Create & Post a Billing with VAT Reporting

Overview

Essentially, the process to create a Billing with VAT (Valued-added tax) Reporting will be the same as that of creating any other Billing. However, there are some important differences that should be noted. Use this article to learn about the differences that you need to be aware of when creating a Billing with VAT Reporting.

In order to successfully extract data from Accounting Seed into the Avalara VAT Reporting, the following information should be included on a Billing:

• Ledger - a transactional ledger that includes the VAT Country and Company Code.
• Customer - if the VAT Business ID Number Required checkbox is selected on the VAT Tax Group, the Customer account must include a VAT Business Identification Number and VAT Country.
  Note: Typically, there is only one VAT identification number per country. If there is a situation where more than one VAT identification number is necessary, please contact your Avalara VAT Reporting representative. 
  
• Billing Line - each line should include a valid VAT Tax Group. An initial set of pre-configured country specific Tax Groups/Tax Codes are automatically downloaded when you install the VAT Reporting extension package. To view the available Tax Groups, from Accounting Home, under the Master Data Setup, select Tax Groups. 
  Important: A Billing must include either all VAT Billing Lines or all non-VAT Billing Lines. It cannot include a combination of both VAT and non-VAT Billing Lines. 
  
  The example screen below shows a Billing with three lines that include the same VAT Reporting Tax Group. In addition, the “Is VAT Related” field is checked on each Billing Line. If the Tax Group entered on the line is a VAT Reporting Tax Group, this field is automatically checked at the time the Billing Line is created and saved.
  
  
  Note: Click here to view the above image in full screen. 
  

Do you want to:

• Create & Post a Billing
• View the Billing in VAT Reporting
• Unpost a Billing

Return to top

Create & Post a Billing

When you post a Billing that is VAT (value-added tax) related, the normal debits and credits will be created, as well as the Output VAT entry. The Output VAT will equal the total amount of taxes on the Billing Line(s).

1. Navigate to Accounting Home and under Cash In click Billings (Customer Invoices).
2. From the Billings list view, click New. The New Billing dialog box displays.
3. Complete the required fields, which display with a red asterisk.
   1. Posting Status
   2. Customer
   3. Billing Date
4. (Optional) Complete additional fields. 
5. Click Save. The Billing record displays.
6. Scroll down the page to the Billing Lines related list. To add Billing Lines, click Mass Add/Edit Rows.
7. Click Add New Line.
8. (Optional) Click the Lookup icon to search for and select a Product for the line. 
9. Enter the Quantity.
10. Enter the Unit Price.
11. Enter a Revenue GL Account. Otherwise, click the Lookup icon to search for and select a Revenue GL Account.
12. Click the Lookup icon to search for and select a Tax Group for the line. 
    Tip: To view all of the available Sales Tax Groups for your country, enter the first three letters of the Sales Tax Group in the Lookup search textbox. For example, for Great Britain, enter “GBS” in the Lookup search textbox and click Go. Otherwise, you can view all of the available Tax Groups from Accounting Home, under Master Data Setup | Tax Groups.
13. (Optional) Add additional lines. 
14. At this point, you can select one of the following: Save & Complete, Save & Post, etc. 
    
15. If the Billing was posted, click the All Activities tab. The All Activities tab will include a hyperlink for each VAT Reporting file that is uploaded (posted and unposted records).
    
    
    
    
16. Click the hyperlink to view the details, including the filename that was uploaded to Avalara VAT Reporting.
    
    

Return to top

View the Billing in VAT Reporting

1. To view the Billing in Avalara, log into your VAT Reporting Account. 
2. From the Transactions menu, select Processed Documents.
   
   
   
   
3. (Optional) Select/enter any or all of the following, and then click Apply.
   1. Company
   2. Processed After
   3. Processed Before
   4. Filename Contains
   5. Only Show Manual Documents (Only applicable if manual documents were created in Avalara VAT Reporting.)
4. Under File name, click the hyperlink for the Billing that you want to view. 
   Note: In addition to the Invoice Number, each filename includes a date and time stamp. This information is included so that each Billing/Invoice Number can be uniquely identified. 
5. Click the Invoice Number hyperlink.
   
   
   
   
6. Click the Invoice Number hyperlink again to drill-down for viewing line item details. Then, scroll down the page to view each line, as necessary.
   
   

Return to top

Unpost a Billing

When you unpost a Billing, the original record will not be deleted in Avalara VAT Reporting. However, a copy (with a different date and time stamp) of the original record will be created with negative amounts to offset the original Billing entry. 

1. From Accounting Home, under Cash In select Billings (Customer Invoices).
2. From the appropriate list view, select the Billing that you want to unpost. 
3. Click Unpost. 
4. From the Billing Unpost intermediate screen, click Unpost again. The Billing record refreshes.
5. To view the Billing in Avalara, log into your VAT Reporting Account. 
6. From the Transactions menu, select Processed Documents.
   
   
   
   
7. (Optional) Select/enter any or all of the following, and then click Apply.
   1. Company
   2. Processed After
   3. Processed Before
   4. Filename Contains
   5. Only Show Manual Documents (Only applicable if manual documents were created in Avalara VAT Reporting.)
8.  Under File name, click the hyperlink for the Billing that you want to view (the record that was unposted). 
   Note: In addition to the Invoice Number, each filename includes a date and time stamp. This information is included so that each Billing/Invoice Number can be uniquely identified. 
   
   
9. Click the Invoice Number hyperlink.
   
   
   
   
10. Click the Invoice Number hyperlink again to drill-down for viewing line item details. Then, scroll down the page to view each line, as necessary.
    
    
    Note: Click here to view the above image in full screen. 
    
    The unposted record displays with negative amounts.
    Note: The Document Type displays as 0 - Sales Document. For Billings, the Document Type will always display as 0 - Sales Document. This includes posted or unposted Billings. 
11. Scroll down the page to display the Additional Document Data.
    Note: Since this Billing record was unposted the values will display as negative amounts.
    
    
    Note: Click here to view the above image in full screen. 

Return to top