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How to use the Ftax MTD VAT Link

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We are very grateful to our clients for their comments and suggestions, without which these guides would not be possible. If you have a suggestion to improve this guide or its associated video, please email tracey@ftax.co.ukrule line

Ftax VAT Link – Step by Step Instructions

There are two ways to transfer VAT report data from your spreadsheets to the Ftax VAT PDF ready to submit to HMRC:

  • you can use the Ftax MTD VAT Link spreadsheet tool; or
  • you can import a file in CSV format.

These instructions explain how to use the Ftax VAT Link spreadsheet tool. For further information on importing a file in CSV format. please click here to view the video Exporting data from spreadsheets as a CSV file.

Ftax VAT link is a spreadsheet tool which enables you to transfer VAT data calculated in your own spreadsheet to the Ftax VAT PDF form. Your data will then be ready to submit to HMRC in an MTD compliant manner. This guide looks at using the tool to create a file from your own or your client's Excel spreadsheets which can then be imported into the Ftax VAT PDF form ready for submission to HMRC. The guide is divided into the following sections:

  1. Download the tool
  2. Link the tool to your spreadsheet
  3. Map the relevant cells in your spreadsheet to the highlighted cells in the VAT Link tool
  4. Create an export file
  5. Import the file into the Ftax VAT PDF form 

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1. Download the tool:

Click on the link which is provided when you buy FtaxVAT: 

Download button

 

If you  have already purchased Ftax VAT, log in and go the the 'Downloads' section of Account home:

Downloads tab

In either case, download the file and save it in a known location on your computer.

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2. Link the tool to your spreadsheet - this only need be done once

Open FtaxVATLink. In many versions of Excel, a yellow message bar will appear with a shield icon and the Enable Content button, as shown below. The precise wording can varies in different versions of Excel and also if you are using a Mac, for example 'enable all macros' or 'security warning – some content has been disabled' and a tab of options to enable the macros. You should now click the relevant button to enable macros to run:

Enable macros

 

 

You should now see written instructions for preparing your spreadsheet. The instructions you are reading now are a summary of these. On the second tab at the bottom of the page is the Ftax VAT Link tool itself. This is accessed  by clicking on the tab, as shown below:

Tabs at bottom of VAT Link spreadsheet

 

You now need to move the VAT Link sheet into your workbook. To do this you should

  • Open your workbook
  • Ensure that the Ftax VAT Link sheet is also open
  • In the VAT Link sheet, click the 'Home' tab and then the 'Format' dropdown.
  • In the 'Organise Sheets' group, choose More or Copy Sheet, as shown in the illustration below:

Format to include your sheet

 

  • Clicking on 'Move or Copy Sheet' will produce another menu, as shown below, where you will be able to choose the workbook in which you want the VAT Link tool to be used:

Select workbook from dropdown

 

  • Copy the VAT Link tool either before or after the sheet you wish to work on, as is your preference.

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3. Map the relevant cells in your spreadsheet to the highlighted cells in the VAT Link tool

Next you need to link cells in your worksheet to the yellow highlighted cells in the VAT Link tool. These cells correspond to boxes 1 - 9 on the HMRC VAT Return.

Taking each of the nine numbers in turn, you should

  • Go the relevant cell in the VAT Link tool. Click on the cell and in the formula bar at the top of the page, type an equals sign:

Map first cell

  • Navigate to the worksheet that contains the source of this data, click the relevant cell and press enter. A link has now been inserted into the relevant box in the tool. If you click that cell, the formula bar at the top of the page will show you the reference for example =Sheet1!N4 where Sheet 1 is the name of your existing worksheet and N4 is the relevant cell in that sheet. If you look at the FtaxVATLink sheet, you should now see your data (if any is present in the original) and that the cell is no longer yellow:

Map first cell 2

  • Continue to add links to all of the yellow cells which are relevant to your return. If you don't yet have data for a cell or if the cell will be blank on your return, you can leave it blank or fill in the yellow cell directly with a 0.

  • The tool will sit within your spreadsheet and will constantly recalculate the values as you enter them.

  • If you wish to use the tool in multiple sheets in the same workbook, copy the tool for each sheet by ticking the 'create a copy' box and choosing your location:

 

Fourth sheet

 

  • The above illustration would result in a workbook which consists of four worksheets, each of which has its own copy of the Ftax VAT Link tool. This book could now be saved as a master and then copied for use in any financial year. The tabs at the bottom of the book look like this:

Tabs showing all four sheets and tools

  • Finally, make sure that you save your workbook. You may be promted to save a macro-enable version depending on the current formatting of your sheet and version of Excel. If this is the case, you should do so.
  • Please note that instructions for different versions of Excel and for Mac users may vary. The full instructions, which are automatically downloaded with the tool, have more information on this.

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4. Create an export file

To move your VAT data to the Ftax VAT PDF, export your data to a file by clicking on Create export file. A new file called FtaxExport.txt will be created in the same location as your existing worksheet and a popup will appear to confirm this:

Create export file

 

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5. Import the file into the Ftax VAT PDF form 

To import your data, open the Ftax VAT PDF form, go to the correct quarter and click the Import VAT Return button: 

Import file popup

Navigate to the location of the export file and select it. The nine values which were present in the VATLink spreadsheet tool will now appear and populate the yellow boxes on the VAT return. Further information on submitting the form is available in the video and guide Ftax VAT - Overview for Agents

rule lineWe are very grateful to our clients for their comments and suggestions, without which these guides would not be possible. If you have a suggestion to improve this guide or its associated video, please email tracey@ftax.co.ukrule line

 

 

 

 

 

 

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