TAS software - Making business easy

TASBooks (and TAS BOOKS 2 & TAS BOOKS 3)

Get as up-to-date as you can
Process and post any outstanding invoices, speak to your suppliers and get their invoices before 31 December 2009 and allocate any cash on account. This will make the whole changeover process as easy as possible, and help you clearly see which items relate to the old rate and which to the new.
Take a backup
From the Company Manager window, select your company and take a backup.  If you're not sure how to take a backup, full details are in your program helpfile and user guide.
Check your existing VAT rates
You may already have 21% VAT rates set up. If you don't have 21% VAT rates, you'll need to create them.

• From the TASBooks menu bar, select Central > VAT Rates and Reporting > Maintain VAT Rates (option 031).
• Check to see if you already have 21% Rates, for example rate 1 and rate 5.
• If you do have 21% VAT rates:

• In the VAT Calculation Defaults section, select the Default Standard Rate as your 21% Resale Standard rate; for example, rate 1.
• To accept the new rate, click Save.

• If you don't have 21% VAT rates, you'll need to create them:

• In the VAT Rates list, scroll down to the next available rates, for example, rate 11 and rate 12. Complete the rates as follows:

• In the VAT Calculation Defaults section, select the Default Standard Rate as your 21% Resale rate; for example, rate 11.
• To accept the new rate, click Save.

Set your 21% Resale VAT rate as the default rate

• To ensure the new VAT rate is used by default when you create new products, from the menu bar select Central > General Company Information > TASBooks Configuration (option 012, or option 011 in some older programs).
• In the left-hand pane select Default Settings and in the right-hand pane scroll down to the Product section.
• Under the Product section select VAT rate, and from the drop-down list, select the 21% Resale VAT rate.
• Click OK then click Yes to save the entry.

Update your product records
You'll need to update your product records so that they use the 21% Standard Rate. You'll also need to consider the effect on your selling prices - particularly if you use Retail VAT-inclusive pricing. The way you do this will depend on how many product records you have and the version of TASBooks that you are using. It's a good idea to print a product price list before you start, you can do this by selecting Products > Products / Services Reporting > Print Price List (option 532).

• If you have TASBooks v1 (or TAS BOOKS v8.04) you can change the VAT rate in all of your product records in one go. You'll also be able to amend your Retail VAT-inclusive pricing.

Note: To run this option, login to TASBooks as Supervisor (SPV).

• Select Products > Utilities > Change Product VAT Rate (option 584).
• Ensure the 21.5% VAT Standard Rate appears in the Current VAT Rate box, and the 21% Resale Standard Rate appears in the New VAT Rate box.
• If you use Retail VAT-inclusive pricing, select the Recalculate Selling Prices check box, then choose from the following options.
• If you don't currently use Retail VAT-inclusive pricing, we recommend you select Recalculate Selling prices and choose the first option below. This ensures that if you do decide to use Retail VAT-inclusive pricing in the future, your selling prices will all be correct.
  
  Note: The option names are taken from the first price of the Standard pricing section of the product record, this is normally your Retail (Ex VAT) price, but the name may be different on your system.

Note: All changes to VAT rates and selling prices will be shown on your System Audit log.

• To change the VAT rate and selling prices on products, click Change Rate.
• To confirm the change, click Yes and then click OK.

• If you only have a few product records, or you are using TAS BOOKS v7 and earlier versions, you can edit each individual product record to amend the VAT Rate.

• From the TAS BOOKS menu bar select Products > Products and Services > Maintain Products and Services (option 511).
• Press F2, and select the product Code from the lookup list.
• In the VAT Rate drop-down box, select the 21% Resale VAT rate.
  
  Note: You'll need to consider how you want to deal with any changes to product pricing, particularly if you use Retail VAT-inclusive pricing.  If you want to amend your prices, you can manually amend your product records.
• When you've made all of the changes you need to this record, click Save.
• Repeat this process for each of your products where standard rate VAT applies.

You've now changed the VAT rate on your standard-rated products. You should now print a price list by selecting Products > Products / Services Reporting > Print Price List (option 532).
Consider open Sales Orders
The above process won't alter the VAT on any open Sales Orders. You'll need to consider whether these should remain at 21% or whether the 21% rate applies. If you are unsure which rate applies to your Sales Orders, visit the Revenue Website
If you need to amend the VAT rate on unposted Sales Orders, from the menu bar select Sales Orders > Sales Orders > Enter / Change Sales Orders / Credit Notes (option 611). Select the relevant Sales Order, and enter the correct VAT rate, for example, rate 1 and re-save the Sales Order.
Check recurring entries
If you have recurring entries, such as invoices or journals, you'll need to ensure the correct VAT rate is applied to these entries.

• To check or edit a recurring sales invoice, journal or customer receipt, from the menu bar select Sales > Enter / Change Journals > Recurring Sales Invoices / Journals / Customer Receipts (option 223).
  
  To check or edit a recurring purchase invoices, journal or supplier payment, from the menu bar select Purchase > Enter / Change Journals > Recurring Purchase Invoice / Journals / Supplier Payments (option 323).
  
  To check or edit recurring sales orders, from the menu bar select Sales Orders > Sales Orders > Recurring Sales Orders (option 614).
• To amend the VAT rate on an entry, select it in the list and click Edit.
• In the VAT Amount box, delete the amount displayed then change the VAT rate to the new rate, for example 1, then press TAB.  The new VAT amount is then calculated. 
  
  Note: The VAT amount won't recalculate unless you delete the VAT amount displayed before you change to the new rate.
• Save the recurring enter and edit any further entries required.

Need more advice?
We've added answers to some of the most common questions about the VAT changes.
If you have a TAS support plan, you can contact our Software Support team on 1890 946 881 if you need any help on making the changes in your TAS program.
If you haven't got a TAS support plan, there's never been a better time to take one out.  Call your TAS Account Manager on 1890 946 881 for full details.