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tdaniels

Uploading sales invoices that contain multiple VAT codes

SOLVED
Posted By

Hi,

We currently use an excel template to upload our sales invoices. However, a single invoice will often contain a mix of zero rated and standard rated VAT, which means we are uploading these as 2 lines, so that the net sales figure is appearing correctly in our VAT return for zero rated VAT and standard rated VAT. The side effect of this is that the one invoice is then appearing as 2 lines on the statements we are issuing to our customers. Is there a way to make the invoice only appear once on the customer statement?

Many thanks.

  • +1
    verified answer

    Hi,

    Thanks for using Sage City.

    What is the name of the statement you're running? If you run one of the statement that has "grouped" in the description it will show the total of both lines as a single invoice if the date and reference are the same. These statements may need updating slightly since the transactions have been imported rather than entered via the program, you can read more here

    If this has answered your question please click More > Verify Answer.


    Regards,

    Ian

    Sage UKI

  • 0 in reply to Ian C

    Hi Ian,

    Thanks for the quick response. We've checked and the date and reference number are exactly the same between the two lines. The only noticeable difference other than the VAT codes, is the transaction number.

    We currently export our invoices from external software into excel. This gives us a separate line for each VAT code used within an invoice. When this is uploaded to Sage, a different transaction number is created (by Sage) for each line.

    When we manually put the same invoice details into Sage, I note that you can include the 2 lines within one transaction number, which then makes the invoice only appear once on a grouped statement.

    So is there a way of uploading / manipulating the data in excel so that 2 lines can be given one transaction number by Sage when uploaded?

    Kind regards,

    Tom

  • 0 in reply to tdaniels
    verified answer

    Hi Tom,

    When the transactions are imported into Sage you lose the ability for them to be grouped together, however if you're wanting them to be grouped together for statement purposes you can download additional statement layouts that will do that for you here

    If this has answered your question please click More > Verify Answer.


    Regards,

    Ian

    Sage UKI

  • 0 in reply to Ian C

    Hi Ian,

    Thanks again for your help. I've had a couple of log in issues, hence the delay in response.

    As we host our Sage database on a server rather than our local machines, where would we need to install these layouts?

    If they are installed on the server, would we need to run the EXE on the server and then change the file path to the layouts folder or can we extract the layouts and copy them into the relevant folder on the server?

    Kind regards,

    Tom

  • +1 in reply to tdaniels
    verified answer

    Hi Tom,

    Install instructions for the layout pack can be found below

    https://ask.sage.co.uk/scripts/ask.cfg/php.exe/enduser/std_adp.php?p_faqid=12682

    Regards,

    Ian

    Sage UKI

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