VAT returns
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 generate the file to submit to your tax authority.
You can extract values in Simulation or Actual mode.
Simulations can be run for a VAT entity, for all or a single company, or for all or a single site. Values display in the Simulated value column in the VAT to declare and Detail by company grids. Each new simulation overwrites the previous.
Actual extractions can only be run for the VAT entity.
Get started
VAT reference date
The reference date for VAT declaration extractions and all related processes, including journal entries and automatic journals, is defined by the DCLVATDAT - Date for tax declaration parameter (CPT chapter, VAT group) value. This can be the accounting date or the document date.
The VAT date can be updated in the Journal entries function (GESGAS) as long as the journal entry to be updated has not been included in an actual declaration.
Print codes
If you set up a print code linked to one or more reports for the VAT form, you can select a report from the Print button, List option. This is useful if your legislation requires multiple VAT return reports.
Before you begin
You can only use an Active VAT form.
You must set up a VAT entity (GESVATGRP) even if you are submitting for a single company.
You can set up VAT entry groups (GESGTEGRP) to facilitate VAT box management.
Values are extracted based on the VAT boxes setup (GESVTB).
Using an offline form
You can create a VAT return and extract values using an offline VAT form.
For British VAT declarations, you do not authenticate with HMRC and you cannot submit directly using an offline form. You need to enter start and end dates. These values are defaulted in the VAT on debit and VAT on payment blocks. VAT year and Period are not required extraction criteria.
In the VAT to declare section, the following fields do not display: Due date, Version, Last submission and URL. Extract, Validate, and Control still apply. The Submit action is disabled.
When you extract in Actual mode for an offline VAT return, you are warned that the declared VAT amounts in the journal entries are updated and cannot be modified.
For British declarations only
You must be signed up with the HMRC Making Tax Digital website to submit your declaration.
You can submit directly to the HMRC website from this function in online mode only.
If the return uses an offline form, the authentication with HMRC on Create is deactivated and the Submit action is not available. You cannot submit a return using an offline form.
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.
For Belgian declarations
You cannot submit directly to eAdmin, which is a stand-alone product by Sage.
Select Validate then select Submit to generate the tax file and save, using the Belgian declaration (DCLVATBEL) export template.
You can regenerate the form as often as necessary by selecting Submit each time.
VAT framework
The VAT framework includes dedicated functions designed to facilitate calculating and validating VAT returns and generating the VAT preparatory report. For some legislations, you can submit directly from the VAT returns function. For specific legislations, there is a preset structure for VAT boxes and tax file generation that conforms to the respective tax laws. There is also a generic VAT declaration that can be customized for legislations not part of the framework.
Within the VAT framework, the company legislation and the VAT declaration process are separate.
Example
A company with a Belgian legislation may need for one of its sites to register for French VAT and to extract VAT on this site according to French fiscal authorities rules. You can do this by defining a dedicated VAT setup where the VAT declaration is set to the French declaration (DCLVATFRA) and the legislation company is set to BEL.
This setup needs to contain the VAT boxes required by French fiscal authorities according to the 3310-CA3 declaration (as defined in standard setup for DCLVATFRA+FRA) and the corresponding mapping rules (with the document types and tax codes used in the Belgian site). And it has to be run on the VAT entity containing the site to declare in France.
In addition, the standard setup DCLVATBEL+BEL can be run on the VAT entity containing the sites of the Belgian company, except the site to declare in France.
Declarations included in the framework
The list of declarations that can take advantage of the VAT framework continues to grow. Additions are mentioned in the Sage X3 Release notes.
If your country/legislation is not yet included in the framework, you can use the Generic VAT declaration (DCLVATGEN) and manually set up VAT boxes and the VAT form.
Legislation presettings are delivered independent of the VAT reporting framework setup. A legislation presetting can include a dedicated VAT box structure, but that does not imply that you can use the remaining functions within the framework.
Building the declaration structure
Except for the VAT boxes function, these functions are exclusive to declarations that are part of the framework. See the respective online help for each function for detailed information.
VAT boxes, not exclusive to the framework (GESVTB)
Use this function to create the VAT box structure for the declaration. If you select DCLVATGEN, you must select a legislation and manually create the required VAT box structure.
For all VAT declarations using the VAT framework: When setting up VAT boxes, the VAT box codes defined here must be the same when setting up the VAT form (GESVEF). This consistency must be respected for the automatic extraction of data for submission in the VAT returns function (GESVFE).
VAT entry groups, framework only (GESGTEGRP)
Use this function to create an entry type group for a given legislation when setting up VAT declarations. In the VAT boxes function (GESVTB), you can use the entry group code for detail VAT boxes on a single line rather than entering multiple lines for detailed entry types. Entry type groups share the same Tax code + Tax management + Tax allocation combination.
VAT entities, framework only (GESVATGRP)
Use this function to create and manage VAT entities for a single or multiple companies or a single or multiple sites. With VAT entities, you can define distinct VAT returns at the site level.
VAT form, framework only (GESVEF)
Use this function to set up the VAT form for a specific legislation. You can use this form to create VAT returns (GESVFE). You can reuse the same form for different years, different VAT entities (GESVATGRP), and so on. The VAT box codes defined for the VAT form must be consistent with the VAT boxes (GESVTB) setup.
You can also use this function to enter a print code that links multiple VAT return reports that you can access from the VAT returns function (GESVFE).
Extracting data and validating a declaration
Currently, only the British declaration (DCLVATBRI) submits declarations to the British tax authority (HMRC) directly from the VAT returns function (GESVFE). For all other legislations, the VAT returns function extracts the data and generates a file or report that you need to submit manually to the respective tax authority.
VAT returns, framework only (GESVFE)
Use this function to set up and generate the VAT declaration for a VAT entity. You can extract data in simulation or actual mode. In simulation mode, you can extract for one or multiple companies or one or multiple sites. You can also run the preparatory report.
VAT return extraction (VFECLC)
Use this function to extract data for multiple VAT entities in simulation or actual mode.
VATRETURNS report, framework only
This report can be accessed from the VAT returns function for simulated or actual extraction. It replaces the preparatory report functionality in the Belgian declaration (DCLVATBEL), British declaration (DCLVATBRI), and French declaration (DCLVATFRA) functions.
Details on VAT on collections
Principles for determining the amounts to be declared
A matching group contains 3 elements, which are control account, business partner and match. It can include several payments and several invoices.
The amounts to be declared are determined:
- By the matching group whose matching date falls between the required date range and all the entries that make up the group.
- By searching in each matching group the triggering entries whose due date is prior or equal to the entered due date.
- By determining whether the payment amount equals the sum of the amounts associated with a business partner account, or matchable account, of the triggering entries in the matching group:
- Determining the tax-included and VAT basis
- Search on all the entries of the matching group (irrespective of the entry type) of those lines posted to an account whose Tax management is Not subjected. See the help for the Tax management field in the Accounts function (GESGAC).
- Tax code on payments
- Total by tax code
- By determining whether the VAT to be declared equals determined basis amounts:
- Limited to the payment amount
- Minus the VAT to declare amounts declared on the entry line and the VAT on the debits to be paid
If the VAT on payment amount to be declared is less than the matching group VAT on payment amount (for partial payments), the amounts to be declared are allocated proportionally to each group entry associated with a VAT on payment tax code.
Launching the VAT on payment declaration process can be carried out:
- In Simulation mode: The Declared tax fields for the entry file are not updated.
- In Actual mode: The Declared tax fields for the entry file are updated. Actual mode does not apply to British declaration (DCLVATBRI).
Special settings
Discounts and VAT on payment
The discount destination must have the following settings in the Payment attributes function (GESCDA):
- For Account structure, select Account <=> BP. Then, select the Separate journal checkbox.
- For Tax management, select Tax recovery. See the help for the Tax management field in the Accounts function (GESGAC).
The discount entry must be posted to a non triggering entry type.
The discount accounts must be set up as follows:
665000: Discounts granted
Subject – Sales collected
VAT on payment tax code
765000: Discounts obtained
Subject – Purchase deductible
VAT on payment tax code
Entering the payment must be carried out for the net discount amount. The discount line must be allocated on the invoice and must be entered with a VAT on payment tax code.
Example:
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Recording of the invoice FAK-DEL0001-019 |
5,000.00 |
1,030.00 |
6,030.00 |
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Payment TRG-DEL0001-012 |
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-20% of the invoice |
1,000.00 |
206.00 |
1,206.00 |
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With a discount of 5% |
50.00 |
10.30 |
60.30 |
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That is a net payment of |
1,145.70 |
| Amount in currencies | 1,145.70 | ||||||
|---|---|---|---|---|---|---|---|
| Dest. | Type | Entry | Site | Cur | Amount | Amount posted | TAX |
| ENC | INV | FAC-ASN0001-024 | ASN | EUR | 1,145.70 | 1,145.70 | |
| ENC | INV | FAC-ASN0001-024 | ASN | EUR | 1,145.70 | 005 |
Prepayment and tax declaration on payment
The entry designed to save the prepayment posting must be a triggering entry type. The prepayment entry can be either triggering or not.
The discount accounts must be set up as Discount accounts. They must be different from the customer or supplier control accounts with Tax management set to Not subjected.
The VAT account to be adjusted must be set up with Tax management set to Not subjected.
The tax codes for the VAT account and the prepayment account must be set up with Tax management set to VAT on payment.
Cases not managed
Multi-business partner entries
When an invoice has several business partners, or equivalent, you cannot identify the excl. tax and VAT amounts associated with each business partner. You cannot manage the VAT on payment.
Multi-business partners invoices
When an invoice has several business partners, or equivalent, you cannot identify the excl. tax and VAT amounts associated with each business partner. You cannot manage the VAT on payment.
Late payments
Following a payment by check, the tax is payable when cashing the check. In practical cases, the tax is settled on posting the check in the bank. If the check is not credited, the payment cannot take place.
On entering the late payment, you can reconsider the VAT that was initially declared.
In this case, the business partner account of the late payment is matched with the initial payment and the corresponding invoices. During the next VAT declaration, you can declare the tax in the reverse order.
Posted statements
Posting an invoice statement results in the following:
- An entry (REL) to the debit and credit of the business partner account impacted by the total amount of the statement
- Matching all the open items on the statement with the credit of the entry
The invoices are then considered as paid by the VAT process.
Partial payment posted on several invoices
When a partial payment is posted to several invoices, the VAT calculation algorithm does not consider the amounts posted to each of the invoices. This information is not available in the posting file.
Example:
| Entry for an invoice of | 500,000 | 103,000 | 603,00 | VAT 20.6% |
| Entry for an invoice of | 1,000,000 | 55,000 | 1,055,000 | VAT 5.5% |
Partial payment of 542,600 EUR posted with 120,600 EUR to the first invoice and 422,000 EUR to the second invoice, that is:
| On the first invoice | 100,000 | 20,600 | 120,600 |
| On the second invoice | 400,000 | 22,000 | 422,000 |
A VAT to be declared of 42,600.00
VAT declaration on the 31/01/2000
The payment amount is distributed proportionally by the processing over the 2 invoices that leads to the following VAT amount to be declared:
FAC-007 : 542,600 * 603/1,658 = 197,338.84 that is 33,707.96 of VAT
FAC-007 : 542,600 * 1,055/1,658 = 345,261.16 that is 17,999.40 of VAT
Total: 51,707.36
Capital letter match between an invoice and a credit note
When the conditions below exist, because there is no payment in the match group, these journal entries are not considered in the VAT on payment extraction process. No VAT amount is declared in the VAT reports, which is normal.
- An invoice is matched to a credit note with a capital letter match code and there is no other journal entry matched to the invoice and credit note.
- The matched invoice and credit note contain tax codes where the VAT type is VAT on payment.
This also implies that the VAT to declare amounts in the journal entry line are not updated and they remain empty.
As a result, for these journal entries, the CONTVAENC - VAT on payment control report (VAT - Others group) always displays the lines on the VAT accounts with a VAT to declare amount equal to zero, as if the VAT declaration was missing on these lines.
Special tax rule for the deduction on author rights
Invoicing document containing:
- Two lines corresponding to a VAT base and the associated output VAT, with a payment tax code.
- Two other lines corresponding to a VAT basis and to the associated input VAT, with a payment tax code.
The entry is subject to an uppercase matching with a triggering entry for the sales tax/money collection.
During the first run of the VAT declaration/money collection declaration process in Actual mode, the declared amounts are correct. However, the VAT process is not meant to be run again on that same uppercase matching group. Such an invoicing document should not be entered.
Prerequisites
Screen management
Header
| VAT declaration number (VATENTNUM) |
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This field automatically displays the VAT declaration number when you create a new VAT return and cannot be modified. |
| VAT form (VATFRM) |
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Enter the number for the VAT form created in the VAT form function (GESVEF). Only active forms can be used. |
| DSPOFFLINE |
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This indicates whether the current form is offline or online. |
| DSPONLINE |
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| Description (DESTRA) |
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This field displays the current VAT form description and cannot be modified. |
| Status (STA) |
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This field displays the VAT return status:
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Extraction criteria tab
Block number 1
| Declaration (VATFNC) |
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This field displays the declaration for the current VAT form and cannot be modified. |
| Legislation (LEG) |
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This field displays the legislation for the current VAT form and cannot be modified. |
| VAT entity (CODVATGRP) |
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Enter the code for an existing VAT entity (GESVATGRP). |
| Head member (CPY) |
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This field displays the company code for the Head member. If the Head member is a site, the site code also displays. |
| HEAFCY |
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| Company tax ID number (CRN) |
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This field displays the tax ID for the Head member, if relevant. If the country, such as Belgium, Spain, France, Italy, Poland, or Portugal, has a control script, the format control is enforced on this field or the EU VAT no. field. |
| EU VAT no. (EECNUM) |
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For the VAT entity, this field displays the EU VAT no. for the Head member and cannot be modified. If the country, such as Belgium, Spain, France, Italy, Poland, or Portugal, has a control script, the format control is enforced on this field or the Company tax ID number field. |
| Additional tax identifier (ADLTAXID) |
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For UK businesses, you can use this field to enter a VAT registration number that is more than nine digits. Note that only the EU VAT no. is used for submission to HMRC. |
| VAT year (VATDCLYEA) |
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Use this field to enter the year for the declaration. When you enter the year, you are prompted to authenticate with HMRC. Select Yes to enter your credentials on the HMRC website, which opens in a new window. After entering your HMRC User ID, Password and Grant Authority, the new window closes. If you select No and do not authenticate, you cannot complete the VAT return. Note - warningYou cannot modify this field after you create the VAT return.
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| VAT periods (FLGDCL) |
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After authenticating with HMRC, select the Calendar icon to select the period for the declaration. In the window that opens, select the line for the desired period. Note - warningYou cannot modify this field after you create the VAT return.
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| Start date (DCLSTRDAT) |
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Use this field to 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 (DCLENDDAT) |
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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 (VATRTNTYP) |
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The VAT return type is automatically determined by the VAT period selection:
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| Period (PERKEY) |
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The period key value is generated automatically when you select the VAT period and cannot be modified. This value is submitted to HMRC. |
| Log (TRCFLG) |
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Select this checkbox to view a log file of the submission. |
| Off declaration detail (DETDCL) |
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Select this checkbox to include off declaration details in the extraction. |
VAT on debit
| Launch VAT on debit (VAT) |
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This checkbox is selected or not, depending on the VAT period selection. Note - warningYou can modify this value after you Create the VAT return, but after you Validate, you cannot modify the value anymore.
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| Declaration start date (STRDAT) |
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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 (ENDDAT) |
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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 (INCUNXENT) |
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Select this checkbox to include entries that were not extracted for a previously submitted return and that are prior to the current declaration start date. |
| Starting from (EXTSTRDAT) |
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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 on payment (VATPAY) |
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This checkbox is selected or not, based on the VAT period selection. Note - warningYou can modify this value after you Create the VAT return, but after you Validate, you cannot modify the value anymore.
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| Matching start date (STRDAT2) |
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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. See the help for the Tax management field in the Accounts function (GESGAC). Note - warningYou can modify this value after you Create the VAT return, but after you Validate, you cannot modify the value anymore.
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| Matching end date (ENDDAT2) |
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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. See the help for the Tax management field in the Accounts function (GESGAC). Note - warningYou can modify this value after you Create the VAT return, but after you Validate, you cannot modify the value anymore.
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| Due date until (DATPCE) |
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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 (ECRAUX) |
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Select this checkbox 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. |
Generation criteria
| Generation (TYPGEN) |
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The current generation type is Actual. You can run a simulation preparatory report in the British declaration (DCLVATBRI) to review amounts before you Extract values. |
| All companies (ALLCPYSIM) |
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In simulation mode only, you can select this checkbox to include all companies. This option does not apply to actual mode because an extraction in actual mode can only be run on the VAT entity. |
| Company (CPYSIM) |
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In simulation mode only, you can select this checkbox to include a single company. This option does not apply to actual mode because an extraction in actual mode can only be run on the VAT entity. |
| All sites (ALLFCYSIM) |
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In simulation mode, you can select this option to include all financial sites in the extraction. In actual mode, you can only run the extraction on the VAT entity. |
| Site (FCYSIM) |
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In simulation mode, select a site depending on the VAT entity setup. |
VAT posting tab
If VAT posting is active for the VAT entity, the fields in this section are available. If not, the Posting status is Not managed and these fields are disabled.
General settings
Journal entries for VAT returns are posted using the VAT automatic journal. The journal entries offset the total VAT amount calculated for each company in the return into the Tax to disburse or the Tax credit accounts. The accounts are defined in the Accounting code lines function (GESCAC) for site and company entities.
The calculation and posting are made by considering VAT amounts extracted on detail boxes of the VAT return.
For a VAT entity with multiple companies or sites, you need to define the intercompany accounts used for journal entries in the Intercompany accounts mapping function (GESTCI), as well as the reciprocal accounts defined in chart of accounts setup.
Settings for manual adjustments
If required, manual adjustments can create an additional journal entry line for the Head company of the VAT entity.
To manage adjustments, you need to complete the following:
- In the VAT form function (GESVFE), select VAT boxes for the VAT due box, which holds the total submitted VAT amount due.
- Select the Deductible VAT box, which holds the total submitted VAT deductible amount.
- In the Accounting code lines function (GESCCL), you need to define the adjustment account in the VAT adjustment balance modifier. This can be set at the company and/or the site level.
| Posting status (PSTSTA) |
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This field displays the posting status: To be posted or Posted. If VAT posting is not managed for the VAT entity, this field displays Not managed and the remaining fields in the VAT posting section are not available. |
| Accounting date (ACCDAT) |
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Enter a date to post the VAT journal entry. |
| Default description (DEFDES) |
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You can enter a description for your reference. |
| Simulation (PVWFLG) |
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When you select this checkbox and select Post, you see a preview of the posted amounts in a temporary table. The general ledger is not updated. Note - tipClear this checkbox if you want to generate the actual VAT journal entries.
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| VAT journal entries (VISUICO) |
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After posting in actual mode, select this button to view a list of the VAT journal entries. For each line, select Entry from the Action icon to drilldown to the Journal entry function (GESGAS). Note - informationThe VAT adjustment balance is posted if you complete the necessary steps described in the VAT posting tab section of the VAT returns help page.
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VAT to declare tab
Form grid
| VAT boxes (VATBOX) |
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This field displays the VAT box code defined in the VAT form and cannot be modified. |
| Description (DESLIN) |
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This field displays the VAT box description defined in the VAT form and cannot be modified. |
| Submitted value (VATAMT) |
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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 (VATAMTDCL) |
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This column displays the exact amounts from the British declaration (DCLVATBRI) preparatory report run in simulation mode. The decimal amounts are based on the company currency. |
| Adjustment (VATAMTADJ) |
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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. |
| Simulated value (VATAMTSIM) |
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This column displays the simulated VAT amounts based on your extraction criteria. These values are overwritten with each new simulation. |
Block number 2
| Currency (AMTVATCUR) |
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This field displays the currency defined for the current VAT form. It cannot be modified. |
| Decimals (DEC) |
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The field displays the number of decimals allowed for the current VAT form. It cannot be modified. |
| Due date (DUEDAT) |
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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 (VERSION) |
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This field displays the current version number. It cannot be modified. The version number increases each time you select Submit. |
| Last submission (LASSBM) |
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This field displays the most recent submission date. This date automatically changes to the current date when you select Submit. |
| Last export date (LASEXPDAT) |
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| Export file name (FILEXPNAM) |
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| Adjustment |
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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 member 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. |
| VAT on debit details |
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After extracting data for a VAT return in actual or simulation mode, you can view the list of documents related to the VAT box. For each document in the Details grid, you can navigate to the accounting document. The grid includes a column that indicates the posting status for each line. You can refine the results by amounts, entry type, dates, site, and so on. Note - informationDue to technical limitations, if there are more than 32,000 lines, the Details grid is empty. Use the search criteria to refine the results.
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| VAT on payment details |
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After extracting data for a VAT return in actual or simulation mode, you can view the list of documents related to the VAT box. For each document in the Details grid, you can navigate to the accounting document. You can refine the results by amounts, entry type, dates, site, and so on. Note - informationDue to technical limitations, if there are more than 32,000 lines, the Details grid is empty. Use the search criteria to refine the results.
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| RTZ adjustment |
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Detail by company tab
Block number 1
Management grid
| Company (VFECCPY) |
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The fields in this grid display the VAT to declare information for the selected company and/or selected VAT box combination. |
| VAT boxes (VATBOX) |
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| Description (DESLIN) |
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| Extracted value (VATAMT) |
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| Adjustment (VATAMTADJ) |
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| Simulated value (VATAMTSIM) |
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| SIMFCY |
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| Adjustment |
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| VAT on debit details |
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After extracting data for a VAT return in actual or simulation mode, you can view the list of documents related to the VAT box. For each document in the Details grid, you can navigate to the accounting document. The grid includes a column that indicates the posting status for each line. You can refine the results by amounts, entry type, dates, site, and so on. Note - informationDue to technical limitations, if there are more than 32,000 lines, the Details grid is empty. Use the search criteria to refine the results.
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| VAT on payment details |
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After extracting data for a VAT return in actual or simulation mode, you can view the list of documents related to the VAT box. For each document in the Details grid, you can navigate to the accounting document. You can refine the results by amounts, entry type, dates, site, and so on. Note - informationDue to technical limitations, if there are more than 32,000 lines, the Details grid is empty. Use the search criteria to refine the results.
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Specific actions
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Select this action to extract the VAT declaration values, either actual or simulated. A log file displays detailed information such as the query numbers for VAT on debit and/or VAT on payment. Note - warningYou need to extract in actual mode before you can validate.
The extraction is based on the VAT box setup. When you select Extract, the VAT to declare grid displays the extracted amounts. In simulation mode, only simulated values display. The Extracted value column populates when you extract in actual mode. If you need to make any modifications or adjustments, such as making changes to the VAT boxes setup (GESVTB), you need to select Extract again. After a declaration has been validated, you can no longer modify it in any way, and you cannot Extract again. Extraction errors The VAT extraction/calculation processes company A and stops on the first error detected (on site y). An error is generated for site y that must be corrected. A rollback is done on the updates of site y. In the VAT to declare grid, only the amounts from site x are considered. If the error on site y is corrected and the process is re-executed, an error is generated for site z that must be corrected. A rollback is done on the updates of site z. In the VAT to declare grid, only the amounts from sites x + y are considered. |
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Select this action to validate the VAT return. Only select this action if you are satisfied with the Extracted values and the other information. If you need to make any modifications or adjustments, you need to Extract again before validating. Note - warningYou need to extract in actual mode before you validate.
After you validate a declaration, you can no longer modify it in any way. This applies to online and offline forms. Belgian legislation: When you validate, a control is automatically run on the VAT amounts. British legislation: Your only option is to Submit after validating an online form. |
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For Belgian declaration (DCLVATBEL) Select this action to generate the tax file for eAdmin submission using the Belgian declaration (DCLVATBEL) export template. You are prompted to confirm this action and then you can select a location to save the tax file. The VAT return status changes to Completed. You can regenerate the file as many times as necessary by selecting Submit. Regenerating the file does not recalculate the values. For British declaration (DCLVATBRI) Select this action to submit your declaration to HMRC. You can only submit a validated, online 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 select Check status to confirm if the submission was accepted or rejected. |
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For British declarations only (DCLVATBRI) Select 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. |
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Select this action to review the VAT form settings (GESVEF) for this declaration. Because there is a declaration for the form, you cannot modify it. |
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For British declarations only (DCLVATBRI) Select this action to view confirmation that you have submitted your declaration or to view errors if HMRC rejected the submission. |
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Select this action to review the report for VAT on debit and/or VAT payment amounts and to check the log information. Select the Print button on a line view and reprint the associated VAT return reports that includes extracted amounts and the VAT box codes. The available reports are based on the print code settings for the VAT form. If you re-extract the data after applying modifications, new reports and log files are available. Previous reports are not deleted. |
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This applies to Belgian VAT returns only (DCLVATBEL) A control is executed automatically when you validate a return. You can also control the VAT amounts on demand before validating to check for errors. If there are any errors, a message displays with the number of errors. A log file displays errors codes and descriptions. Codes 1-7 are blocking errors that are highlighted in red in the log file. Non-blocking errors generate a warning message asking if you want to continue with the validation or not. The rule and error messages are determined by the Belgian fiscal authorities, which you can access via the links below. |
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This action is available to post an automatic journal entry for a VAT return if you have completed the required setup for the VAT entity. After extracting in actual mode and validating the return, use this action to generate journal entries for the VAT return that offset the total VAT amount calculated for each company into Tax to disburse or Tax credit accounts. This creates a VAT line with the amount for each invoice. For the Head member, the total amounts for the tax accounts are posted. For member companies, an intercompany line is generated that initiates the transfer to the net VAT. If there are any errors, all entries are rolled back and no journal entries are created. If you have selected the Simulation checkbox, when you select Post, you can see a preview of the entries to be generated in a temporary table. No entries are created in the general ledger and the VAT journal entries button is disabled. |
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For Canadian declarations When the VAT return status is Completed or Validated, select this function to review the submission details such as TAXUID, document number, accounting date and tax amount. |
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For Canadian declarations You can select this function to generate a log file that displays the following data for online submission mapping:
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Error messages
The only error messages are the generic ones.