Investigating VAT 126 Report Differences

Before submitting your VAT return, it is important that the VAT 126 report reflects the position of the VAT period. This topic provides suggestions for resolving some of the common queries that arise when reconciling the VAT 126 report with the VAT period.

There are two key issues that may occur:

Documents not displaying on the VAT 126 report

Documents are listed in the Further Details Required section

Documents not Displaying on the VAT 126 Report

For an invoice or credit note document to appear on the VAT 126 report, the applicable supplier must have a VAT 126 Description specified on their account. This describes the goods or services provided to your organisation.

To check if a supplier has a VAT 126 Description:

1. Select Maintenance, then select Accounts from the menu.
   

    

2. The Select a ledger dialog is displayed. Double-select to select PURCHASE - Purchase Accounts.
   
   
3. The Account Maintenance window is displayed, labelled according to the selected ledger. Any existing supplier accounts are listed in the left-hand panel with related information stored in a series of tabs on the right-hand side. Select the required supplier from the left-hand panel, then select the Analysis Fields tab.
   
4. The VAT_126_Descriptionmust be completed. This should contain a brief description of the goods or services supplied to the organisation. If this field is blank, any transactions relating to the supplier are not displayed on the VAT 126 report. Select EDIT, then enter a suitable description.
   
5. Select SAVE. This populates the VAT 126 report with any documents for that supplier, where applicable.

Documents in Further Details Required Section

Documents that appear in the Further Details Required section of the VAT 126 report have been posted with the supplier VAT number omitted. The example in the following graphic shows document ASCC2 as requiring further details.

This typically occurs on documents that are not posted to the supplier accounts, such as credit cards, debit cards, and petty cash. All of these document input forms contain a Supplier VAT Number column. If this is not completed when the document is entered, it does not pull through to the VAT 126 report.

To add the supplier VAT number to a document which has already been posted:

1. Select Enquiries, then select DocumentEnquiry from the menu.
2. Use the Document EnquiryCriteria dialog to find the applicable document. Select OK to confirm your selections.
   
3. The Document Enquiry window displays the document(s) that meet the selection criteria. As shown in the following graphic, User Field 3 is blank on AST9521 nominal (VAT Input) line. This field should contain the supplier VAT number of the transaction. If the field is blank, it means the supplier VAT number was not entered when the document was posted.
   
4. To add this in, right-select on the document and select Edit.
   
5. The System Journal Input form is displayed. Enter the supplier VAT number in Userfield 3 of the VAT line and press F5 to post the document.
   
6. Select the Refresh icon on the VAT 126 report. The supplier VAT number is showing on the document and it is now appearing in the main body of the report.