Introduction to VAT

Brightpearl supports the following VAT schemes:

  • Standard (accrual)
  • Cash

Transactions are always entered using the standard method, where tax liability increases as soon as a sales invoice is entered, not when it is paid.

The cash VAT report makes further calculations to only report on invoices which have been paid (or part paid). Payments on account are not counted.

Tax codes

Tax codes can be used for any transaction. All tax codes, aside from the T9 tax code, will appear on the VAT return if they are a part of the VAT tax regime. Learn more about tax regimes here.

The type of transaction will dictate how the VAT is reported:

  • Purchases, purchase credits and bank payments are counted as 'input VAT' and should report purchase taxes, as shown on the purchase tax control account (2201).
  • Sales, sales credits and bank receipts are counted as 'output VAT' and should report sales taxes, as shown on the sales tax control account (2200).

Tax codes on orders

When an order is downloaded from a sales channel it will use the tax engine rules to decide which tax code should be assigned to each order row.

Learn more about the integration tax rules.

Note: The tax amount used on the order may be that calculated by Brightpearl, or that from the sales channel. Please refer to the specific channel documentation.

When an order is manually entered the tax code assigned to the order row will be the product tax code, unless the customer has been assigned a specific tax code, which would override the product tax code.

If you need to edit the tax amount on an order line, make sure you also update the tax code if appropriate.

For example, if you want to make a product tax-free, you would need to zero the tax amount and also change the tax code to T9 or T0. The item net price will be posted using the line tax code, and if there is no tax, you don't want the item net amount showing against T20 (it would also appear on the VAT return under sales income).

Accounting for VAT

Brightpearl automatically posts the accounting for tax for all transactions. The accounting for tax is the same for all VAT schemes.

VAT accounting will automatically affect the following nominal codes:

  • 2200 Sales Tax Control Account
    All sales type transactions with VAT post to this code; these are journal types SI, SC, BR

  • 2201 Purchase Tax Control Account
    All purchase type transactions with VAT post to this code; these are journal types PI, PC, BP

  • 2202 VAT Liability
    This code is used when the VAT return is reconciled and the 2200 and 2201 are cleared down for the period - this process uses a VR type journal.

Sales Receipts (SR), Purchase Payments (PP) and Bank Transfers (BT) are always assigned tax code T9 (Not rated) and therefore will not record any VAT amounts or show on the VAT return.

Your unreconciled (not yet committed) VAT liability at any point is the difference between the balances on your sales tax control account and your purchase tax control account.

EC sales and purchases

EC sales and purchases are now only applicable if selling goods out of Northern Ireland.

The VAT return boxes 8 and 9 will include all sales and purchases which use the tax codes T4, T7 and T8.

Box 2 will display tax on EC purchases (purchases using tax code T8) using the rate from the company default tax code chosen at Settings > Localization > Tax settings.

Use the EC sales list to produce a report for the Inland revenue. Click Reports > Accounts...More > EC Sales list.

Flat rate VAT

Brightpearl does not support flat rate VAT accounting - tax will be accounted for in full. If you choose to use Brightpearl when registered for flat rate VAT, manual adjustments will need to be made to account for the differences.

Please seek accounting advice on how the journal should be entered and for what value.

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