| Overview |
If you prepare VAT figures outside BrightTax — for example, in a separate bookkeeping system or spreadsheet — you can import them into an open obligation using a CSV file. This populates all 9 VAT boxes in one step without manual entry.
| Before You Begin |
- The client must have an open obligation in BrightTax — retrieve obligations from HMRC before importing.
- You will need the BrightTax CSV import template — available from within BrightTax on the VAT obligation screen.
- Have the 9 VAT box figures ready from your bookkeeping records.
| Step 1 — Download the CSV Template |
- Open the client's VAT obligation in BrightTax.
- Switch to Edit mode using the bottom-left toggle.
- Click Import on the obligation screen.
- Select CSV from the import options.
- Download the CSV template file.
| ✔ Tip: Always use the template downloaded from BrightTax — it has the correct column headers and structure required for the import to work. Using a different file format will cause the import to fail. |
| Step 2 — Complete the CSV Template |
Open the downloaded CSV template and complete the required fields:
| Field | What to Enter |
|---|---|
| Client Name | The client's name as it appears in BrightTax |
| VAT Number | The client's 9-digit VAT registration number |
| Period Start Date | The start date of the VAT return period (DD/MM/YYYY) |
| Period End Date | The end date of the VAT return period (DD/MM/YYYY) |
| Box 1 | VAT due on sales and outputs |
| Box 2 | VAT due on EU acquisitions |
| Box 4 | VAT reclaimed on inputs |
| Box 6 | Net value of sales |
| Box 7 | Net value of purchases |
| Box 8 | Net value of EU goods supplied |
| Box 9 | Net value of EU goods acquired |
| ⚠ Important: Boxes 3 and 5 are calculated automatically by BrightTax — do not include them in the CSV file. Including them may cause the import to fail or produce incorrect figures. |
- Save the completed file in CSV format.
| Step 3 — Import the CSV into BrightTax |
- Return to the open obligation in BrightTax.
- Click Import > CSV.
- Browse to and select your completed CSV file.
- BrightTax will import the figures and populate the 9 VAT boxes.
- Review the imported figures to confirm they are correct.
- Click Save.
- Proceed to submit the return as normal — see Submitting a VAT Return to HMRC.
| Troubleshooting |
The import is failing
- Check that the CSV file uses the BrightTax template format — column headers must match exactly.
- Ensure dates are in DD/MM/YYYY format.
- Check that the VAT number in the CSV matches the VAT number on the client record in BrightTax exactly.
- Ensure the period start and end dates in the CSV match the open obligation period in BrightTax.
The figures have imported but some boxes show zero
- Check that all required boxes are populated in the CSV template — a blank cell will import as zero.
- Confirm the column headers in the CSV have not been accidentally edited.
| Frequently Asked Questions |
Q: Can I import figures for multiple clients in one CSV file?
A: No. Each CSV import is for a single client and a single obligation period. Prepare a separate CSV for each client.
Q: What format should the VAT figures be in?
A: Enter figures as numbers only — no currency symbols, commas, or spaces. For example, enter 1234.56 not £1,234.56.
Q: Can I use the CSV import for amended returns?
A: No. The CSV import is for completing an open obligation. Amendments to previously submitted returns must follow HMRC's error correction process.
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