VAT Reconciliation Tutorial

Overview#

Use a VAT Reconciliation to prepare the VAT Return for the tax authorities. The reconciliation displays all the transactions for the selected period and lets you select those that must be included in the VAT Return.

💡These tutorials explain how to perform a VAT Reconciliation.

How to Create a VAT Reconciliation#

1. Navigate to the VAT Reconciliation.
2. Click View (button) to display a list of VAT Reconciliations. If the period you need to reconcile is not on the list, go to Step 3, otherwise edit the existing reconciliation by double-clicking it.
3. Click New (button).
4. Select the Period Dates if there are no previous VAT Reconciliations. If there are reconciliations, the dates are automatically selected based on the VAT Reporting Frequency setting.
   • Note: You can select different dates if necessary (e.g. if your VAT Period is split over your financial year-end).
5. Click Add (button).
   1. Check any of these two checkboxes (optional):
      • Zero-VAT: Displays transactions on which VAT was not
      • Out-of-period: Displays transactions that predate the current period and were not previously included in a VAT recon.
   2. Click View (button).
   3. Select all the transactions you want to add to the recon. Check the checkbox next to Status for all the transactions or check the individual checkboxes.
   4. Click Add (button).
   5. Click Close (button) to close the popup.
6. The transactions and summary information appear as follows:
   1. Header:
      • Displays the total Output, Input and Balance Due.
   2. Summary - Entry Types (on the right):
      • Displays a list of the included transaction types and whether the VAT is included as inputs or outputs.
      • Only transactions that have a setting for Input or Output in their Accounting section are included.
   3. Summary - VAT Types (on the right):
      • Displays a summary of the VAT Types.
      • The totals must agree with the Transaction-Type totals.
7. If the recon is final, click Done (button), else you can leave the report and return to it later.

How to Verify a VAT Reconciliation#

1. To ensure that all your transactions are included in your VAT Reconciliation, check that the ledger balance of the VAT Control account matches the amount due as per the VAT Reconciliation for the same date. For example, if all the previous payments and refunds were captured, the VAT due for the July and August VAT Reconciliation must match the balance of the VAT Control account on 31 August.

How to Edit a VAT Reconciliation#

1. Navigate to the VAT Reconciliation.
2. Click View (button) to display a list of VAT Reconciliations.
3. Double-click a VAT Reconciliation to open it.
4. Set the Status to Pending.
5. Click Save (button).
6. Add or remove transactions.
   • Remove transactions by selecting the entries and clicking Remove (button).
   • Add records by clicking Add (button). Follow the instructions as per Step 5: How to Create a VAT Reconciliation.
7. Click Done (button).

How to Open the Transaction in Ledger#

1. From editing a VAT reconciliation, double-click an entry to open the transaction.

How to Output PDF Documents#

1. From editing a VAT reconciliation, click Output (button) and select Print / Preview / Email > VAT Statement or VAT Summary.

How to Create Historical VAT Reconciliations#

If you are upgrading from an earlier version and you already have many accounting transactions in your database, you must create historical VAT Reconciliations for all the VAT Periods included in your database. To automate the process, execute this Script (follow the instructions at the top of the script).