So, the new Xero reports dont show the sales invoice number but the reference box detail.
Its taken me well over an hour to check all the appropriate invoices are showing on a rather large VAT return.
Xero was sure they did but it appears they only do if you don't use the reference box for anything.
Its been reported to product support with no timeframe for a solution.
Great!
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Replies (27)
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Hi @kaylee100
I'm Tim, Product Manager for the new MTD VAT return.
Thanks for sharing this. You're quite right an invoice number is not being shown if an optional reference number is used.
Some partners made us aware of this recently. 10's of thousands of VAT returns had already been submitted through Xero over a number of months before we were aware. Whilst we'd prefer to have identified it sooner, we're grateful we know it now.
We certainly understand it'd be a pain for those impacted and it certainly wasn't intentional!
I can confirm we're looking at improving this and show the invoice number if there is one, whether a reference is used or not.
We'll update the report as soon as we can and update our progress in the Xero community and Facebook group.
Hope that helps
Tim
Hi @kaylee100
I'm Tim, Product Manager for the new MTD VAT return.Thanks for sharing this. You're quite right an invoice number is not being shown if an optional reference number is used.
Some partners made us aware of this recently. 10's of thousands of VAT returns had already been submitted through Xero over a number of months before we were aware. Whilst we'd prefer to have identified it sooner, we're grateful we know it now.
We certainly understand it'd be a pain for those impacted and it certainly wasn't intentional!
I can confirm we're looking at improving this and show the invoice number if there is one, whether a reference is used or not.
We'll update the report as soon as we can and update our progress in the Xero community and Facebook group.
Hope that helps
Tim
While you are here Tim, any chance of getting a invoice number option (ideally auto-sequential) added to the purchase invoices as well as the reference field please??
Hi @MissAccounting
I had a quick look on the Xero community https://community.xero.com/business/ for any similar requests on this and I wasn't able to see we've had this requested before.
Maybe drop in on the community and add your request? Some additional context and background around what this capability would help you with is also always very useful for our understanding as well.
You might find this useful:
https://www.gov.uk/government/publications/vat-notice-70022-making-tax-d...
In section 4 it explains what digital records are required for MTD.
Hi @MissAccounting
I had a quick look on the Xero community https://community.xero.com/business/ for any similar requests on this and I wasn't able to see we've had this requested before.
Maybe drop in on the community and add your request? Some additional context and background around what this capability would help you with is also always very useful for our understanding as well.
Hi Tim
There are 4 topics already on the community pages regarding this, the earliest going back over 7 years....
https://community.xero.com/business/discussion/75411
https://community.xero.com/business/discussion/3276132#answer68575136
Well found @MissAccounting and thank you for sharing.
https://community.xero.com/business/discussion/135021/&
https://community.xero.com/business/discussion/3276132
I'll let the product manager for that area know of the continued interest . And thanks again for finding what I couldn't through the search on comunity..I feel like such a ninny.
Tim - on a very similar topic, the new report shows the VAT summary, detailed report by Box no and detailed report by tax code. This can put the reports into many hundred of pages. Can we not have an option of which combination we want to see? Or download the 3 reports separately?
It’s virtually pointless trying to get a client to review something 300 pages long.
Thanks
Yes - we understand exactly what you mean.
If the client has lots of transactions, because the PDF export includes everything, it means the export can be huge.
We have this as something on our backlog (not as high on the priority list as the invoice number though) and a workaround for you in the interim, is to edit the PDF after export, to remove the pages you don't want.
I know it's a pain, but most PDF tools (inc free ones) offer this.
If you are wanting to do Excel, then thats easier still but I imagibne you'll be more of an expert in Excel than I ever will!
Tell me, what do you really want to send your client for review? The 9 Box VAT return for them to review and approve submission?
or specific selected transactions for additional information or explanation/evidence?
or something else entirely?
Hope that helps
Tell me, what do you really want to send your client for review? The 9 Box VAT return for them to review and approve submission?
This
Thank you for this personalised message, Tim. It is much appreciated.
Sounds like its being treated as a priority, hopefully so.
Tim,
Also....
As we are set up to file the VAT using our ASA we are the only ones able to view the return, and view a custom range of transactions mid-period. (This is the case according to a Xero support request I have just sent)
This is ridiculous where we have a Company with its own management accountant who wishes to review the VAT reports on a monthly basis for errors. Yes, I can email to her the report, but that's impractical and hardly streamlined.
Did Xero's "10's of thousands of filed VAT returns" include use by larger Companies on the accruals system with many different users? It appears it didn't as these issues are only just appearing and I cannot believe I am that clever to be only one of few to find them!
Hi @kaylee100
Yes, with MTD to open a VAT return from HMRC for review, the user needs to have an active MTD authorisation token in place linking Xero with HMRC.
HMRC developed seperate authorisation tokens for pratices (via ASA) and businesses, to identify them uniquely.
There's no reason why the accountant of the company cannot setup their own authorisation token that links Xero to HMRC for MTD, meaning you can both use MTD VAT connected to HMRC.
I'm really sure (I just checked quickly!) that anyone with access to VAT in Xero can use the custom date VAT report we've created. They don't need an authorisation token with Xero to talk to HMRC to access this (it's not actually an HMRC VAT return for submission using this feature) .
So there should be no reason the accountant of the company cannot access this feature, even if they don't have a token.
They can also see submitted MTD VAT returns from Xero, if
they do not have the token in place.
But yes, you're right - they wouldn't be able to see the MTD VAT return proper from HMRC, or submit one, if they don't have an access token linking Xero to HMRC.
If you're still not sure, our customer experience team will be happy to help.
Can you advise me how to do this...
"I'm really sure (I just checked quickly!) that anyone with access to VAT in Xero can use the custom date VAT report we've created. They don't need an authorisation token with Xero to talk to HMRC to access this (it's not actually an HMRC VAT return for submission using this feature) .
So there should be no reason the accountant of the company cannot access this feature, even if they don't have a token.
They can also see submitted MTD VAT returns from Xero, if
they do not have the token in place."
Because I have contacted Xero support twice now and they insist they cannot view these things without the token in place. The management accountant (adviser full permissions) really only needs to be able to view a custom date VAT report each month so that they can put things right and, then, when we get to the quarter end to file there is a minimal liklihood of any errors to put right.
Understand completely. It's a common scenario because HMRC has different tokens for authorising connections with MTD. Businesses doing MTD VAT (1 business = 1 token) compared to agents doing MTD VAT for lots of business (1 practice = 1 token and HMRC checks their systems for agent authority for the business VRN being in place when interacting.)
Where the Xero subscription for the business has been told to do VAT by MTD and a practice that has access to the business subscription has established a token, but the business has not established their own token, it should be that when the user of the business opens VAT in Xero they see:
- The MTD VAT overview page
- A message indicating Xero cannot get VAT returns with the ability to connect
- the ability to create a custom date range report
- the ability to see any filed MTD VAT returns submitted from Xero
There are some other things, but that's the nuts n bolts.
Lets take this off this thread and we'll work with you and the CX team to get to the bottom of whats happening .
[email protected] is how you can reach me.
Can you share the CX case numbers and and screen shots of what the accountant sees etc.
If this is particularly troublesome in the short term theres 3 options I see to keep moving..
1 - have them connect Xero to HMRC for MTD VAT when they are logged in. They get a token for the business.
2 - invite them to your practice as a practice staff member. It will mean they can operate with your practice/agent token.
3 - if 1 and 2 aren't an option - keep sending them the reports to review as you are now.
Hopefully we'll figure it out together and sorry it's a pain for your right now.
Reading through this and although I don't know much about Xero I do have experience in accounting tech support.
The first point I would make is that if the accountant (with the ASA) prepares a custom date vat report it is important that the management accountant in the company (without the ASA) is able to look at that specific report as initially generated. That is because it becomes really difficult when people are looking at different things. The fact that they could generate something else is obviously a good thing, but it is always good for people to be working on the same document with the same pages numbers and information.
Reading through the comments it appears that Xero's answer is that the company accountant can produce their own report. That I would postulate is insufficient for the job in hand.
The second point I would make is that the company (without the ASA) can always set up some separate MTD software and authorise that with their gateway. They can then look at the vat data at HMRC without having to use Xero (or whatever).
I can understand that giving an accountant who works for a company direct access to a report generated by an accountant who works for the accountants is a complex question of authorities as the company accountant would not properly be on the list of authorities for the accountants themselves. It raises a lot of issues about ensuring that there are firm limits on what data someone can see.
It is probably best resolved by allowing the accountant working for the accountancy firm to generate a report that goes into the company's data set. I don't know much about Xero, but it strikes me that would be the simplest way of dealing with that.
Yes, I have done that as a work around - however, what I generate in Xero is not exactly what gets exported (another query I have outstanding).
Hopefully these things will all be resolved soon and Xero have simply been under the pressure to push this out fast; similar to the pressure we all have all been under to some extent.
Because authorities are the big issue with something like this they need you to be able to generate something in your version, but to place in something that the company accountant can look at.
Thanks for your input into this, Tim.
Xero have been great, keeping me in the loop on their work on this Custom VAT report access for the management accountant. Its now fixed and the management accountant is a happy bunny. She sends her thanks too.
You're welcome.
Thanks for raising (and to others that have too) and your patience.
We've updated the audit reports (transactions by VAT rate and transactions by VAT box) to include the invoice number where a reference has also been applied .
We've also addressed a small issue where some people couldn't see the custom date VAT transaction report option.
You're welcome.
Thanks for raising (and to others that have too) and your patience.
We've updated the audit reports (transactions by VAT rate and transactions by VAT box) to include the invoice number where a reference has also been applied .
We've also addressed a small issue where some people couldn't see the custom date VAT transaction report option.
You're welcome.
Thanks for raising (and to others that have too) and your patience.
We've updated the audit reports (transactions by VAT rate and transactions by VAT box) to include the invoice number where a reference has also been applied .
We've also addressed a small issue where some people couldn't see the custom date VAT transaction report option.