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Use this function to extract values for a VAT declaration using an existing VAT form created in the VAT form function (GESVEF). After you have extracted and validated the declaration, you can submit directly to the HMRC website.

After you Submit your declaration, you must check the status to ensure that it was accepted by HMRC without errors. Check the Results screen to see if there are errors. If so, you must address those errors, revalidate, and resubmit.

Before you begin
  • You can only use an Active VAT form.
  • You must set up a VAT entity even if you are submitting for a single company.
  • Values are extracted based on the VAT boxes setup (GESVTB).
  • You can run the DCLVATBRI preparatory report in Simulation mode only to check values for a given period.
  • You must be signed up with the HMRC Making Tax Digital website to submit your declaration.
  • See the Making tax digital how to guide for more information.

VAT declaration entry only applies to British VAT (DCLVATBRI).

Prerequisites

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Screen management

Header

Fields

The following fields are present on this tab :

  • VAT declaration number (field VATENTNUM)

This field automatically displays the VAT declaration number when you create a new VAT return and cannot be modified.
  • VAT form (field VATFRM)

Enter the number for the VAT form created in the VAT form function (GESVEF). Only active forms can be used.
  • Description (field DESTRA)

This field displays the current VAT form description and cannot be modified.
  • Status (field STA)

This field displays the VAT return status:

In progress – You can modify or delete a declaration in progress.

Validated – You cannot modify or delete a declaration with this status. You must validate the VAT return before you can submit.

Submitted – The declaration was submitted to HMRC.

Completed –  After clicking Check status: There are no errors in the declaration and it was accepted by HMRC.

Rejected – After clicking Check status: There are errors in the submission and HMRC did not accept the declaration. Click Results to view the errors to be addressed and resubmit.

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Tab Extraction criteria

Fields

The following fields are present on this tab :

Block number 1

This field displays the declaration for the current VAT form and cannot be modified.

This field displays the legislation for the current VAT form and cannot be modified.
  • VAT entity (field CODVATGRP)

Enter the code for an existing VAT entity.

This field displays the company code for the Head company.
  • Tax number (field EECNUM)

For the VAT entity, this field displays the EU VAT no. for the Head company and cannot be modified.
  • VAT year (field VATDCLYEA)

Enter the year for the declaration.

When you enter the year, you are prompted to authenticate with HMRC. Click Yes to enter your credentials on the HMRC website, which opens in a new window. After you enter your HMRC User ID and Password and Grant Authority, the new window closes.

If you select No and do not authenticate, you cannot complete the VAT return.

You cannot modify this field after you create the VAT return.
  • VAT periods (field FLGDCL)

After authenticating with HMRC, click the Calendar icon to select the period for the declaration. In the window that opens, select the line for the desired period.

You cannot modify this field after you create the VAT return.
  • Start date (field DCLSTRDAT)

Enter a date that reflects the start date for the VAT return. This is not the validity start date for the setup but must fall within the validity time frame for the VAT form.

You can modify this date for a declaration that is still In progress.
  • End date (field DCLENDDAT)

Enter a date related to the Starting declaration date. This is not the validity end date for the setup but must fall within the validity time frame for the VAT form.

You can modify this date for a declaration that is still In progress.
  • VAT return type (field VATRTNTYP)

The VAT return type is automatically determined by the VAT period selection:

  • Monthly
  • Quarterly
  • Yearly
  • Period (field PERKEY)

The period key value is generated automatically when you select the VAT period and cannot be modified.

This value is submitted to HMRC.
  • Log (field TRCFLG)

Select this check box to view a log file of the submission.
  • Off declaration detail (field DETDCL)

Select this check box to include off declaration details in the extraction.
  • Generation (field TYPGEN)

The current generation type is Actual.

You can run a simulation preparatory report in DCLVATBRI to review amounts before you Extract values.

VAT on debit

  • Launch VAT on debit (field VAT)

This check box is selected or not based on the VAT period selection.

You can modify this value after you Create the VAT return, but after you Validate, no other modifications are possible.
  • Declaration start date (field STRDAT)

The declaration start and end dates are used to filter the accounting entries by accounting dates or by original document dates, depending on the DCLVATDAT - Date for tax declaration parameter value (CPT chapter, VAT group).
  • Declaration end date (field ENDDAT)

The declaration start and end dates are used to filter the accounting entries by accounting dates or by original document dates, depending on the DCLVATDAT - Date for tax declaration parameter value (CPT chapter, VAT group).
  • Include unextracted entries (field INCUNXENT)

Select this check box to include entries that were not extracted for a previously submitted return and that are prior to the current declaration start date.

  • Starting from (field EXTSTRDAT)

Enter a date to include unextracted entries from this date forward. This date must be before the declaration start date.

VAT on payment

  • Launch VAT payment (field VATPAY)

This check box is selected or not based on the VAT period selection.

You can modify this value after you Create the VAT return, but after you Validate, no other modifications are possible.
  • Matching start date (field STRDAT2)

This field displays the start date based on the VAT period selection. This includes journal entries whose matching dates fall within the matching start and end dates.

Journal entries posted on accounts whose Tax management is set to Prepayment account are selected even if the journal entry line is not selected.

You can modify this value after you Create the VAT return, but after you Validate, no other modifications are possible.
  • Matching end date (field ENDDAT2)

This field displays the end date based on the VAT period selection. This includes journal entries whose matching dates fall within the matching start and end dates.

Journal entries posted on accounts whose Tax management is set to Prepayment account are selected even if the journal entry line is not selected.

You can modify this value after you Create the VAT return, but after you Validate, no other modifications are possible.
  • Due date until (field DATPCE)

This field displays the due date based on the VAT period selection.

Journal entries with due dates prior to or equal to this date are extracted.
  • Auxilliary postings only (field ECRAUX)

Select this check box to restrict the entries that trigger the VAT declaration on payments to subsidiary records exclusively. The process eliminates as "payment" the matched accounting entry lines on the general accounts. For example, for the inter-currency reciprocal accounts.

 

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Tab VAT to declare

Presentation

The grid displays values for the VAT entity when you click Extract. The grid is based on the VAT boxes defined in the VAT box setup function (GESVTB). The VAT box codes defined for the VAT form must be consistent with the VAT box codes defined in GESVTB.

About Submitted values

For VAT boxes B1 to B5, the UK fiscal authority requires that the submitted value is rounded to two decimal places.

For VAT boxes B6 to B9, the UK fiscal authority requires that the submitted value is rounded to the lower whole amount. For example, if the Extracted value for B8 is £7,537.86, the Submitted value automatically changes to £7537.00.

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Fields

The following fields are present on this tab :

Grid Form

  • VAT boxes (field VATBOX)

This field displays the VAT box code defined in the VAT form and cannot be modified.
  • Description (field DESLIN)

This field displays the VAT box description defined in the VAT form and cannot be modified.
  • Submitted value (field VATAMT)

This column displays the value to be submitted to HMRC. It automatically includes any amount in the Adjustment column.

For VAT boxes B1 to B5, the UK fiscal authority requires that the submitted value is rounded to two decimal places.

For VAT boxes B6 to B9, the UK fiscal authority requires that the submitted value is rounded to the lower whole amount. For example, if the Extracted value for B8 is £7,537.86, the Submitted value changes automatically to £7537.00.
  • Extracted value (field VATAMTDCL)

This column displays the exact amounts from the DCLVATBRI preparatory report run in simulation mode. The decimal amounts are based on the company currency.
  • Adjustment (field VATAMTADJ)

This column displays any adjustments to the extracted value. The value in this column is automatically added to the Submitted value.

The Extracted value does not change.

Block number 2

This field displays the currency defined for the current VAT form and cannot be modified.
  • Decimals (field DEC)

The field displays the number of decimals allowed for the current VAT form and cannot be modified.
  • Due date (field DUEDAT)

This field displays the due date based on the VAT period selection.

Journal entries with due dates prior to or equal to this date are extracted.
  • Version (field VERSION)

This field displays the current version number and cannot be modified.

The version number increases each time you click Submit.
  • Last submission (field LASSBM)

This field displays the most recent submission date.

This date automatically changes to the current date when you click Submit.

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Action icon

Adjustment

Use this action to adjust the extracted value on the line. This opens a new window where you can add one or more adjustments to this VAT box.

Information for the Head company displays by default. You can select another company within the VAT entity to enter adjustments for that company or you can enter adjustments at the Entity level. Each time you enter an adjustment, the Submitted value for the VAT entity is updated in the VAT to declare grid. For the group member, you can see that the Submitted value is updated in the Detail by company grid when that company is selected. The Extracted values do not change.

You can manually enter a value and a comment. The User and Date created fields are entered automatically for each adjustment. Each time you enter an adjustment, the Submitted value is updated accordingly. The Extracted value does not change.

After you Validate the VAT return, you can no longer add, change, or remove adjustments.

RTZ adjustment

This option displays if there are adjustments on the line. Selecting this option removes all the adjustments for the selected VAT box.

 

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Tab Detail by company

Presentation

This grid displays the VAT to declare information for the selected company. By default, information for the Head company displays.

You can select to display information for a different member company, for a specific VAT box or a company + VAT box combination.

From this grid, you can view Adjustments, but you cannot make adjustments from this grid.

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Fields

The following fields are present on this tab :

Block number 1

  • VAT box (field DSPBOX)

Select a VAT box number to see only amounts for that VAT box. You can also enter a company in the Company field to see those VAT box amounts for that company. You can leave this field empty to see all the VAT box amounts for a selected company. Or, enter a VAT box and leave the Company field empty to see the VAT box values for each company.

By default, information for the Head company displays.
  • Company (field DSPCPY)

Select a company to view all VAT box amounts for that company. If you also enter a VAT box number in the VAT box field, the grid only shows values for that VAT box. You can leave this field empty and only enter a VAT box number to see the VAT box values for each company. By default, information for the Head company displays.

Grid

The fields in this grid display the VAT to declare information for the selected company and/or selected VAT box  combination. 
  • VAT boxes (field VATBOX)

 
  • Description (field DESLIN)

 
  • Extracted value (field VATAMT)

 
  • Adjustment (field VATAMTADJ)

 

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Specific actions

Click this action to extract the VAT declaration values. A log file displays detailed information such as the query numbers for VAT on debit and/or VAT on payment.

The extraction is based on DCLVATBRI run for the VAT entity that have the same legislation. The legislation considered in the VAT boxes setup is the same as the VAT entity. You cannot run the extraction for a single company within the VAT entity.

When you click Extract, the VAT to declare grid displays the extracted amounts and values to be submitted for the VAT entity.

If you need to make any modifications or adjustments, such as making changes to the VAT boxes setup (GESVTB), you need to click Extract again.

After a declaration has been validated, you can no longer modify it in any way, and you cannot Extract again.

Click this action to validate the VAT return. Only click this action if you are satisfied with the Extracted values and other information. If you need to make any modifications or adjustments, you need to Extract again before validating.

After you validate a declaration, you can no longer modify it in any way. Your only option is to Submit.

Click this action to submit your declaration to HMRC. You can only submit a validated VAT return.

When you submit, a log file is returned by HMRC and the Status changes to Submitted. This does not imply that the submission was accepted. You need to click Check status to confirm if the submission was accepted or rejected.

Click this action to verify that HMRC accepted the submission. If accepted, the Status changes to Completed. If not, the status changes to Rejected. In that case, you need to address any errors and then extract, validate, and resubmit.

Click this action to review the VAT form settings for this declaration. Because there is a declaration for the form, you cannot modify it.

Click this action to view confirmation that you have submitted your declaration or to view errors if HMRC rejected the submission.

Click this action to review the report for VAT on debit and/or VAT payment amounts and to check the log information.

The printed report displays the extracted amounts.

If you re-extract the data after making modifications, new reports and log files are available. Previous reports are not deleted.

Error messages

The only error messages are the generic ones.

Tables used

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