VAT form

Use this function to set up the VAT form for a specific legislation.

You can use this form to create VAT returns. You can reuse the same form for different years, different VAT entities, and so on. The VAT box codes defined for the VAT form must be consistent with the VAT boxes setup (GESVTB).

You can also define an export script and template for a VAT return export file. This file is generated when you submit a validated VAT return. The standard presetting includes a VFEEXPSTD script which is used to export file naming, export template execution, and so on, and a DCLVATSTD export template.

Additional information

You can only define an export for a form if the Offline mode checkbox is clear.

The export file cannot be used for British declaration (DCLVATBRI).

For Belgian declarations (DCLVATBEL), the script set up on upgrade is VFEEXPBEL and the template is DCLVATBEL.

If you modify the VAT box setup, you must update the related VAT form to align with those modifications.

This function is part of the VAT framework.

Offline mode

If you select the Offline mode checkbox:

  • For British VAT, you can define a form and run the VAT extraction in VAT returns without authenticating with HMRC. An offline form or declaration cannot be switched to an online form or declaration. Online submission with HMRC is not possible.
  • Running an actual extraction in offline mode updates the declared VAT at the journal entry level.
  • The control on overlapping periods does not apply.
  • You can have an offline and online version of the same declaration and legislation combination.
  • If an offline form is linked to a VAT return, you cannot clear the Offline mode checkbox. You can only clear the checkbox if nothing is linked to the form.
  • The following fields in the Extraction criteria block are not required: VAT year and Period.

Presettings

The predefined VAT forms for specific declarations are designed to match the predefined VAT box setup for those declarations. If you modify the standard VAT box setup, you cannot use the predefined VAT form.

DCLVATBEL: The BELVAT form is based on the 625 form of the Belgian fiscal authorities. This form is delivered inactive with a validity period for the year 2020. You can modify these settings as needed.

DCLVATBRI: This form follows the required 9 VAT box setup.

DCLVATCAN: The form CANVAT is based on the GST-34 report structure.

DCLVATFRA: The FRAVAT form is based on the 3310-CA3 VAT declaration template.

DCLVATGEN: This is a generic form that you can customize based on the VAT boxes created for a specific legislation that is not part of the presettings.

DCLVATSWI: This form complies with Swiss legislation requirements.

DCLVATZAF1: The ZAFVAT form matches the VAT box structure for DCLVATZAF1.

Prerequisites

Refer to the documentation on Implementation.

Screen management

VAT form (VATFRM)

Enter a unique alphanumeric code when creating a new VAT form.

Enter an existing code to modify a VAT form if there are no declarations linked to that form in progress.

If your legislation is part of the VAT framework, you can use a dedicated VAT form.
Declaration (VATFNC)

Select the declaration for the form:

  • DCLVATBEL: Based on the required VAT format for Belgian legislation.
  • DCLVATBRI: Based on the required VAT format for British legislation.
  • DCLVATCAN: Based on the required VAT format for Canadian legislation.
  • DCLVATFRA: Based on the required VAT format for French legislation.
  • DCLVATGEN: For a Generic VAT format that can be linked to a legislation.
  • DCLVATSWI: Based on the required VAT format for Swiss legislation.
  • DCLVATZAF1: Based on the required VAT format for South African legislation.
This list is updated often based on declarations that have been included in the VAT framework.
Legislation (LEG)

Enter the legislation for the VAT declaration form.
Offline mode (OFFLINFLG)

Select this checkbox to run the VAT calculations in offline mode.

An offline form or declaration cannot be switched to an online form or declaration if anything is linked to the form such as a VAT return. Running an actual extraction in offline mode updates the declared VAT at the journal entry level.

You can have an active, online version for the same declaration and legislation.

For UK declarations: Online submission to HMRC for British VAT is not possible with an offline form.

Active (ENAFLG)

You can only clear this checkbox, making the form inactive, if there are no declarations currently in progress for this form.

A VAT form cannot be Inactive if there is at least one declaration in progress linked to the form.
Modification (ICOINFO)

This icon indicates whether or not at least one declaration is in progress for this form:

  • Green: No declaration in progress, you can modify the setup.

  • Red: At least one declaration in progress, you cannot modify the setup.
Description (DESTRA)

Enter a description for the VAT form.
Short description (SHOTRA)

Enter a short description for the VAT form.
Currency (AMTVATCUR)

Enter the currency for the VAT declaration form.
Decimals (DEC)

Enter the number of decimals allowed in the VAT submission.

By default, this value matches the selected currency. You can modify it by selecting a value between 0 and 3.
Valid from (VLYSTRDAT)

Enter Valid from and Valid to dates to create a unique time frame that does not overlap with another valid time frame for a matching VAT form + VAT declaration + legislation combination.

If the form is offline, you can have overlapping periods.
Valid to (VLYENDDAT)

Form tab

The VAT boxes grid displays the defined VAT box codes and must match the codes in the VAT boxes function (GESVTB). These codes are included in the Summary section of the VAT return reports.

VAT boxes grid

VAT box (VATBOX)

Enter a code for the VAT box. This code displays in the VAT return report.

The VAT box code defined here must be consistent with the VAT boxes setup (GESVTB).
Description (DESLIN)

Enter a description for the VAT box.

The values in the VAT box column are included in the Summary section of the VAT return reports. Adding VAT box codes in the description is optional.
Type (TYPBOX)

Select a VAT box type:

  • Detail
  • Total
Format (FLDTYP)

This field defaults to Numeric and cannot be modified.
Formula (CLCFOR)

Enter a formula for a Total VAT box type.

There are specific formula syntax rules that must be followed:

  • You must enclose each VAT box within single quotes. For example, to include the total amount of two VAT boxes named B1 and B2, the formula would be: ‘B1’ + ‘B2’
  • The formula can only include VAT boxes previously defined, otherwise you receive an error. That is, a VAT box that is defined on a line above the line with the formula.
  • The formula can include complex operators such as: abs(-‘B1’ - ‘B2’)
  • A formula that includes a range of VAT boxes is not possible.
Formula condition (CNDFOR)
Style (ASYCOD)

Select a predefined presentation style for the Form grid if available.

This option is only available if your organization created custom Presentation styles (GESASY) for grids.

VAT return export tab

File generation

Active (EXPFLG)

Select this checkbox to generate a VAT return export file when you submit a validated return for this form. When selected, you can enter a Directory (EXPRTDIR), Script (EXPRTSCR), and Template (EXPRTAOE).

You cannot set up a VAT return export for British declarations (DCLVATBRI).
Directory (EXPDIR)

After selecting the Active (EXPRTVAT) checkbox, you can enter a file location for the VAT return export report. It is saved to this location when you submit a validated VAT return.

For Belgian declarations (DCLVATBEL), the script set up on upgrade is VFEEXPBEL and the template DCLVATBEL.
Script (EXPSCR)

After selecting the Active (EXPRTVAT) checkbox, enter an export script for the VAT return export file. You can use the VFEEXPSTD script delivered in the standard presettings that includes the export file naming, template execution, and so on.

For Belgian declarations (DCLVATBEL), the script set up on upgrade is VFEEXPBEL and the template DCLVATBEL.
Template (EXPAOE)

After selecting the Active checkbox, you can enter an export template for the VAT return export file. You can use the DCLVATSTD template delivered with the standard presettings.

For Belgian declarations (DCLVATBEL), the script set up on upgrade is VFEEXPBEL and the template DCLVATBEL.

Other info tab

VAT posting

The two grids in this block are populated if there are VAT adjustments that need to be included when the related VAT return is posted. Otherwise, they can be empty.

If they are empty for a VAT form where VAT adjustments have been entered on a related VAT return, these adjustments are not included in the calculation to post the net VAT amount for the tax to disburse amount or tax credit amount. In that case, only the net VAT amount is calculated on the amounts in the detail VAT boxes.

When you enter VAT boxes in these grids for VAT form where VAT adjustments have been made on a related VAT return, these adjustments are included in the calculation to post the net VAT amount.

The sum of the submitted values for these boxes is calculated and represents the net VAT amount, adjustment included. It is then compared to the sum of the VAT amounts extracted on detail VAT boxes and the difference is posted to a VAT adjustment balance account.

The adjustments are not posted in detail, but for the net balance amount.

Reports

You can link a print code to one or more reports. This is useful if your legislation requires multiple VAT return reports.

The reports are available in the VAT returns function (GESVFE) from the Print icon, in the List option.

VAT posting grid

VAT due box (DUEBOXCOD)

This grid stores the list of VAT boxes to determine the total due VAT amount, including the entered adjustment amounts. This can be one total VAT box from the current VAT form, several detail VAT boxes from the current VAT form, or a combination.

You can only select a VAT box that is part of the return.

The value in this box is used to manage manual adjustments entered for the VAT return.

If you enter a VAT box in this field, you must also enter a box in the Deductible VAT box (CRDBOXCOD) field.

If you leave this field empty and you make manual adjustments, they are not considered when you post the VAT return.
Description (DUEBOXDES)

This field displays the description for the selected VAT box number and cannot be modified.

Table number 2

Deductible VAT box (CRDBOXCOD)

This grid stores the list of VAT boxes to determine the total deductible VAT amount, including the entered adjustment amounts. This can be one total VAT box from the current VAT form, several detail VAT boxes from the current VAT form, or a combination.

You can only select a VAT box that is part of the return. If you entered a value in the VAT due box (VATDUEBOX) field, you must enter a value here and it must be different from the VAT due box.

If you leave this field empty and you make manual adjustments on a linked VAT return, they are not considered when you post the VAT return.
Description (CRDBOXDES)

This field displays the description for the selected VAT box number and cannot be modified.

Reports

Print code (PRTCOD)

Enter or select an existing print code to link one or more reports to a VAT form. The reports are available in the VAT returns function (GESVFE) from the Print icon, in the List option.

Mapping

Online submission mapping (CODCSVATMA)

Specific actions

Use this action to copy an existing VAT form from one endpoint to another.

For Canadian declarations

You can select this function to generate a log file that displays the following data for online submission mapping:

  • TaxUIDs not used
  • Duplicates
  • Missing VAT boxes and related detailed information

Error messages

The only error messages are the generic ones.

Tables used

Refer to the documentation on Implementation.