Journal?: Where this option is selected and the status is set to Complete a GL Journal would have been created by the Adjustment.

Where the Status field is set to Entered this option can be selected or deselected. Where the Adjustment Line is to amend the VAT Return and create a GL Journal, this option should be selected. Where the adjustment is to only amend the VAT Return, this option should not be selected.

Please note: Where this option is selected, also ensure that the relevant GL Transaction Code has been added to the GL Trans Code field on the form.

VAT GL Code: Where the GL Journal option, as detailed immediately above, is selected and the status is set to Complete, a GL Ledger Code will be in this field for the VAT Amount included in the adjustment.

Where the Status field is set to Entered and the GL Journal option, as detailed immediately above, is selected, a GL Ledger Code is required in this field for the VAT Amount included in the adjustment. This field may already be populated by default. This can be changed or where the field is blank one added by clicking in this field and adding the relevant Ledger Code.

Alternatively clicking on the Find Ledger button located to the right of this field, , will open the GL Find Ledger Code form, allowing you to search for and select the required Ledger Code. This form is further detailed in the Find Ledger Code section.

I/E Code: Where the GL Journal option, as detailed above, is selected and the Status field is set to Complete, a GL Ledger Code will be in this field for the Net Amount included in the adjustment.

Where the Status field is set to Entered and the GL Journal option, as detailed above, is selected a GL Ledger Code is required in this field for the Net Amount included in the adjustment. This field may already be populated by default. This can be changed or where the field is blank one added by clicking in this field and adding the relevant Ledger Code

Contra GL Code: Where the GL Journal option, as detailed above, is selected and the Status field is set to Complete, a GL Ledger Code will be in this field for the Gross Amount included in the adjustment.

Where the Status field is set to Entered and the GL Journal option, as detailed above, is selected a contra GL Ledger Code is required for the Gross Amount included in the Adjustment. This field may already be populated by default. This can be changed or where the field is blank one added by clicking in this field and adding the relevant Ledger Code.

Reverse?: Please ignore this field.
EU Generated VAT: Please ignore this field.
Boxes populated: Where the Status field is set to Complete this field will show the Boxes on the VAT Return that have been updated by the Adjustment Line.

Where the Status field is set to Entered the Lines can be removed from the Adjustment Lines tab by clicking on the button to the left of the required Line. A message will be displayed asking for confirmation that the Line is to be removed.

The following buttons will be displayed:

: This button will only be enabled where the Status field is set to Entered. Click on this button to save any changes made to the fields and options on the form or to the Adjustment Line tab on the Grid.
: This button will only be enabled where the Status field is set to Entered. Click on this button to delete the Adjustment. A message will be displayed asking for confirmation that the Adjustment is to be deleted.
: Clicking on this button will clear all the fields and options on the form - these will revert back to their default values - and remove the Grid from the bottom of the form. The initial GL VAT Return Adjustment form will be displayed, where you can create a new Adjustments or view an existing one. Any unsaved changes will be lost.
: This button will only be enabled where the Status field is set to Entered. Clicking on this button will create a new Line in the Adjustment Lines tab on the Grid, as detailed above.
: Clicking on this button will open the Audit Info screen providing audit information on the Adjustment. This screen is further detailed on the Audit Info section.
: This button will only be enabled where the Status field is set to Entered. Click on this button to complete the Adjustment. The form will change to a Read Only version of the form and the status of the Adjustment will be set to Complete. As this is a Read Only form, no further changes can be made to the Adjustment.
: This button will only be enabled where the Status is set to Completed and where a GL Journal has been created from the Adjustment. Clicking on this button will open the GL Standard Journal (Readonly) screen providing details of the Journal. This screen is further detailed in the Viewing Standard Journals section.

Please note: The VAT Return boxes for each Adjustment Line are updated according to the entered Input/Output type and the VAT Type associated with the input VAT Code as determined by the CO Company VAT Types form.

In some cases two or more VAT Return transactions are created from the one Adjustment line, as indicated in the Boxes Populated column on the Adjustment line.

The following table details the Boxes that will updated on the VAT Return dependent on the information added to the Adjustment Line:

Processing of Adjustment lines for each Input/Output Type and VAT Type
Input/Output	VAT Type	Update Boxes	Description
Input (i.e. Creditors)	Standard Rate (S)	4 and 7	Box 4 – VAT Reclaimed on Purchases updated with the entered VAT Amount Box 7 – Total Purchases excluding VAT updated with the entered Net Amount
	Reduced Rate (R)	4 and 7	Box 4 – VAT Reclaimed on Purchases updated with the entered VAT Amount Box 7 – Total Purchases excluding VAT updated with the entered Net Amount
	Zero Rated (Z)	7	Box 7 – Total Purchases excluding VAT updated with the entered Net Amount
	Exempt (E)	7	Box 7 – Total Purchases excluding VAT updated with the entered Net Amount
	Outside Scope (O)	7	Box 7 – Total Purchases excluding VAT updated with the entered Net Amount
Output (i.e. Debtors)	Standard Rate (S)	1 and 6	Box 1 – VAT Due on Sales updated with the entered VAT Amount Box 6 – Total Sales excluding VAT updated with the entered Net Amount
	Reduced Rate (R)	1 and 6	Box 1 – VAT Due on Sales updated with the entered VAT Amount Box 6 – Total Sales excluding VAT updated with the entered Net Amount
	Zero Rated (Z)	6	Box 6 – Total Sales excluding VAT updated with the entered Net Amount
	Exempt (E)	6	Box 6 – Total Sales excluding VAT updated with the entered Net Amount
	Outside Scope (O)	6	Box 6 – Total Sales excluding VAT updated with the entered Net Amount