Feature requested
I have just started using the email forwarding to upload invoices. As a food retailer we have a mixture of VAT items and Non VAtT items. Currently there is no option to add in both colums when you create a purchase order in this section
Typical use case
As a food retailer we have a mixture of VAT items and Non VAtT items. Currently there is no option to add in both columns when you create a purchase order in this section. Therefore it is a complete waste of time as we have to still go in manually to show the 2 lines of various VAT
How I would expect it to work
We can’t be the only food company using quickfile.
I’m not in food but I would enter the purchase through “enter a new purchase” as this gives the option for multiple lines
or
through the through the hub and go back to the original posting and “modify” the invoice so the additional lines are added viewing the purchase invoice on another screen
It’d not ideal but it is a way around it
If you do it the first way you can then save the invoice somewhere and browse and drag a copy to the supplier account
Ultimately all that really matters when recording purchases is the total net and VAT amounts, not the specific rates. When you’re tagging a receipt the VAT rate is just a guide to QuickFile for it to compute an initial VAT amount from a gross-to-net calculation, but you’re free to amend the calculated amount - different suppliers use different ways to calculate the VAT line by line, so the initial gross-to-net number may be a few pence off even if everything on the invoice is the same rate, and in case of disagreement the numbers on the supplier invoice always win.
What is not immediately clear in the UI though is that it’s not just these minor adjustments of a few pence, you can in fact set the VAT amount to anything (certainly anything less than the 20% calculation, possibly anything up to the invoice total but I’ve never tried it more than a few pence up). So if you have a purchase of £100 zero rated items and £50+VAT standard rated, you just enter the gross total (£160), then override the VAT amount to £10.
This will still show as a single line purchase with a slightly odd VAT amount but that’s fine as long as the totals match, if you ever get inspected HMRC will only care that you have the right VAT total and you can show them a matching VAT invoice from the supplier.
I ran a grocery shop on QuickFile for six years, many of my supplier invoices were a mix of 0%, 5% and 20% items but most of them I just recorded as a single line as above.
Thank you for that. I was starting to record on one line then read somewhere that in the UK the vat lines needed to be shown on separate lines.
If that’s not the case then yes it is a solution.
There are specific rules for how you have to show VAT on your sales invoices that you give to your customers, but the purchases that you are creating via the receipt hub are just the mechanism to record the details of invoices you received from your suppliers in a way that will make QuickFile reclaim the correct amount of VAT and show the right net in your ledgers. Like I say, if you ever got inspected HMRC would care that the customer invoices you are issuing are accurate and meet the requirements, and that whatever VAT you’re claiming back is backed up by valid VAT invoices from your suppliers, but exactly how you record those supplier invoices in your own records is an “implementation detail”.