Produce the final VAT Return

Note: The final VAT Return for a period can only be generated once. Once the VAT Return has been generated (using Produce VAT Return), the values on it cannot be changed. We recommend you Print a copy of the VAT Return before you generate the final return for the period.

Before generating the final VAT Return, you can adjust each box total, if required. This will be necessary if you need to include values from outside Sage 200.

To produce the final VAT Return

Open: Nominal Ledger > Period End Routines > VAT Analysis | Current Period Return.

1. Check the VAT Return end date is correct for the current VAT period.
VAT periods (Ireland only)

When you submit your VAT Return online, the start date for your VAT period in the VAT 3 file must be the first day of the month.

Therefore, we recommend that your VAT periods also start on the first day of the month, and are the same as the following ROS guidelines:

• Bi-Annual.

  The start date must be January or July. The end date must be less than 6 months after the start date, e.g. 1 January to 30 June.

• 4-Monthly.

  The start date must be January, May, or September. The end date must be less than 4 months after the start date, e.g. 1st January to 30th April.

• Bi-Monthly.

  The start date must be January, March, May, July, September, or November. The end date must be less than 2 months after the start date, e.g. 1st March to 30th April.

• Other.

  Any other period not fitting into the above categories.

If you need to change the date of the VAT Return end date, choose Utilities > Amend VAT Period End Date > Amend VAT Period End Date.

2. To view the transactions that make up a box total, click the relevant underlined total. The VAT breakdown window appears.

This displays a list of the transactions that make up the VAT Return total, split by their VAT code. To display the list of transactions for a particular code, select the VAT code from the list in the top of the window.

3. Click in the Adjustments section to adjust the total for this box.
   • Enter the reason for the adjustment.
   • Enter the amount of the adjustment. This can be a positive or a negative amount. It is added to the total value of the selected box.
   • Click Close to view the adjusted VAT Return.

   These adjusted figures will be included on the VAT Return when you select Produce VAT Return.

   Note: The adjustments are not saved until you select Produce VAT Return. If you do not want to submit the final VAT Return at this time, you must enter the adjustments again.

4. Once you are ready to send the VAT Return to the relevant authorities, select Produce VAT Return.

   Note: Once selected and confirmed, you cannot make any changes to the VAT Return. All the transactions are marked as reconciled and cannot be included in any subsequent returns.

5. Select the confirmation check box.

6. Select the Delete transactions with a date earlier than check box. Enter the date up to which you want to delete VAT transactions.

   About deleting VAT transactions

   You can delete any transactions that are marked as reconciled from the VAT file. Any transactions that are not deleted, remain in the VAT file but cannot be included on any other VAT Returns.

   We recommend that you do not delete transactions for the VAT period you have just produced. This allows you to view these transactions for audit purposes.

   However, you should delete these transactions regularly. We recommend you do not keep them on the system for more than 11 months.

7. Enter the date of the next VAT Return in the Confirm next VAT Return date box.

   • If you are certain that you want to print the final VAT Return, select Produce VAT Return.

     Printing the VAT Return produces the VAT Return and all the reports generated during the reconcile process. All the transactions are marked as reconciled.

     The VAT figures are entered onto the official VAT Return form.

   • If you are unsure whether this will be the last VAT Return for this period, you should not continue.

8. You'll be prompted to add attachments to the return.

   These documents are stored with the VAT return, and can be viewed later from the Completed Period Totals tab. To do this, see Scan and attach documents.

9. If you have selected to Enable Online VAT submissions you can now:
   • Send the VAT Return online to the HMRC (UK only).
   • Send the VAT Return online to the Revenue (Ireland only).