How to: Account for Settlement Discount VAT Rule Changes from 1 st of April 2015

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1 How to: Account for Settlement Discount VAT Rule Changes from 1 st of April 2015 Users of Merlin who offer Settlement Discount to their Customers, or are given Settlement Discount by their Suppliers, will be affected by a change to the law relating to the discounting of VAT on early settlement by HRMC Brief 49 (2014). In short this change in VAT law has been brought about by tax avoidance practices in the Telecommunication industry and the need for UK tax law to comply with EU laws on calculating VAT on invoices that have always rejected the possibility of discounting VAT on Sales Invoices, which Merlin offered as Standard prior to Version 131. HRMC Customs Brief 49 (2014) offers two alternative ways to account for VAT adjustments on Invoices that include Settlement Discounts - Either Credit Notes can be issued where payments are received on time, or your VAT records can be adjusted internally where payments have been received within the terms of the settlement discount offered. Both scenarios now require that the Sales Invoice is raised with VAT at the full goods value, before discount. Merlin Business Software have chosen to adopt the second scenario on the Sales Ledger where additional Credit Notes are NOT required when payments are made on time. However, on the Purchase Ledger we have made provision for Suppliers to operate both processes allowed by HMRC. Settlement Discounts are applied to Customer and Supplier accounts by setting up Terms Codes in the Sales Ledger Setup menu. (Located in Setup / Sales Ledger). A Terms Code with Settlement Discount is activated by specifying the discount percentage rate in the Rate field of the relevant Terms Codes. Additionally, the Discount Days field is used to specify an early settlement date when the Settlement Discount expires. This is configured in exactly the same way as the primary due date of the terms code to allow settlement dates to be calculated from the date of invoice, or the end of the month following the month the invoice was raised. Telephone +44 (0) Page 1

2 The following changes within Merlin account for the amendments to the brief. These changes are available from Version and an upgrade to this version will be necessary if you offer or accept Settlement Discount, as VAT can no longer be discounted on Invoices where early Settlement Discount is made available. Sales Ledger Previous Method of Handling Settlement Discounts Previously Merlin handled settlement discounts in the following way:- Example: When a Sales Invoice was raised for an order of , if the customer was on 15 days terms at which point they were entitled to a 5% Settlement Discount, the VAT would be calculated on the goods total of and would show as VAT. This would show in the analysis at the bottom the invoice as: Goods Total VAT Invoice Total This would be followed by text explaining that if the invoice was paid by xx/xx/xxxx you could deduct 5.00 in settlement discount. Payment Entry When entering the payment against the customer, Merlin would expect and allow a deduction of If this was disallowed, the 5.00 would remain outstanding against the invoice and the VAT return would remain unaffected, showing the original from the Sales Invoice. New Method of Handling Settlement Discounts The changes made to account for the alterations to the legislation are as follows:- Example: When a Sales Invoice is raised for an order of , if a customer is on 15 days terms at which point they are entitled to a 5% Settlement Discount, the VAT is now calculated on the goods total of and will show as VAT. This will now show in the analysis at the bottom of the invoice as: Goods Total VAT Invoice Total There is now a choice of two messages that can appear on the Sales Invoice, as below:- Telephone +44 (0) Page 2

3 Option 1: Settlement (Program variable within the layout) A discount of 6.00 of the full price applies if payment is made by 06/05/2015. No credit note will be issued. Following payment you must ensure you have only recovered the VAT actually paid. Option 2: Settlement_extended (Program variable within the layout) A discount of 6.00 (Goods: 5.00, VAT: 1.00) of the full price applies if payment is made by 06/05/2015. No credit note will be issued. Following payment you must ensure you have only recovered the VAT actually paid. Telephone +44 (0) Page 3

4 Payment Entry In the Cash Receipt screen (below) the existing Merlin logic continues, in that the Payment Amount is the Invoice Total to be cleared from the Ledger, and the discount (if available) is the amount deducted to net to the cash received. When entering the payment, the payment date is now critical. For example, if a Cash Receipt is posted as of 4 th of April, with settlement due on the 1 st of April, Merlin will no longer allow selection of the settlement available up until the 1 st of April. The Cash Receipt Program allows for retrospective posting of Cash Receipt transactions by allowing the user to change the payment Batch Date back to the date the payment is received. This is critical for the correct evaluation of settlement dates. (The Cash Receipt Program uses the Batch Date and does NOT rely on the system date for payment processing and settlement date evaluation.) The payment amount must be manually changed to leave the balance as outstanding per invoice total by editing the Payment amount field to the cash received for the invoice. This will leave the discount rejected as an unpaid amount against the invoice. NB A further software update is planned to calculate net payments where discounts have expired automatically using Auto Match Pay Oldest Pay Selected and Row Select double click payment methods to speed up payment processing. If the payment is made on time, i.e. the payment date is less than or equal to the settlement date, the operator may accept the Settlement Discount as before and the Invoice will be marked as paid. If the date paid is within the settlement terms and the settlement is accepted on Cash Receipt transaction posting, a VAT adjustment is debited from the Sales Output VAT Nominal code and the Settlement Discount Nominal Code is debited with the Net discount taken, as per versions of Merlin. The Cash Receipts Journal shows these extra lines on the nominal breakdown for audit purposes. Telephone +44 (0) Page 4

5 A supplementary record is posted to the VAT Return File with the original invoice number. This has been suffixed with an asterisk to denote that this line is the VAT element of the settlement discount taken by your customer. If the payment date is greater than the settlement date, the Settlement Discount field is greyed out and the system will not allow you to take it. (Invoice Number in the example below) At this point HMRC no longer sees this as Settlement Discount so no adjustment to VAT can be created on the original transaction. Clearance of Late Paid Settlement Discount Invoices Rejected Settlement Discount invoices which accumulate on the Sales Ledger during the month can be cleared either by chasing payment of these items via Customer Statements, as discount has been taken outside the terms of the Settlement Discount offered, or by manually creating Credit Notes and issuing them to your customers. These additional Credit Notes are outside the scope of VAT law on Settlement Discount processing, and so can be offered at your discretion to customers you consider to have a case for allowance of the discount taken on late payment of the invoice. It is now law that this credit note MUST be issued if the Settlement Discount is allowed in these circumstances. Telephone +44 (0) Page 5

6 When raising Credits for this purpose we recommend you raise negative lines in Sales Order Entry using Manual Stock Codes for the discount amount rejected plus VAT. ( 5.00 discount VAT in the original example) Manual Stock Codes can be setup by changing the Stock Code to Manual in the General Tab of the stock record. Any Credit Notes raised in this way should be raised using a terms code excluding Settlement Discount. This can be amended in the change details screen of Sales Order Entry. Once a credit is raised it should be matched against the balance on the original invoice via the Cash Receipts program. Credits Raised Against Invoices Created Prior to 1 st April 2015 (Available in a later version of 131) If a credit is required against an invoice raised with settlement prior to 1 st April where reduced VAT was calculated, providing the credit is issued via the Credit Note program, the system will check the date of the original invoice and calculate the VAT and settlement based on this date. This is to ensure that the credit matches the original invoice created. However, this facility is not available if the credit is raised as a negative quantity via Sales Order Processing as this routine has no link to the original order being credited, therefore the VAT and discount on the credit will differ from the invoice raised. Telephone +44 (0) Page 6

7 Purchase ledger A new field has been added to the Supplier record, under the Options tab, called Settlement Credit Notes - If a Supplier is to issue a credit note for the value of the settlement discount offered should you pay on time, this box should be ticked. This is an allowable option offered by HMRC as a way of dealing with Settlement Discounts and the VAT implications that arise. The default for this field will be unticked. The Purchase Invoice Posting (PIP) and Purchase Ledger (PL) Journal screens have both been changed so that the VAT calculation is different from earlier versions of Merlin. Previously, the VAT was calculated on the theoretical discounted goods amount assuming VAT was chargeable at Standard Rate (20%) i.e. it assumed that your Supplier always discounted the goods before the VAT charge was calculated, as Merlin did on Sales Invoices. (The figures shown were as described in the Sales Ledger notes of this document.) As of Version 131, Merlin s Purchase Ledger Invoice Posting and Purchase Journal will assume VAT on the goods amount without discount. For example, an invoice total for will now assume a Net Goods Total of At 5% Settlement Discount, Merlin will calculate 6.00 on the Gross Invoice Total, as VAT is no longer assumed as discounted. The Settlement Discount calculated will be distributed as 5.00 goods and 1.00 VAT adjustment on payment of the transaction ONLY within the settlement terms. The full Settlement Discount of 6.00 on the Gross Invoice total will be displayed within the Suggested Payments routine. (As below) Telephone +44 (0) Page 7

8 Suggested Payments Routine The Suggested Payments routine is used to suggest payments which are due for payment as at a future date. It is also used to suggest where invoices should be paid early to take advantage of Settlement Discount on offer for early payment. Our records show that a number of our customers had requested specific modifications to set their own rules for taking Settlement Discounts either on time, or after the expiry date of the settlement discount. As of the 1st April we have chosen to standardise this routine to ensure that Settlement Discounts can only be taken within settlement terms. The decision to disallow Settlement Discount after the expiry of discount is based on the fact that the Suggested Payment routine will now allow adjustments to VAT after a Settlement Discount has been processed on time. This adjustment is required by law and it is not correct to make this adjustment after the settlement terms have expired. Thus discount processing after the expiry date of the terms is now disallowed. On processing a payment run the Processing Type is usually set to run by Due Date. The Date field directly below it is used to set the Prospective Payment Date. This is normally a date in advance of the current date to allow sufficient time for processing of queries and authorisation of payments totals by Management before the payment run is finally processed. When the Suggested Payment routine is run, the Due Date of each invoice is then used to evaluate if the invoice is overdue as at the Prospective Payment Date. If the invoice is overdue as at that point then the Suggested Payment routine will suggest the invoice is paid. In addition to the basic logic of the Suggested Payment routine above, the routine has two further options: - Firstly, a tick box to Take Discount - Secondly, a Settlement Date field Telephone +44 (0) Page 8

9 When the Take Discount box is checked, the Settlement Date is used to suggest additional invoices which can be paid early to take Settlement Discount, where the discount date has not expired. NB each invoice for Suppliers offering Settlement discount has an additional Settlement Discount Date, up to which point the discount is available to take. If the Take Discount option is not chosen then these invoices will remain on the Purchase Ledger until they are overdue, based on their Due Date, and the Suggested Payment routine will then suggest they are paid without discount. Additionally, if the invoice is suggested after the settlement date has expired, the Amend Payments screen will not allow manual override of discount if the invoices settlement date has expired. (NB the Discount field will be greyed out for expired items) The Amend Payment screen now shows the Prospective Payment Date at the top of the screen whilst amending payments so the criteria for allowable Settlement Discounts is clear to see. It now also shows the Settlement Credit Notes flag for the Supplier in the lower right hand corner of the screen. (Labelled Supplier Issues Credits ) This flag can be overridden where necessary i.e. if a Supplier is mistakenly flagged during the transitional period of users getting accustomed with the alterations in the legislation and software. Telephone +44 (0) Page 9

10 On processing a Suggested Payment run to the Ledger, the Run Date is used to evaluate the original Prospective Payment Date to check that the payment run is not being processed after the Prospective Payment Date which was used to evaluate Settlement Discount terms. Where invoices are found to have settlement terms which have now expired Merlin will warn the user as to the number of invoices that have Settlement Discounts which have expired and will not be taken. So as to avoid loss of work on the payment run, the first option, YES to Continue, will process the payment run with the original allocations, but will leave the balance of the settlement discounts as an outstanding balance on the Purchase Ledger. NB This may result in a dispute with the Supplier and will only clear if either a further payment is made or the Supplier chooses to issue an additional Credit outside the Terms of the Settlement discount. If a Supplier is to issue a Credit Note for Settlement Discounts, (i.e. the Settlement Credit Notes box is ticked against the Supplier) then the user should select payment of and enter the 6.00 discount, which is comprised of 5.00 discount off the goods and a VAT element of (The suggested Payment routine will make the allocations automatically if the Invoice is within settlement terms) Telephone +44 (0) Page 10

11 On processing Payments against Suppliers issuing Credit Notes, Merlin will leave the detailed transactions on the system showing a Total value of and a Paid value of (Balance of 6.00) The 6.00 outstanding balance on the Invoice will not appear on any other Suggested Payment runs whilst awaiting the Supplier s Credit Note, as the system compares the outstanding amount on the Invoice against the Settlement Discount and appreciates that a Credit Note is expected for all suppliers where the Credit Note Sent box is ticked. NB this logic is also used for invoices paid after the Prospective Payment Date on Supplier s not issuing Credits. When posting the Supplier Credit Notes onto your ledger, the balance ( 6.00 in the original example) should be split as 5.00 goods and 1.00 VAT and allocated to the part paid Invoice, which will then show as fully paid, any Settlement Discount calculated for these credit notes should be changed to zero. If a Supplier is not set to issue Credit Notes then the postings described in the Sales Ledger apply for settlement that is still in date - An adjustment occurs, crediting the 1.00 to the VAT Nominal Account and inserting a record into the VAT Return Tables with an asterisk suffixed to the original Invoice Number. The Cheque Register Journal will show the adjustments made. Credit Notes Received Against Invoices Prior to 1 st April 2015 (Available in a Later Version of 131) If a supplier sends a credit for an invoice raised prior to 1 st April 2015 they may calculate VAT as per the original Invoice or they may send a credit with VAT calculated under the new rules. To facilitate this in the Purchase Journal program, when a transaction type of Credit Note is selected, the user will be asked whether settlement has been calculated on the credit. If the answer is Yes, the credit will be calculated under the new rules, if the answer is No, the credit will be calculated under the old rules. This question will be removed in later versions of Merlin as it is envisaged that credits for invoices raised prior to April will have been received within a few months of the invoice date. Telephone +44 (0) Page 11

12 Disputed Items Transactions with settlement that have been disputed, which have gone past the settlement date can be amended in the Customer and Supplier Transaction Display by right clicking on the item. The user will then be presented with an option to enter a new settlement date against the invoice. For Supplier Invoices this new date will be used to evaluate the invoice in the next Purchase Ledger Suggested payment run and evaluate the invoice in the Suggested Payments amend payment screen. We suggest that Merlin users offering this option to their customers consider a note in their Terms & Conditions to this effect. Telephone +44 (0) Page 12

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