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Intuit
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Submit a VAT return in QuickBooks

From April 2019, all eligible UK VAT-registered businesses will have to keep their financial records in a digital form and submit their VAT returns using approved software. Find out whether you are eligible here.

 

This article is for small businesses who are not yet eligible for Making Tax Digital (MTD).

 

If you have signed up for MTD, go to Submit a VAT return to HMRC - MTD for small businesses.

If you are on the Flat Rate Scheme or submit your VAT annually and have not signed up for MTD, you will need to file through the HMRC Gateway. Once you have filed through the gateway,  go to Mark your VAT as filed in QuickBooks to close the period.

 

Check your reports to make sure your figures are correct. Click on the drop-down arrow next to Prepare/Submit return to view the following reports:

If you need to make corrections to your sales or purchase VAT, see Adjust your VAT liability.

 

 

Submit your VAT return directly to HMRC from Quickbooks.

  1. Select Taxes from the left menu, and click on VAT at the top of the screen.
  2. Click on Submit return to view your open return.Submit Return
  3. Check the dates at the top of the return, as well as your figures, to make sure they are correct. When you are ready to submit your VAT return, click Submit to HMRC at the bottom of the screen.
  4. Enter your Government Gateway User ID and Government Gateway Password, then click Yes, I want to proceed. QuickBooks will now connect to HMRC to submit your VAT return.
  5. When HMRC receives your VAT return, you will see a the message as below. Click Close and continue working.Pending with HMRC
  6. If your VAT submission is successful, the status will change to Approved by HMRC. You will be able to see the filing when you log into your HMRC account.Status of filed return

To review the VAT return after it has been submitted to HMRC, click on the drop-down arrow against the return to view your reports. You will now see Approved by HMRC in the top left hand corner.

VAT detail report

Note: when you submit your VAT return to HMRC, QuickBooks Online creates a journal moving the amount of VAT due from the VAT Control account to the VAT Suspense.

What if my return is rejected?

If your submission is unsuccessful, it may be for one of the following reasons:

  • Incorrect User ID or Password, or both.
  • Poor internet connections causing the submission to fail or time out.
  • No information or data within the period you are trying to file.
  • Trying to submit a VAT return for a future period prior to the beginning date of when your qualified for VAT.
  • Trying to submit a VAT return before the end of your VAT period.
  • Trying to submit a VAT return after the deadline for the period.
  • Trying to submit a VAT return for incorrect dates.
  • Trying to submit a VAT return which has already been filed directly with HMRC.

If these reasons do not apply to you, please contact support.

How do I resubmit my VAT return?

Once you have found which reason caused HMRC to reject your VAT return, you can resubmit it.

To do this, click on Resubmit return against the period.

User-added image

This will open up your return. Click on Resubmit to HMRC to go through the steps above again.

User-added image
If you chose to file directly with HMRC instead, you can remove the  Rejected status by clicking on the arrow next to Resubmit to HMRC, and selecting Mark as filed.

FAQs

I have made a mistake and need to re-submit my VAT return. How do I un-file my VAT Return?

It is not possible to unfile a return which has been submitted to and approved by HMRC. QuickBooks follows the HMRC process that any adjustments that need to be made to a VAT return already submitted to HMRC, will typically require to be made in a subsequent VAT return.

For further clarification on this, we recommend contacting HMRC directly.

Will QuickBooks remember my HMRC Gateway User ID and Password?

Not currently. However, you are able to save your HMRC User ID and Password using your browser. Just click the prompt to 'remember my password’ and confirm with Save or Yes.

My User ID and password for my Government Gateway to HMRC are correct, but the connection is failing.

When typing your password, ensure you type all the letter in lower case.

If you are doing this, then your VAT registration number may be causing the issue. Click on Edit VAT, then Edit settings.

Make sure that there are no spaces between characters in your VAT registration number. If the number starts with GB, you will need to remove this as well.

 

 

If you do not have the option to Submit return, or you prefer to file your VAT directly with HMRC, follow these steps to close mark your return as filed and close the period.

  1. Select Taxes from the left menu, and click on VAT at the top of the screen.
  2. Click on Prepare return to view your open return.
  3. Check the dates at the top of the return, as well as your figures, to make sure they are correct. When you are ready to submit your VAT return to HMRC, click File online with HMRC.
  4. Select Submit a VAT Return/Set up a VAT Direct Debit Instruction, then click Submit a return. Copy the amounts from your QuickBooks return to the HMRC webpage.
  5. Once you're done, go back to QuickBooks and click Mark as Filed.

Note: when you mark your VAT period as filed, QuickBooks Online creates a journal moving moving the amount of VAT due from the VAT Control account to the VAT Suspense.

 

 

You can now close the books to protect transactions entered in the quarter you just filed.

Once you have paid off the liability to HMRC, you can record a VAT payment or refund.

 

 

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