New to VAT registeration, how to claim back VAT on purchases for business equipment from the last 4 years? thanks

Thank you for posting here in the Community, @finetofab.

I'm here to lend a hand with your concern on how to claim VAT for your business equipment in QuickBooks Online (QBO).
 

When entering past transactions, you may need to record them in the same order they were created or received. That said, it would be best to add them individually into the QuickBooks system.

If you already entered the products in QuickBooks, you'll have to manually copy the data from the VAT return and enter them through the MTD Bridging Tool. Here's how:

1. Go to Taxes on the left panel, then choose VAT.
2. In the Returns section, select the return you’re working on.
3. Click on Submit return under the Action column.
4. In the Prepare VAT return page, select the correct Accounting period.
5. For the Start date, enter the period when you want to claim the tax.
6. In the End date field, enter the current tax filing period.

If you haven't recorded them yet, follow the steps in this article: How to enter historical information. Then, enable the MTD feature in QuickBooks so you can submit the return through that option.

Simply follow these steps:

1. Go to Taxes on the left panel, then click on Let's go.
2. Click on the Gear icon at the top, and choose Account and Settings panel.
3. Click on the Pencil icon for Making Tax Digital, then choose Learn how to connect.
4. On the Get started with digital tax page, click on Let's go.

Once done, let’s go ahead and authorise QuickBooks to interact with the HMRC. You can check out the whole process by clicking this link and proceed to Step 2. After completing the procedure, you can now submit the VAT return.

If you have additional questions about the process, leave me a comment. I'll be right here to assist further. Wishing you the best.

Dear Raymond

Many thanks for your reply. I have entered all my transactions and started to go back adding the VAT to each one.  Very time consuming, but when I go the VAT page as you suggested and change the date period.  Its says that it does not match my HMRC data.  I have a feeling that my HMRC entry is set a different date.  Do you know if I want to reclaim VAT on purchases for the last 4 years, I have to put in the VAT on all sales for the last 4 years too?  I can't find the answer anywhere. Hope you can help.  Best wishes Thank you Ingrid

Hello again, Ive had a good look around at your instructions and so do I keep the HMRC dates as I have entered, (became VAT registered in Dec 20) but when I click on "Prepare Return", do I adjust the figures in box 4, the VAT reclaim on purchases section?  Find all the Vat on purchases from the last 4 years and total and put this figure in this box? Thanks again. 

Hi MaryAnn,

Many thanks for your reply.  Ok, this makes more sense.  I dont have an accountant as I really want to understand the financial side of my business and isn't quickbooks here as a replacement?

I have gone through my expenses where I have paid VAT and assigned the VAT deduction on each expense.  Is there a report I can run to give me the VAT paid on purchases?  Maybe by supplier or expense?

I look forward to your reply. Many thanks

Ingrid 

Great, i'll have look, Many thanks for your quick response. 

Hi John, I have selected the "Expenses by Supplier Summary Report" and it has listed all my suppliers and the totals but I do not have show the VAT element separately.  Please can you see on my screenshot.  How do I correct this? Many thanks Ingrid 

Hi finetofab The Purchases by Supplier report that we recommended above is only available on the Plus product, if you don't have the plus product then you can run a Transaction list by supplier report and select the small cog, to the right of the export and print icons, and select the tax amount.

I am subscribed to the Quickbooks Plus, where can I find the purchases by supplier report please?  Thanks

Hi finetofab If the report doesn't appear when you start typing in Purchases within the report search field it may be because you have to activate purchase orders in the settings. Select the cog/gear icon in the top right hand corner of the screen > account and settings > expenses > activate/toggle on 'use purchase orders' > save > go back to reports and search for Purchases by supplier detail.

Hi John, thanks for those instructions, I have found them, but when I run a report for last financial year there is no data.  How is this?  With my bank transcations for purchases I have made for my business I have added a supplier so wouldn't data appear?  Where am I going wrong? Thanks Ingrid 

Hello Ingrid,

When you changed the dates of the report did you then click on run report, after you click on run report it should show you all the information for that report in that period date range you're requesting. 

Hello Ashleigh, thanks for your reply.  I have chosen the correct dates and still no data appears.  Have I recorded the information correctly in the transactions by adding supplier expense transaction?  Thanks

Thanks for getting in touch with us here, @finetofab. I'm here to ensure you can see your VAT paid on purchases without any further delay.

The Purchases by Supplier Detail report tells you the total amount of purchases from each supplier broken down by each transaction. This report will only include purchases found in the Items Details section of expense, bill, check, and other supplier transactions. 

To clarify, did you click the Run report button after choosing the correct dates? Make sure to click the Run report button as it allows QuickBooks to refresh the page and give you the set of data for that specific period.

1. Click the Reports menu.
2. In the Find report by name field, type in " Purchases by Suppler Detail," then press Enter.
3. Modify the reporting period and click Run report.
   
4. Click the Gear icon at the upper right of the report.
5. Click Show More.
6. Check the VAT Code, Tax Amount, and Net Amount boxes.
   
7. Then, click anywhere to refresh the page.

You can check out this article to see the complete list of available reports for your QuickBooks Online version: Reports included in your QuickBooks Online subscription.

You can also export them to Excel to help give you the flexibility to use them. Simply click the Export icon and select Export to Excel. 

If you're still getting no data, it might be a result of outdated or corrupt cache files in your web browser. Browser caches help speed up basic browsing that allows you to save more time when loading repetitive images or information. However, it can impact processes and cause this unexpected behavior when your browser accumulates too much historical data. Not to worry, you can clear them in just a few easy steps.

In the meantime, we can start by accessing your account through an incognito window to rule out the possibility of a webpage issue. You can refer to these shortcut keys to open an incognito window in all supported browsers:

• Chrome: Ctrl+Shift+N
• Firefox: Ctrl+Shift+P
• Safari: Command+Shift+N

If it's responsive, I recommend that you clear it's cache. By clearing the browser's cache, you can remove that historical data and access QuickBooks with a clean slate.

I'm just around the corner if you need further assistance with running your desired reports in QuickBooks. Have a great day!

Dear LieraMarie, Many thanks for your reply... Ah I see, I have looked at a transaction and I see catergory details and item details now.  I have not been putting my finance information into this section, item details for any of my transactions.  Does this mean i have to re-enter all the information for each transaction?  Is there a way to transfer it or copy it?    Although does this mean the info will appear twice or shall I just use item details?  i have attached a screenshot.  Best wishes Ingrid 

Ok, thanks for this information. Is there any other way to pull the information from transactions instead?  It would be very time consuming to change each transaction. I have all of this year and last financial transactions to do.. Thanks

Hello finetofab, Are you asking if there is a different report that will show the purchase by supplier and VAT elements when using account rather than an item detail?

ok, If i go ahead and makes these changes.  Will the information appear in the profit and loss report? 

Alternatively, is there another way to pull this information by expense or supplier?  Thanks Ingrid 

Hi Emma,  Thanks for your reply... Yes please.  I have no information entereed in the item details of a transaction.  Only Categories. Thanks

I have another workaround for you so you'll get the information that you need, finetofab.

You can customize the report so it would show the account and taxable amount. To do this, you can follow the steps below.

1. On the Purchases by Supplier Detail report page, click Customize.
2. Click Change columns, then tick the Account and Taxable Amount box.
3. Click Run report to check if you're able to see the columns added.

Once done, you can go to the Expenses section to locate the information on your Profit and Loss report.

You may also want to print and export reports in QuickBooks Online so you will have to retain a copy or file. For your reference, you can check out this article: Run Reports In QuickBooks Online.

Let me know if the steps provided above works for you. If there's anything else that you want, let me know so we can help you.

Hello Maria, Thanks for your reply and Ive tried that and it does not produce any data in the report.  There must be another way as I have far too many transactions to go through and change from a catergory to an item.  Please could you find another way?  Im having a look through reports and I can't find anything. Many thanks Ingrid