UK Tax Submissions (Data Export)

This section describes the fields and actions on the UK Tax Submissions (Data Export) workspace, as well as instructions on how to generate the report.

Quick Links: Selection Criteria | Generate Report | Data Export Fields | Limitations | Admin Setup | Appendix

Info: Normal VAT Charge | Postponed VAT Accounting and Reverse Charge Mechanism | Postponed VAT Accounting (PVA) | Reverse Charge Mechanism (RCM) | Northern Ireland Protocols | Fraud Prevention Headers

Overview

The UK Making Tax Digital (MTD) Tax Submissions data export lets you automatically submit tax data following the MTD requirements in the United Kingdom (UK). The UK Tax Submissions workspace enables companies to send these particular types of user audit data to HMRC. The report includes fraud prevention headers, which are HTTP headers that help monitor and audit transactions to protect taxpayers' data from fraudulent activities.

UK MTD-Making Tax Digital

As of April 1, 2019, the UK HM Revenue and Customs (HMRC) tax authorities implemented the Making Tax Digital (MTD) process to use for various tax-related information, including submission of VAT returns.

Note: In 2021, several changes were made to the MTD filing to reflect BREXIT, the Northern Ireland Protocols, and Postponed VAT Accounting Rules (PVA).

UK MTD accommodates Postponed VAT Accounting (PVA) and Reverse Charge Mechanism (RCM) for the VAT 100 form, as well as another functionality, the Northern Ireland Protocols.

Normal VAT Charge

This section describes the boxes available to be used for normal VAT charges. This includes what is needed to be filled in per box on transactions categorized by HMRC in the link below:

https://www.gov.uk/guidance/how-to-fill-in-and-submit-your-vat-return-vat-notice-70012#section3

Important:

As of 1/1/2021, boxes 2, 8 and 9 are only used for transactions with Northern Ireland, which remains part of the EU and is not impacted by BREXIT. These boxes are no longer used for any other UK or “rest-of-world” transactions. They are displayed in gray below.

These fields default to zero for all “rest-of-world” countries except Northern Ireland.

• Box 2: VAT due in this period on intra-community acquisitions of goods made in Northern Ireland from EU Member States
• Box 8: Total value of intra-community dispatches of goods and related costs (excluding VAT) from Northern Ireland to EU Member States
• Box 9: Total value of intra-community acquisitions of goods and related costs (excluding VAT) made in Northern Ireland from EU Member States

The boxes are now hardcoded with a zero value.

To categorize a company or a tax code under the Northern Ireland Protocols, refer to the succeeding section.

Box Definitions and Uses

Box No.	Box Use	Details
1	VAT due in the period on sales and other outputs	Include the VAT due on all goods and services you supplied in the period covered by the return. This is your 'output VAT' for the period. VAT may also be due on supplies outside the mainstream of your business. Note: This also includes PVA as noted below.
2	VAT due in the period on intra-community acquisitions of goods made in Northern Ireland from other member states of the EU	Under the Northern Ireland Protocols, show the VAT due on all goods and related costs bought from VAT-registered suppliers in other EU member states to Northern Ireland company itself, these purchases are referred to as 'acquisitions'. Related costs include any payment that you make to cover your supplier's costs in making the supply, such as packing, transport or insurance which they're responsible for under their contract with you. You must include the VAT due on all your acquisitions for the VAT period in which the tax point occurs.
3	Total VAT due	Show the total VAT due, that is, boxes 1 and 2 added together. This is your 'output VAT' for the period.
4	VAT reclaimed in the period on purchases and other inputs (including acquisitions from the EU)	Show the total amount of deductible VAT charged on your business purchases. This is referred to as your 'input VAT' for the period. You cannot claim input VAT on your return unless you have a proper VAT invoice to support the claim (but see the rules in theVAT guide (VAT Notice 700)). Note: This box is also impacted by PVA and RCM as noted below.
5	Net VAT to pay to HMRC or reclaim	Take the figures in boxes 3 and 4. Deduct the smaller from the larger and enter the difference in box 5. If the figure in box 3 is more than the figure in box 4, the difference is the amount you must pay. If the figure in box 3 is less than the figure in box 4 your account will be credited and you will be repaid balance (subject to any enquiries that need to be made).
6	Total value of sales and all other outputs excluding any VAT	Show the total value of all your business sales and other specific outputs but leave out any VAT. Note: This field is also used for RCM for Gold and Services as noted below.
7	Total value of purchases and all other inputs excluding any VAT	Show the total value of your purchases and expenses but leave out any VAT. Note: This box is also impacted by PVA, and RCM for gold, Services, and mobile phones and computer chips as noted below.
8	Total value of all intra-community supplies of goods and related costs, excluding any VAT, from Northern Ireland to other EU member states	Under the Northern Ireland Protocols, show the total value of all supplies of goods from Northern Ireland to other EU member states and directly related costs, such as freight and insurance, where these form part of the invoice or contract price. This must include the value of any goods dispatched from Northern Ireland to a destination in another member state, even if no actual sale is involved or the sale is being invoiced to a person located outside the EU. Leave out any VAT. See The single market (VAT Notice 725) for further information on trading within the EC.
9	Total value of all intra-community acquisitions of goods and related costs, excluding any VAT, in Northern Ireland from other EU member states	Under the Northern Ireland Protocols, show the total value of all acquisitions of goods from VAT-registered Northern Ireland suppliers in other EU member states and directly related costs, such as freight and insurance, where these form part of the invoice or contract price, but leave out any VAT.

Postponed VAT Accounting and Reverse Charge Mechanism

Postponed VAT Accounting (PVA) and Reverse Charge Mechanism (RCM) represent exceptions to normal VAT charges that must be handled according to HM Revenue & Customs (HMRC) protocol.

Terminology

Term	Description
RCM	Reverse Charge Mechanism This is used to categorize transactions that are for reverse charge in accordance with HMRC's mandate. The following values are utilized to filter out categories mentioned in this rule: Gold RCM Mobile phones and Computer chips RCM Services RCM Telecom cellular service RCM
PVA	Postponed VAT Accounting (Effective 1/1/21) This is used to categorize transactions that are conforming to the VAT 100 form impact to UK MTD submission. This provides the same cash flow benefits to businesses that import goods from 'rest of world' countries as those who import goods from the EU.

Postponed VAT Accounting (PVA)

Postponed VAT Accounting, or PVA, allows businesses to account for VAT in imports through their periodic VAT return instead of having to pay that VAT at or upon crossing the UK border.

The Postponed VAT Accounting rules or PVA come into effect on January 1, 2021. The rules combine the former customs reports for goods received from the EU (before BREXIT) and the rest of the world (ROW) onto the VAT 100 form impacting boxes 1, 4 and 7 (in most instances) and the MTD filing.

In light of Brexit, HMRC has introduced a method of accounting for import VAT in the VAT return. This could be a compulsory requirement for some businesses to follow these rules. Under this rule, when a business imports goods - either from an EU or a non-EU country:

• It could pay import VAT to HMRC through its VAT return.
• In Addition, similar to the current rule, businesses can seek to recover this import VAT as input tax in Box 4 of the VAT return. The value of import is shown in Box 7.

Determining Transactions for Postponed VAT Accounting

The functionality assumes the ability to distinguish transactions about goods for Postponed VAT Accounting. However, this distinction is not available in Maconomy. The Tax Type must be set up with PVA aside from the popup field for auditing purposes. EU Acquisition in the tax code can be set up for PVA. EU and non-EU member countries are set up to distinguish the EU and the rest of the world.

Box Definitions and Uses for PVA

Box No.	Field Name	Description
1	VAT Due Sales	The tax amount for tax payable for which the transaction references the Tax Code states that it is Goods on Tax Popup 1 and PVA on Tax Popup 2 and Tax Type.
3	Total VAT Due	The sum as updated from VAT Due Sales and VAT Due Acquisitions
4	VAT Reclaimed Current Period	The tax amount for tax receivable for which the transaction references the Tax Code stating that it is Goods on Tax Popup 1 and PVA on Tax Popup 2 and Tax Type.
5	Net VAT Due	The tax receivable less tax payable as updated from Box 1 and 4.
7	Total Value Purchases Excluding VAT	The basis amount for tax receivable for which the transaction references the Tax Code stating that it is Goods on Tax Popup 1 and PVA on Tax Popup 2 and Tax Type.
9	Total Acquisitions Excluding VAT	Under the Northern Ireland Protocol, the basis amount for tax receivable for which there is referenced a vendor having a non-empty tax number and from an EU country other than the Northern Ireland company itself, and for which the tax code states that this is Goods on Tax Popup 1 and PVA on Tax Popup 2 and Tax Type. Important: Due to Brexit, Box 9 is only applicable under the Northern Ireland Protocol. A UK Company will not display EU/ROW transactions in this box unless NIR Country is set up in the Tax Code or that the NIR Company is doing the transaction.

Reverse Charge Mechanism (RCM)

Reverse Charge Mechanism, or RCM, is used to categorize transactions that are for "reverse charge" in accordance with HMRC's mandate.

Under the reverse charge procedure, the buyer of the goods or services, rather than the seller, is liable to account for the VAT on the sale.

This rule combines different types of transactions received from the EU (for Northern Ireland protocol) and 'rest-of-the-world' countries. Boxes 1, 4, 6, and 7 will be impacted by how input and output tax will be handled for MTD filing.

These details are mentioned in the following links:

• https://www.gov.uk/guidance/how-to-fill-in-and-submit-your-vat-return-vat-notice-70012#para46
• https://www.gov.uk/guidance/the-vat-domestic-reverse-charge-procedure-notice-735

Determining Transactions for Reverse Charge Mechanism

The functionality assumes the ability to distinguish additional transactions for the reverse charge mechanism. However, this distinction is not available in Maconomy, aside from determining as to which transaction is for goods or services.

Box Definitions and Uses for RCM

If you use the reverse charge for	Customer Transactions	Vendor Transactions
Gold RCM	Box 6 (value of the supply)	Box 1 (output VAT) Box 4 (input VAT) Box 6 (value of the deemed supply) Box 7 (purchase value)
Services RCM	Box 6 (value of the supply)	Box 1 (output VAT) Box 4 (input VAT) Box 6 (value of the deemed supply) Box 7 (purchase value)
Mobile phones and computer chips RCM	Box 6 (value of the supply)	Box 1 (output VAT) Box 4 (input VAT) Box 7 (purchase value)
Telecom cellular services RCM	Box 6 (value of the supply)	Box 1 (output VAT) Box 4 (input VAT) Box 6 (value of the deemed supply) Box 7 (purchase value)

Important: RCM transactions that are set up for "rest-of-the-world" countries have been corrected in consideration of Brexit having taken effect as of January 2021. Northern Ireland Protocol is also considered in RCM transactions. This includes filling out Box 9 for goods and gold transactions from EU countries to/passing through Northern Ireland.

Northern Ireland Protocols

Changes to the UK MTD functionality for Northern Ireland Protocols are included in all VAT Procedure categories: Normal VAT Charge, Postponed VAT Accounting and Reverse Charge Mechanism. The sections below also include important notes on Boxes 2, 8 and 9, which are only to be utilized when transactions are following under the said HMRC rule. These transactions are determined when a company is from Northern Ireland and has transactions to and from EU member states.

Determining Transactions for Northern Ireland Protocols

The functionality assumes the ability to distinguish transactions received or sold to/from/via Northern Ireland.

• A new country is assumed to be created named “Northern Ireland”.
• It is assumed that a UK Company can have an office in Northern Ireland. This distinction is set with the Country field in the Company Information. However, if a UK Company is needed to transact via the Northern Ireland protocol, this distinction is not available in Maconomy.
• Therefore, it is assumed that the Country field in the Tax Code / G/L Tax Code table is set up so that this will be used instead.

• Northern Ireland is also assumed to be set up as an EU Member but with the same Country Code as the UK Country to distinguish interrelations between the UK and Northern Ireland.

Report Workspace

Navigation

To open the report workspace, select Reporting » Country Reports » UK » UK Tax Submissions (Data Export).

Selection Criteria

The data export is run company by company and therefore the Company No. prompt is single valued.

Tax settlements are identified also by their from/to year and months. These filters must match exactly the intervals that are used for the settlements. They are not year/month filters that include by interval.

The prompts for the Data Export are below.

Note: These are the standard Tax Settlement fields.

Field	Description
Company Information
Company Number	Restricts to only show accounts on the selected company.
Company Tax No.	Restricts to only show accounts on the selected company tax number. Note: Remove extra spaces and non-alphanumeric characters.
HMRC Login	Click this link to begin the authentication process with the API. This process grants the code for an access token and refresh token.
Code	Enter the code for the API login. This code is used to retrieve the access token.
Authenticated	This field indicates whether authentication has been performed for the current record.
Selection Criteria
From Date	Select the date to retrieve VAT obligations that occurred on and after this date.
To Date	Select the date to retrieve VAT obligations that occurred up to and on this date.
Tax Reporting Unit	Select the tax reporting unit.

Note: The extension.ini file specifies whether to use the From/To Year/Month prompts (which apply restrictions on tax settlements and assume the use of Maconomy's Tax Settlement functionality) or to use the From/To Date prompts (which can be used if not using Maconomy's Tax Settlement functionality).

VAT Submission Entry Table

Field	Description
Start Date	The start date for the given VAT obligation.
End Date	The end date for the given VAT obligation.
Due Date	This is the due date for the given VAT obligation.
Submitted Date	This is the date when the VAT obligation is submitted.
Finalized	This field indicates whether the given VAT obligation has been submitted.
VAT Due Sales	The tax amount for tax payable.
VAT Due Acquisitions	Under the Northern Ireland Protocols, the tax amount for intra-community acquisitions of goods made in Northern Ireland from EU member states. Otherwise, this is hardcoded as zero for UK transactions.
Total VAT Due	The sum of VAT Due Sales and VAT Due Acquisitions.
VAT Reclaimed Current Period	The tax amount for tax receivable.
Net VAT Due	The tax receivable less tax payable.
Total Value Sales Excluding VAT	The basis amount for tax payable.
Total Value Purchases Excluding VAT	The basis amount for tax receivable.
Total Value Goods Supplied Excluding VAT	Under the Northern Ireland Protocols, the basis amount for tax payable for which there is referenced a customer having a non-empty tax number and from an EU country other than the Northern Ireland company itself, and for which the tax code states that this is Goods as opposed to Services.
Total Acquisitions Excluding VAT	Under the Northern Ireland Protocols, the basis amount for tax receivable for which there is referenced a vendor having a non-empty tax number and from an EU country other than the Northern Ireland company itself, and for which the tax code states that this is Goods as opposed to Services.

Generate the Report

Export the Report

Note: The report restricts the actions of users with no access to a company, such that they cannot initiate a get or a refresh authentication token action nor delete or remove a company from tax submissions. The report displays an error message when unauthorized users attempt to do such actions.

To produce the UK Tax Submissions Report:

1. Go to Reporting » UK Tax Submissions » UK Tax Submission.
2. Enter the selection criteria for the report.
3. Click HMRC Login and log in with your personal / company credentials to the HMRC website and give Maconomy access to the required APIs.
   1. Click the Get Authentication Token action button and log in with your personal / company credentials to the HMRC website and give Maconomy access to the required APIs.
   2. Click the Refresh Authentication Token action button to refresh an expired token.
      Note: To gain access to APIs needed to audit a VAT submission, you must acknowledge an additional warning message displayed in the UK Tax Submissions workspace. The warning message includes a list of fraud prevention headers and may contain sensitive information such as IP addresses and license IDs. If the data is correct, click OK to submit all fraud prevention headers to HMRC. Otherwise, click Cancel.
4. Click the Import Fraud Prevention Headers action button. Refer to the next section to retrieve the required file for this step.
5. Click the Get VAT Obligations action button to request VAT obligations from HMRC for the given company for a given time period (within 1 calendar year), and populate the VAT Submission Entry table with the obligation lines.

6. Click the Get Vat Data action button to populate the VAT Submission Entry table with VAT data that satisfies the selection criteria.

   To retrieve a submitted VAT obligation, click the Get VAT Return action button.

   Note: When running reports, you may encounter error messages that inaccurately refer to the extension.ini file as server.ini. All updates for Statutory/BPM related settings must go to the extension.ini file only.

Client Fraud Prevention Headers Import File

In addition to fraud prevention header values fetched from the server, some values are taken from the client device based on the connection method used by Maconomy (As of Maconomy 2.6.2, the connection method is DESKTOP_APP_VIA_SERVER. Previous Maconomy versions used OTHER_DIRECT). Maconomy uses server-side architecture and it is not possible to retrieve some headers. To generate and import client information through the Workspace client follow the steps outlined in this section before retrieving or submitting any VAT obligations.

To import fraud prevention headers:

1. From the RPU, go to the fraudheaders/ukmtd directory and select fraudpreventionheaders.bat (or a similar file name). This generates the file, fraudpreventionheaders.txt, which contains necessary information from the client machine.

2. Navigate to the UK Tax Submissions workspace and select the Import Fraud Prevention Headers action.

   The fraudpreventionheaders.txt file is imported into Maconomy.

3. After importing, a copy of fraudheaders.txt file is added in C:\temp\uktaxsubmissionsfraudpreventionheaders (or a similar folder name) on the server. Do not delete this file because it contains the fraud prevention headers data required by HMRC.

Note: Deltek recommends you generate an import file for each tax filing to ensure the fraud prevention headers data originates from the system where tax filing takes place.

If you are in a multi-user environment, import the fraud prevention headers file immediately before making any tax filing to avoid submitting incorrect data to HMRC.

Submit the Report

To submit the UK Tax Submissions report:

1. Go to Reporting » UK Tax Submissions » UK Tax Submission.
2. Enter the selection criteria for the report.
3. Click HMRC Login and log in with your personal / company credentials to the HMRC website and give Maconomy access to the required APIs.
   1. Click the Get Authentication Token action button and log in with your personal / company credentials to the HMRC website and give Maconomy access to the required APIs.
   2. Click the Refresh Authentication Token action button to refresh an expired token.
      Note: To gain access to APIs needed to audit a VAT submission, you must acknowledge an additional warning message displayed in the UK Tax Submissions workspace. The warning message includes a list of fraud prevention headers and may contain sensitive information such as IP addresses and license IDs. If the data is correct, click OK to submit all fraud prevention headers to HMRC. Otherwise, click Cancel.
4. Click the Get VAT Obligations action button to request VAT obligations from HMRC for the given company for a given time period (within 1 calendar year), and populate the VAT Submission Entry table with the obligation lines.
5. Click the Get Vat Data action button to populate the VAT Submission Entry table with VAT data that satisfies the selection criteria.
6. Click the Submit VAT Obligation action button to calculate and submit the VAT numbers for the chosen obligation.

   This requires calculating the financial data for the period to obtain the necessary numbers. The data can then be submitted to the API and also kept in Maconomy to view the history. Maconomy meets this requirement with the functionality to file the 9 Box VAT 100 form (run behind the scenes) with HMRC. Users can view a summary of that filing in the UK Tax Submission workspace.

Report Description

Universes

The report is based on the following universe(s):

• Tax Settlement Universe

Export Fields and Descriptions

The exported data is a JSON object that includes the following fields:

Field	Description
vatDueSales	The tax amount for tax payable.
vatDueAcquisitions	Under the Northern Ireland Protocols, the tax amount for intra-community acquisitions of goods made in Northern Ireland from EU member states. Otherwise, this is hardcoded as zero for UK transactions.
totalVatDue	The sum of VAT Due Sales and VAT Due Acquisitions.
vatReclaimedCurrPeriod	The tax amount for tax receivable.
netVatDue	The tax receivable less tax payable.
totalValueSalesExVAT	The basis amount for tax payable.
totalValuePurchasesExVAT	The basis amount for tax receivable.
totalValueGoodsSuppliedExVAT	Under the Northern Ireland Protocols, the basis amount for tax payable for which there is referenced a customer having a non-empty tax number and from an EU country other than the Northern Ireland company itself, and for which the tax code states that this is Goods as opposed to Services.
totalAcquisitionsExVAT	Under the Northern Ireland Protocols, the basis amount for tax receivable for which there is referenced a vendor having a non-empty tax number and from an EU country other than the Northern Ireland company itself, and for which the tax code states that this is Goods as opposed to Services.

Note: All tax amounts are the deductible tax amounts.

Fraud Prevention Headers

Important: Effective 6/30/2021, HMRC mandates all UK companies and MTD manufacturers to submit the Fraud Prevention Headers as part of filing the VAT 100 form. Accordingly, if customers wish to not include certain parts of these headers, they must reach out to HMRC as to which of these headers do they not opt to submit.

The report includes fraud prevention headers to meet the requirements of the UK HMRC. The fraud prevention headers are HTTP headers that help monitor and audit transactions to protect taxpayers' data from fraudulent activities. The UK Tax Submissions workspace also enables companies to send these particular types of user audit data to HMRC.

Headers and header values are submitted to the HMRC site as part of the communication between Maconomy and HMRC. These are invoked by the following actions on the workspace:

• Get VAT Obligations
• Submit VAT Obligations
• Get VAT Return

These headers are in a <key>=<value> format.

Fraud Prevention Header	Value Description
Gov-Client-Connection-Method	The value for this header identifies the other headers that should be submitted to HMRC. As of Maconomy 2.6.2, the specific value for Maconomy is DESKTOP_APP_VIA_SERVER . For previous version of Maconomy, this is OTHER_DIRECT .
Gov-Client-Device-ID	This is the value derived from the Maconomy Installation No. with a UUID format.
Gov-Client-Local-IPs	This value lists all local IP addresses available to the system where Maconomy is installed except Loopback addresses.
Gov-Client-Local-IPs-Timestamp	This value is the timestamp when the Gov-Client-Local-IPs header is collected.
Gov-Client-Mac-Addresses	This value lists all local physical addresses available to the system where Maconomy is installed except Loopback addresses.
Gov-Client-Multi-Factor	This is the value derived from a Multi-Factor Authentication setup. If no Multi-Factor Authentication is set up, no data values are submitted to this header. Currently, TOTP or 2FA is only supported for this header value. If it is not included in your setup, we recommend that you set up 2FA in your Maconomy system to comply with HMRC's requirements on Multi-Factor Authentication.
Gov-Client-Public-IP	The public IPv4 or IPv6 address from which the originating device makes the request. Note: Maconomy architecture is over a private network so there is no value for this header.
Gov-Client-Public-IP-Timestamp	The timestamp when Gov-Client-Public-IP is collected. Note: Maconomy architecture is over a private network so there is no value for this header.
Gov-Client-Public-Port	The public TCP port used by the originating device when initiating the request. Note: Maconomy architecture is over a private network so there is no value for this header.
Gov-Client-Screens	Information about the originating device's screens.
Gov-Client-Timezone	The value is derived from the time zone of the machine where Maconomy is installed.
Gov-Client-User-Agent	This <key>=<value> structure is a combination of the following: Operating System Family Operating System Version Device/System Manufacturer Device/System Model Device/System Manufacturer and Device/System Model have their own setup in the UK Tax Submission instructions. Note: This requires url.mtdsysmanufacturer and url.mtdsysmodel to be set in the extension.ini file.
Gov-Client-User-IDs	This is the value derived from the user login name.
Gov-Client-Window-Size	The number of pixels of the originating device's window.
Gov-Vendor-Forwarded	Details of hops over the internet between services that terminate Transport Layer Security (TLS). Note: Maconomy architecture is over a private network so there is no value for this header.
Gov-Vendor-License-IDs	This is the value derived and hashed from the customer's product key. The information is concealed before submission to HMRC.
Gov-Vendor-Product-Name	This value is the name of the product Deltek%20Maconomy.
Gov-Vendor-Public-IP	The public IP address(es) of the server(s) to which the originating device sent requests. Note: Maconomy architecture is over a private network so there is no value for this header.
Gov-Vendor-Version	This is the value derived from the Maconomy major version regardless of CU installation.

Limitations

Fraud Prevention Header Limitations

The following types of headers are not currently included for Gov-Client-Multi-Factor. These headers may be reviewed and included in the future but are not supported at this time. Please see the notes for each item for more information.

• Azure: Azure may be considered in a future release. Customers using Azure can use Maconomy 2FA as a workaround.
• OneLogin: Customers can use Maconomy 2FA as a workaround.
• OTP: Deltek will not consider OTP as it does not work from a technical perspective. Customers can use Maconomy 2FA as a workaround.
• Kerberos: Kerberos does not support 2FA and will not be considered

Note: If you use a header that is not in the list, please log a ticket with Customer Care so that our development team is aware.

Fraud Prevention Headers on Mac OS

You cannot generate a Tax Submissions report on a Mac device because the batch file, fraudpreventionheaders.bat, cannot execute on Mac operating systems. This issue affects Maconomy 2.6.2 and later versions. As a workaround, Deltek recommends using a Windows computer to run the Tax Submissions report.

Background Task Not Cancelled

In some cases where a Background Task is canceled, the report still attempts to generate and complete the data export. This can cause performance issues especially when run on a system with a large amount of data.

Unable to Fetch Headers Automatically

Currently, the Maconomy implementation does not support retrieving Fraud Prevention Headers according to the UK MTD requirements.

Admin Setup

Skip to: External Setup

Maconomy Setup

Note: You must have System Administrator rights to configure some of these settings, such as the Reference Workspaces.

Before You Begin:

Refer to the Appendix for settings on Maconomy and the Coupling Service (CS) that you may need to configure prior to generating the data export.

Tax Settlement Setting - The required setting for the UK MTD functionality is to use the Tax Settlement functionality in Maconomy. UK MTD will be able to produce any data in the Table for submission.

Period Change Keys - Period change keys are in alphanumeric format. They are in NNAN format for quarterly filing and NNAA for monthly/annual filing. The Date Submitted field is included in the table to check if the entry has been submitted to HMRC.

Brexit and Northern Ireland Protocols - Following Brexit effective 1/1/2021, setup for Boxes 2, 8, and 9 are only applicable for companies from the Country of Northern Ireland or using the Tax Code setup for Northern Ireland. Furthermore, EU Tax Acquisition fields are only set up for tax codes used under this rule.

Postponed VAT Accounting - Following Brexit effective 1/1/2021, Tax Popup 2 is utilized to be set up for transactions under the Postponed VAT Accounting rule. Tax Type is also recommended to be set up for PVA for auditing purposes.

To set up this report, do the following:

• Company, Customer and Vendor Information Setup
• Countries Setup
• Determining Goods And Services Transactions
• Use Entry Date or Year-Period
• Tax Settlement Setup
• Northern Ireland Protocols Setup:
  • Set Up Countries Table
  • Set Up Tax Codes for Northern Ireland Protocols
  • Set Up EU Acquisition on Tax Codes
• UK PVA and RCM:
  • Popup Field Setup
  • Set Up Values for Tax Popup 1
  • Set Up Values for Tax Popup 2
  • Set Up Values for Tax Type
  • Set Up Tax Codes for Tax Popup 1 and 2 and Tax Type

Company, Customer and Vendor Information Setup

The following fields can be used to further filter data that will be included prior to submission to HMRC:

Table	Field
Company Information	Company Country
	Company Tax No.
Customer	Customer Country
	Customer Tax No.
Vendor	Vendor Country
	Vendor Tax No.

Countries Setup

To be able to report on to which countries a certain entity belongs, you can use the following settings located in the Setup » System Setup » Countries workspace:

• Member of EU checkbox
• EU Country Code field

You can use these fields to further filter data.

Northern Ireland is set up with the same country code as the United Kingdom. For United Kingdom, EU Members must be left unticked.

Determining Goods And Services Transactions

The functionality assumes the ability to distinguish transactions between goods and other kinds of transactions. This is needed for boxes 8 and 9. However, this distinction is not available in Maconomy. This also considers transactions that are for reverse charge mechanism.

To account for this, the following conditions should be set up depending on the transactions:

Field	Boolean 1 value
Goods transactions (Goods, Gold RCM, Mobile phones and Computer chips RCM)	true
NonGoods transactions (Services/NonGoods, Services RCM, Telecom cellular service RCM)	false

Tax Popup 1 is used to define whether an entry should be considered Goods or Services.

You can select Goods or Services for the popup via the Import workspace:

1. Create a tab-separated data file with customer information in the following format:

   PopupItem:Format	PopupTypeName	Name	Boolean1	Boolean2	Boolean3
   PopupItem	VATPopup1Type	Goods	1	0	0
   PopupItem	VATPopup1Type	Services	0	0	0

2. In Maconomy, go to Reference Workspaces » Import » Basics » Import Popup Fields.
3. On the Import dialog, select the Internal Names, Internal Popup Names, Progress Bar, and Logging check boxes.
4. Click Import.
5. Select the data file and click Ok.

Use Entry Date or Year-Period

Note: This pertains to UK MTD Tax Submissions Report as a whole. If you have not already enabled this, follow these steps.

You can choose whether the report uses entry dates or tax settlement dates.

To set the date used by the report:

1. In Maconomy, go to Setup » System Setup » System Parameters.
2. Double-click the Use Entry/Period Dates for Statutory Reports parameter.
3. Choose the preferred dates for the report:
   • Select Use Entry/Period Dates for Statutory Reports checkbox to use the Entry Date from the Selection Criteria.
   • Clear the Use Entry/Period Dates for Statutory Reports checkbox to use the Year-Period from the Selection Criteria.

Tax Settlement Setup

The tax settlement serves as the basis for the data export. Tax settlement entries should be set up, created and approved to be able to fetch data for the report. Typically, tax settlement is done every month to reset all tax accounts and transfer balances to tax reporting accounts.

To set up the tax settlement entries:

1. Go to Reference Workspaces » General Ledger » Tax » Tax Settlement.
2. Search for and select the tax settlement to process.
3. Click Create Settlement.

Northern Ireland Protocols Setup

Set Up Countries Table

For UK companies that sell and receive goods/services from an EU member state, such as Northern Ireland, set up a country code to specify this.

1. Go to Setup » System Setup » Countries.
2. Click + New County action icon.
3. In the Create Country dialog box, fill in the following:
   • In the Name field, enter Northern Ireland.
   • In the Country Code field, use the same code for United Kingdom.
   • Select the Member of EU check box.
4. Click Create Country.
5. Click Save.

Important: Country Code and Member of EU fields should be setup for all countries being utilized by UK MTD.

Set Up Tax Codes for Northern Ireland Protocols

1. Go to Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Code).
   Note: For G/L tax codes, you must edit the layout of the MDML file. Please contact Services as needed for assistance.
2. Select the appropriate tax code that needs to be set up.
3. Under Country, select Northern Ireland.
4. Click Save.

Set Up EU Acquisition on Tax Codes

Important: When setting up EU Acquisition, it is necessary to use the EU Tax Rate for the Tax Code instead of the normal Tax Rate field.

To be able to report on MTD as well as changes for PVA and under the Northern Ireland Protocols, the EU Acquisition check box should be setup for transactions on either of the following conditions:

• Transactions that should be included for the VAT Due Acquisitions field (Box 2)
• Total Goods Supplied Excl. VAT field (Box 8)
• Total Acquisitions Excl. VAT field (Box 9)
• Transactions that are under the Northern Ireland Protocol
• Transactions that may or may not be for Reverse Charge Mechanism

Note: Acquisition Tax for RCM will not be displayed in Box 2. Instead, see RCM Box definitions.

To set this up, follow the steps below:

1. Go to Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Code).
2. Select the appropriate tax code that needs to be set up.
3. Select the EU Acquisition Tax Code checkbox.

UK PVA and RCM

Popup Field Setup

To be able to report and display the correct tax related information into UK MTD, you must set up the following popup fields with their corresponding values for PVA and RCM.

This table is provided as an overview. Specific steps are provided below.

Popup Field	Name Value	Boolean 1 Value
Tax Popup 1	Goods	true
	Services/Non-Goods	false
	Gold RCM	true
	Services/Non-Goods RCM	false
	Mobile phones and Computer Chips RCM	true
	Telecom cellular service RCM	false
Tax Popup 2	PVA	true
Tax Type	PVA

Important: Tax Popup 1 should be set up correctly in Tax Codes that are intended to be included for the UK MTD filing. Otherwise, incorrect amounts on boxes display in the report.

Set Up Values for Tax Popup 1

You can select Goods, Services, etc. for the popup via the Import workspace:

1. Create a tab-separated data file with customer information in the following format:

   PopupItem:Format	PopupTypeName	Name	Boolean1	Boolean2	Boolean3
   PopupItem	VATPopup1Type	Goods	1	0	0
   PopupItem	VATPopup1Type	NonGoods	0	0	0
   PopupItem	VATPopup1Type	Gold RCM	1	0	0
   PopupItem	VATPopup1Type	Mobile phones and Computer chips RCM	0	0	0
   PopupItem	VATPopup1Type	Services RCM	0	0	0
   PopupItem	VATPopup1Type	Telecom cellular service RCM	0	0	0

2. In Maconomy, go to Reference Workspaces » Import » Basics » Import Popup Fields.
3. On the Import dialog, select the Internal Names, Internal Popup Names, Progress Bar, and Logging check boxes.
4. Click Import.
5. Select the data file and click Ok.

Set Up Values for Tax Popup 2

1. Create a tab-separated data file with customer information in the following format:

   PopupItem:Format	PopupTypeName	Name	Boolean1	Boolean2	Boolean3
   PopupItem	VATPopup2Type	PVA	1	0	0

2. In Maconomy, go to Reference Workspaces » Import » Basics » Import Popup Fields.
3. On the Import dialog, select the Internal Names, Internal Popup Names, Progress Bar, and Logging check boxes.
4. Click Import.
5. Select the data file and click Ok.

Set Up Values for Tax Type

1. Go to Setup » System Setup » Popup Fields.
2. Search for and double-click Tax Type.
3. Under Values, make sure that the following setup is in place:

   Name
   PVA

4. Click Save.

Set Up Tax Codes for Tax Popup 1 and 2 and Tax Type

1. Go to Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Codes).
   Note: For G/L Tax Codes, you must edit the layout of the MDML file. Please contact Services as needed for assistance.
2. Search for and double-click the tax code you want to configure.
3. Under the Extra Fields card, select the appropriate value from Popup 1. This includes the Goods, NonGoods, and values related to RCM.
4. For Tax Type, select PVA for Tax Codes used under the PVA rule. Otherwise, leave blank.
5. Perform the same steps for Popup 2.
   Warning: Tax Codes set up for previously posted transactions are still displayed in the report historically. Only newly posted transactions will retrieve the new setup for these tax codes.

External Setup

Import Program for UK MTD Tables

We have added an import program for customers who previously have used a customization to complete VAT submissions, which allows you to import rows into UK MTD history tables. Customers can now move from a customized to standard solution.

The import is available for the following tables:

• VATSubmission
• VATSubmissionEntry

To move from the customized solution to the standard solution, you have a one-time import where you must move old data from custom tables to the new standard tables to consolidate data it in one database table. Once you import the historic data, you need no further imports.

Note: This program is intended for historic (submitted) entries only. Maconomy does not validate the correctness of the import data.

To import data:

1. Log in to the server.
2. Create an import folder and insert the import files (VATSubmissions and ImportVATSubmissions).

   Example: C:\Import

3. Ensure the path under VATSubmissions file is correct, based on the folder created above.
4. Open the command prompt and enter:

   c:\maconomy\tpu.NTx86.21_0.p100f.dir\bin\MaconomyServerMSQL.exe -f -iMaconomyServer.w_21_0.us-std-msql-1 -Sm21usst1 -xC:\maconomy\w_21_0.us-std-msql-1\MaconomyDir\MSLPrograms\Import\Integration\VatSubmissions < C:\Import\ImportVATSubmissions.txt

5. Go to Reporting » Country » UK » UK Tax Submission.
6. Verify if records successfully imported.
7. Verify the data in the records.
8. Re-execute the steps 2 to 7 as needed.

Setup in Tax Authority

Important: If you have not done so already, you must register with HMRC as either a filer or an agent using the following links before you can use this functionality in Maconomy.

Filers: https://www.gov.uk/guidance/use-software-to-submit-your-vat-returns

Agents: https://www.gov.uk/guidance/agents-use-software-to-submit-vat-returns