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Generate UK VAT Return Files for a Group of Companies

Before you submit UK VAT data for a group of companies to HMRC as a single submission, you must first generate a VAT return file individually for each subsidiary company and the main company, and then generate a VAT return file for the whole group.

The group consists of a main company and subsidiary companies that all use the same VAT registration number that is registered with HMRC. The VAT data being submitted to HMRC for all the companies is for the same reporting period.

You generate the VAT return files to calculate the tax data from Vantagepoint to submit to HMRC.

Prerequisites:
  • Set up the appropriate VAT box numbers in Settings > Cash Management > Tax Codes, on the Tax Reporting tab in the Tax Report Mapping grid.
  • The VAT registration number that is registered with HMRC for the group must be entered in the Tax Registration Number field in Settings > Cash Management > Options, for the main company of the group.
  • Obtain HMRC Authorization For a VAT Return File.

To generate the VAT return files individually for each subsidiary company and the main company and then for the whole group of companies:

  1. Log in to Vantagepoint for a subsidiary company in the group.
  2. On the Navigation menu in the desktop application, click Accounting > Tax File Generation.
  3. On the General tab of the Tax File Generation form:
    1. Set the File Format option to UK VAT Return.
    2. Select other criteria for the tax file output. The time frame that you select must exactly match your HMRC reporting period.
  4. On the HMRC Interface tab:
    1. Be sure that the Include all companies with the same Tax Registration Number check box is cleared (not selected).
    2. In the VAT Registration Number field for a subsidiary company, if the prefilled tax registration number (which is from the Tax Auditing tab in Settings > Cash Management > Options) is not the correct HMRC number that the group is using, enter the correct tax registration number in this field.
  5. On the toolbar of the Tax File Generation form, click Generate File to create the tax file.
  6. On the Update Reporting Results dialog box, select whether to generate a draft (TXT) or final (PDF) report with the generated file's contents.
    The report displays the tax data for that company, which will be added to the VAT data for the group submission to HMRC.
  7. When you move or close the report window, another dialog box asks if you want to print the detailed backup report; click Yes to view and print the UK VAT Detail Report file.
    This report shows the transactions in Vantagepoint for that company that were used to determine the VAT data to use for the group submission to HMRC. Review the report to verify that the correct transactions were used for each box number. For more information, see UK VAT Detail Report.
  8. Repeat the steps above for each subsidiary company and the main company in the group.
  9. After you generate the tax file for all the subsidiary companies and the main company, log in to Vantagepoint for the main company to generate the VAT return file for the whole group of companies:

    Complete steps 1–7 above for the main company, but this time for steps 4a and 4b, complete the substeps a and b below on the HMRC Interface tab:

    1. Select the Include all companies with the same Tax Registration Number check box.
    2. If the prefilled number in the VAT Registration Number field is not the correct HMRC tax registration number that the group is using, enter the correct number in the Tax Registration Number field on the Tax Auditing tab in Settings > Cash Management > Options. This prefills in the VAT Registration Number field.
    Per step 7, the UK VAT Detail report shows the transactions for all the companies in the group.

    The VAT return file for the group contains the combined data for all the subsidiary companies and the main company to make a single group submission to HMRC for that VAT registration number and date range.

    You are ready to interface with HMRC to obtain VAT obligation data from HMRC and then submit the VAT data from Vantagepoint to HMRC. For instructions, see Interface with HMRC to Retrieve and Submit VAT Data.