NJT VAT Return Manager

(Optionally imports prepared VAT Returns from the VT Software bookkeeping packages supplied by VT Software Limited)

Product Summary

The NJT VAT Return Manager is a Microsoft Excel workbook that provides a quick and secure online filing of VAT returns to Her Majesty's Revenue and Customs (HMRC).

This product contains a customised application developed in Microsoft Visual Basic for Applications (VBA). The software runs automatically when the workbook is opened and interacts with the user by displaying various User Forms (Windows). The worksheets are not accessed in the traditional way and are therefore hidden from view.

Main Features Include:
  • Designed for use by single Traders or Agencies that manage returns for multiple Traders.
  • HMRC normally accepts submissions within 15 seconds.
  • Optional facility to import VAT returns from the 'VT Transaction+' or 'VT Cash Book' bookkeeping packages.
  • HMRC responses can be viewed on screen, printed or saved as PDF file.
  • Rejected submissions can be amended then re-submitted.
  • Retains a full history of submissions including all technical data files returned by HMRC.
  • Trader 'submission status' reports can be obtained from HMRC as required.
  • Copy receipts can be obtained from HMRC for up to a period of 60 days.
  • Facility to backup and restore all data. Can be used, for example, to restore data following a new product release.
  • This product has received formal recognition by HMRC for Live and Test submissions and is fully compliant with HMRC security and encryption requirements.
  • The Product is listed on the official UK Government website, which can be viewed via www.GOV.UK. Search for 'VAT Returns' then click on link to that page. Then click on link '3. How to submit your return'. Then click on link 'List of software you can use'.

Minimum System Requirements

The minimum requirements for use of this product are Microsoft Windows Vista, Microsoft Excel 2007 (service pack 3) and a reliable internet connection. However, we recommended using devices with the latest versions of the Microsoft Windows operating system and Microsoft Excel.

Additionally, macros need to be enabled within the Microsfoft Excel configuration.

Organising Your Files

Files created by this product are organised using a preset folder structure. Sub folders are created automatically within the folder where the workbook resides. It is recommended that the VAT Return workbook is stored in a specific folder. For example, "C:\My VAT Returns".

Receipt Files: When a receipt is saved as a PDF file it is stored automatically to the sub folder "\Receipts".

Evidence Files: During each VAT Return submission, copies of the full submission and HMRC response are saved to the sub folder "\Evidence". These files are stored in XML format and can be viewed using a 'Text' editor such as NotePad or WordPad.

Data Backup Folder: Each backup created by the 'Backup Data' routine is stored in the sub folder "Backup".

The Dashboard Form

The Dashboard is the main controlling form and is displayed when the workbook is opened. Subsequent forms are displayed using the buttons on the Dashboard. For example: Add a new trader, Request and display a 'Trader' status report from HMRC, Create or amend a VAT return, Display a receipt on the screen, Print or save a receipt as a PDF document, renew the product licence.

Certain buttons may be displayed or hidden depending on the condition of a VAT Return. Also the button description may change in particular circumstances. For example, the 'Display Receipt' button is displayed only where the status of the VAT Return is 'Accepted'.

VAT Dashboard

'End to End' Outline Process

Using the Dashboard form:
  • If Trader does not exist, click ‘New Trader’ button (Note: 'Trader' licence allows only 1 trader).
  • Select the Trader from the ‘Trader Name’ dropdown list.
  • Click on the ‘New Return’ button or highlight an existing 'Draft' return & click on the 'Amend Return' button.
Using the VAT Return form:
  • Populate the VAT Return form. Note: For VT Software customers, populate the Period End, then Click on the 'Import from VT' button and select the desired 'Company' file from the folder/file list.
  • Click on the ‘Validate & Save’ button.
  • Click on the ‘Submit Live’ button. (Optionally, click on the 'Submit Test' button first).
Using the Submission Form:
  • Enter your Gateway User Password then click on the ‘Submit’ button. Note: Normally within 15 seconds a message is displayed denoting a submission success or error.
Using the Dashboard form:
  • To view a receipt on screen, click on the ‘Display Receipt’ button.
  • To print a receipt, click on the ‘Print Receipt’ button.
  • To save receipt as a PDF file, click on the ‘Save as PDF’’ button.
  • To close the workbook, click on the ‘Save & Close’ button.
General Note:
If the submission is successful, a confirmation message is displayed on screen. If the submission is rejected, an error message is displayed on screen. This error message is saved and can be displayed later using the conditional 'Display Error' button.

The VAT Return Form

The main purpose of this form is to populate the VAT Return and then submit to HMRC. The details can be entered manually or for VT Software Customers, the details can be imported from the desired 'VT Company' file.

In order to minimise the risk of submission errors returned by HMRC, extensive validation is undertaken prior to submission. This validation process can be initiated by clicking on the 'Validate & Save' button. However, the return is validated automatically at the start of the submission process.

VAT Return
Data Items Explained
  • VAT Registration No: This is the 9-digit number registered with HMRC for VAT purposes. This number will be validated during the submission process.
  • Gateway User ID: This is the User ID issued by HMRC and is required to log on to the Government website during the submission process.
  • Trader Name: This is the trader name setup previously. This name can be amended for both current and future submissions.
  • Return Type: Either 'VAT100' for normal returns or 'VAT193' for final returns.
  • Annual Accounting Scheme: If 'Yes' then Box 10 is enabled allowing entry of the balancing payment amount.
  • Sender: Choose from: Company, Individual, Agent, Bureau, Partnership, Trust, Employer, Government, Acting in Capacity or Other.
  • Period End: Format YYYY/MM, where YYYY is 4-digit year and MM is 2-digit month. The application will validate against duplicate returns.
  • Boxes 1, 2 and 4: Enter amount (2 decimal places). Boxes 3 and 5 are calculated automatically.
  • Boxes 6 to 9: Enter amount (no decimal places).
  • Box 10: Enter amount to 2 decimal places (Annual Accounting Scheme only).
  • Declaration Box: Tick this box before submission.

The Submission Form

The Submission form is normally activated by the 'Submit Live' or 'Submit Test' buttons resident in the VAT Return form. This is the final step before submission to HMRC.

For information, no passwords are saved by this product. Additionally, all passwords are encrypted before submission using the HMRC required MD5 128-bit algorithm. The full name is 'Message Digest algorithm 5 cryptographic hash'.

VAT Submission
The Submission Process Explained

This process comprises of the following steps:

  • Submit the VAT Return to Government Gateway for validation.
  • Receive an 'Acknowledgement' or 'Error' response.
  • Submit a request to HMRC for acceptance (Called Polling, multiple attempts may be required).
  • Receive an 'Accepted' or 'Error' response.

The Submission status is updated following each step. Under normal circumstances the whole process is completed within 15 seconds, during which the status will change from 'Draft' to 'Accepted'.

However, certain circumstances might prevent the process from completing. For example, due to a delay/problem in obtaining a response from the HMRC department. If this situation occurs a message is displayed on screen and the process is ended. The VAT Return can be completed at a later time using the 'Submit' button on the Dashboard.

The Submission Status Explained
  • 'Draft' Either a new or rejected VAT Return. Rejected returns can be amended and re-submitted as normal.
  • 'Acknowledged' The VAT Return has passed the initial validation by the Government Gateway and is awaiting a response from the HMRC department. The submission process can be continued using the 'Submit' button on the Dashboard. Note: If the subsequent HMRC response rejects the return, the status is changed back to 'Draft'.
  • 'Accepted' The VAT Return has been accepted by the HMRC department.
  • 'Reset' Either an incomplete submission or test submission is awaiting finalisation. This is merely a tidying up exercise required by HMRC. The process can be completed using the 'Submit' button on the Dashboard.

Product Options

There are 3 product options available. The unlicensed 'Test Evaluation' product option is free of charge and can be downloaded from this website. The 'Trader' and 'Agency' product options are subject to an annual licence fee. The 'Test Evaluation' workbook can be upgraded to a licensed 'Trader or 'Agency' product option by activating a Licence Key. See section below on 'How to Upgrade to a Licensed Product'.

Product Option Licence Period Price Description Delivery Method
Test Evaluation N/A Free Allows submission of 'Test in Live' returns only. This product can be downloaded from this site.
Trader 1 Year £12.00 Allows submission of both 'Live' and 'Test in Live' returns for a single trader. The Licence Key is dispatched via an email following receipt of a purchase order.
Agency 1 Year £48.00 Allows submission of both 'Live' and 'Test in Live' returns for unlimited traders. The product is licenced for use on any computer within the licenced company.

How to Upgrade to a Licensed Product

  1. Email your Purchase Order to 'support@NeilsonJamesTech.co.uk'. specify the Licence Type (i.e. 'New Trader Licence' or 'New Agency Licence') and include your VAT Registration No, Company Name, Address, Telephone and Contact Name.
  2. You will then receive an email containing your new Licence Key and a Purchase Invoice.
  3. Download and open the 'Test Evaluation' product. Then click the 'Purchase Licence' button on the Dashboard.
  4. Finally, enter your Company Name, VAT Registration Number, select the relevant Licence Type (Trader or Agency), enter the Licence Key and click 'Activate'.