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Use the VAT report for your return

Get the output VAT on your invoices, the input VAT on supplier costs and the net to pay or reclaim, per branch and period, ready for the VAT return.

How toUpdated

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Open the VAT report when you prepare a VAT return. For each branch it gives the VAT on what you sold, the VAT you can claim back on supplier costs, and the difference to pay or reclaim, in the branch's own currency.

Before you start

  • You need permission to see reports. Downloading needs permission to export reports.
  • Input VAT only comes from supplier costs recorded as Standard rated with Claim this VAT back in the VAT return ticked: see Record a supplier cost.

Steps

  1. Open Reports and choose the VAT tab.
  2. Choose the period of your return. For a quarter, choose Custom and set From and To to the first and last day of the quarter.
  3. If your agency has several branches, choose one in Branch, or All branches to see each branch one under another.
  4. Read each branch's figures (see below) and copy them into your return.
  5. Press Export to Excel to keep a copy.

How to read the report

Each branch has its own box, titled with its name, its VAT no. (or No VAT number) and its currency, with the number of invoices, debit notes and credit notes in the period.

Output VAT: one line for each tax category and rate.

  • Category: S Standard rated, Z Zero rated, E Exempt or O Out of scope, with the exemption code when there is one.
  • Rate, Taxable amount (net of VAT), VAT and Documents (how many documents have that line).
  • Total output VAT: the sum of all lines.

Invoices and debit notes add; credit notes take away. Void documents are left out. Each document counts in the period of its issue date.

Input VAT (supplier costs): one line for each rate, with Net of VAT, VAT and Costs (how many costs). Each cost counts in the period of the supplier's invoice date, or the day you entered it if it has no invoice date. A per-traveller cost counts for every traveller on the trip.

Net VAT to pay or Net VAT to reclaim: total output VAT minus total input VAT. A positive result is to pay; a negative one, shown as Net VAT to reclaim, is to claim back.

A document or cost in another currency is converted to the branch's currency through your main currency, at the rate of its own day.

After you export

The Excel file is named after the period (for example vat-2026-07-01-2026-09-30.xlsx). It has a Summary sheet with one line per branch (branch, VAT number, currency, taxable amount, output VAT, input VAT, net VAT with payable as plus and refundable as minus, and the number of invoices, debit notes and credit notes), then one sheet per branch with every line of the report and the totals.

Warning

The report reads what is in the system. Before you file, check that every supplier invoice of the period is recorded, and that invoices you cancelled were cancelled with a credit note. Your accountant or tax adviser remains responsible for the return.

If something goes wrong

  • No invoices in this period: no invoice, debit note or credit note was issued in the period for that branch.
  • No reclaimable VAT on supplier costs in this period.: no supplier cost of the period is standard rated and ticked to claim back.
  • No branches in your view: your role does not cover the branch you chose.
  • Export to Excel gives You do not have permission to do this: you need permission to export reports.

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