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VAT - Bulk Invoicing

Can you raise a VAT invoice for bulk transactions or does it have to be per transaction?

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I am working with a VAT registered sports club who are about to start selling season tickets for the new season.  As the number of season tickets are likely to be in the hundreds, I would rather raise one bulk VAT invoice at the end of each month showing the total Net and Gross from all the season tickets sold in that month rather than raising one for each season ticket/ transaction.

I assume there is no issue with doing this?  We would of course have a back-up document that lists all names/ addresses/ amounts per person.  And if anybody specifically requested a VAT invoice we could raise them one.

Thanks a lot in advance for any help!

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By adam kay
24th May 2019 19:33

I realise you’re referring to sales not purchases, but HMRC have recently updated their guidance on entering individual supplier invoices, or bulk statements. Perhaps this applies to bulk sales also? I can’t say for sure but the details are below.

HMRC have recently updated the MTD VAT Notice 700/22, and this point is now specifically covered in paragraph 4.3.3.1. The update advises that while it remains HMRC’s view that best practice would be to digitally record the individual supplies, to manage risk of missed or duplicated entries, they accept that additional work for a business in capturing individual supplies digitally could in itself lead to data entry errors. On this basis, HMRC advise they can accept the recording of totals from a supplier statement where all the supplies on the statement relate to the same VAT period and the total VAT charged at each rate is shown. If a business does choose this option, they are also required to cross-reference all supplies on the supplier statement to invoices received, but HMRC go on to confirm this can be done outside of the digital records.

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By mkaccountant1986
24th May 2019 20:17

Thanks, that's helpful. It seems like something that should be OK but it's surprising there's not any clear guidance on it anywhere

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By legerman
24th May 2019 20:28

Regarding sales, my understanding is that all individual sales need to be logged unless you are on the retail scheme. Would this qualify under that scheme?

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By johnhemming
25th May 2019 07:33

My guess is that this is probably more of a digital links issue than anything else. In the sense that if there is an automated link between the list of season tickets and the vat records things will be ok.

Otherwise I think legerman is probably right and it would need a retail scheme of some form and be tracked probably on a daily basis rather than monthly.

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By mkaccountant1986
25th May 2019 08:22

We deal in Shopify mainly which does produce a VAT invoice seperately so I'm confident in that one we can just post as a combined transaction.

We also sell some outside of Shopify though and it's those ones really where it's appearing like separate invoices may be required. Frustrating.

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By johnhemming
25th May 2019 08:28

The issue is that of digital links
https://www.gov.uk/government/publications/vat-notice-70022-making-tax-d...

If the post is automated then you would be OK, but if you are taking data from one system and posting it manually into another then there are issues from 1st April 2020.

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By mkaccountant1986
25th May 2019 11:19

Their ability to make straight forward things overly complicated is staggering.

Perhaps we can take it from one system in Excel in bulk and upload into the other. I think that meets the digital link requirements

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