Arbitrary VAT amounts

Support
1

I will need to register for VAT in the next mont or so. I run a small shop, and I use an EPOS system to record all my sales. So far I’ve been creating one sales invoice in QuickFile from each Z reading, which has been working well while there’s no VAT involved but I’m not sure this will be able to continue. The Z reading from my EPOS tells me

  • Total gross sales (including any VAT)
  • Total gross refunds (including any VAT)
  • Total amount of VAT charged (which has so far always been zero as I’m not yet registered)
  • Tender breakdown cash/card/etc.

In particular, it does not break down the sales by VAT rate. Since I sell goods at all three UK VAT rates (0%, 5% and 20%) the VAT could be anything from about 2% to 10% of the gross sales total for a given day depending on the exact mix of sales, is there any way I can record this in QuickFile?

I can dump the full details of all sales from the EPOS for a whole month at a time as a CSV, so in extremis I suppose I could just accumulate credit through the month from the Z readings and then run the sales report through Excel to calculate a breakdown and do one invoice for the whole month rather than one per day. But the VAT amounts would still not be exactly 5% or 20% of the relevant totals since the EPOS calculates VAT on each sale line individually rather than on the totals, and I’ve kind of got used to having my P&L figures up to date every day rather than just once per month…

Any advice?

2

Answering my own question, I guess I could create a two line invoice with one 20% line for 6-times-the-total-VAT and one 0% line for the balance. As long as I have the EPOS records to show how the VAT was really calculated I presume it doesn’t matter that I haven’t exactly accounted for the 0/5/20% split in QuickFile?

3

You can now just completely override the VAT amount in the appropriate column on the sales invoice:

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Providing the amount you enter here does not exceed the selected VAT rate, that will work fine. In the above example you wouldn’t be able to enter an amount greater than £200.

This overriding of VAT is not switched on by default, so you’d need to first enable it in the Advanced Features area.

4

Does this work for gross-to-net the same way, i.e. if I set the total amount including VAT and the precise VAT amount will it adjust the ex VAT amount to match?

5

At the moment it looks like it will work only NET to Gross when you override VAT amounts.

6

Fair enough, it’s not too much more effort to calculate the net myself first.

7

Just registered for VAT myself - all my payments come through on a paypal feed.

So going forward a payment received of £6 would be £5 net + £1 VAT, will this be automatically calculated by QF.

Also, some of the items I sell are zero rated, would it be possible to modify those ones to show 0% VAT?

8

@ian_roberts we may be able to solve this, we will have a look in the mean time.

@Paulwk1972 yes QF would calculate the NET and VAT for you from the gross if you have auto tagging switched on for PayPal. When you switch on VAT accounting you may also need to revisit your PayPal settings in the bank section, I believe there’s some provision here also for applying VAT.

You can apply zero rated VAT too although with PayPal auto-tagging it will just default to one VAT rate so you would need to manually modify.

9

Great stuff.

I don’t mind manually modifying any zero rated sales, I only get about 1 a day on average.