| Overview |
Once a client is set up for VAT in BrightTax and their obligations have been retrieved from HMRC, you can complete the VAT return for each open obligation period. This article covers completing a return by manual entry — for CSV import or the Excel add-in, see the related articles.
| Before You Begin |
- The client's VAT number must be recorded on their client record.
- HMRC authorisation must be in place and obligations must have been retrieved.
- Have the client's VAT figures for the return period ready — from their bookkeeping software, spreadsheets, or accounting records.
| Step 1 — Open the VAT Obligation |
- Navigate to the VAT section for the client in BrightTax.
- The VAT dashboard shows all open obligations for the client — each one represents a return period with a due date.
- Click on the open obligation for the period you want to complete.
- Switch to Edit mode using the toggle in the bottom-left corner.
| Step 2 — Complete the 9 VAT Boxes |
The VAT return in BrightTax contains the standard 9 VAT boxes. Enter each figure in the relevant field:
| Box | Label | What to Enter |
|---|---|---|
| Box 1 | VAT due on sales and other outputs | Total VAT charged on sales in the period |
| Box 2 | VAT due on acquisitions from EU member states | VAT due on goods acquired from EU member states (post-Brexit: only Northern Ireland businesses) |
| Box 3 | Total VAT due | Calculated automatically: Box 1 + Box 2 |
| Box 4 | VAT reclaimed on purchases and other inputs | Total VAT reclaimed on purchases and business expenses |
| Box 5 | Net VAT to pay or reclaim | Calculated automatically: Box 3 minus Box 4 |
| Box 6 | Total value of sales and all other outputs (exc. VAT) | Net value of all sales, excluding VAT |
| Box 7 | Total value of purchases and all other inputs (exc. VAT) | Net value of all purchases and expenses, excluding VAT |
| Box 8 | Total value of goods supplied to EU member states | Net value of goods exported to EU (post-Brexit: only Northern Ireland businesses) |
| Box 9 | Total value of goods acquired from EU member states | Net value of goods imported from EU (post-Brexit: only Northern Ireland businesses) |
| ✔ Tip: Boxes 3 and 5 are calculated automatically by BrightTax from the figures you enter in the other boxes. You do not need to enter these manually. |
- Enter figures in Boxes 1, 2, 4, 6, 7, 8, and 9 as applicable.
- Review Boxes 3 and 5 to confirm the calculated figures are as expected.
- Click Save.
| Step 3 — Review Before Submitting |
Before submitting, review the completed return:
- Confirm Box 5 (net VAT to pay or reclaim) matches the client's records.
- Check that the return period dates match the obligation period.
- Ensure the client has approved the figures where your practice requires sign-off before submission.
| Alternative — Import Data Instead of Manual Entry |
If the VAT figures come from a spreadsheet or external bookkeeping system, you can import them instead of entering them manually:
- CSV import — use a pre-formatted CSV template to import all 9 box figures in one step. See Importing VAT Data Using a CSV File.
- MTD VAT Excel Add-In — use the BrightTax Excel add-in to pull data from an Excel workbook directly into the VAT return. See Installing the MTD VAT Excel Add-In.
| Frequently Asked Questions |
Q: Can I save a partly completed VAT return and come back to it?
A: Yes. Click Save at any point and the return will remain in draft status. Return to the obligation in the VAT dashboard to continue.
Q: What if the client has no VAT to pay or reclaim in a period?
A: You must still submit a nil return for every open obligation. Enter zero in all applicable boxes and submit as normal.
Q: Can I edit a return after saving but before submitting?
A: Yes. Open the obligation, switch to Edit mode, make your changes, and save again. You can edit until the point of submission.
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