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Manual VAT Entry

Enter individual transactions directly when you don't have a CSV file or need to record one-off transactions.

When to Use Manual Entry​

  • Recording cash transactions
  • Adding missing transactions
  • Correcting data not in your import file
  • Quick one-off entries
  • Mixed VAT rate transactions (multi-line mode)

Accessing Manual Entry​

Navigate to VAT Entry from the main navigation, or use the quick action from the dashboard.

Entry Modes​

Quick Entry​

Simple single-line transaction entry for straightforward transactions at a single VAT rate.

Advanced Mode​

Toggle to advanced mode for additional fields including export documentation, detailed descriptions, and reference numbers.

Multi-Line Mode​

For transactions that span multiple VAT rates (e.g., a sale containing both standard and reduced-rate items):

  1. Enable multi-line mode
  2. Add line items with individual VAT classifications
  3. Each line can have its own VAT rate (Standard 10%, Reduced 5%, Zero-Rated, Exempt)

Entering a Transaction​

Step 1: Select Transaction Type​

Choose from Sale, Purchase, Import, Export, Credit Note, or Debit Note.

Step 2: Enter Details​

  • Business/Customer Name — Start typing for autocomplete suggestions
  • Transaction Date — Defaults to today (future dates allowed)
  • Description — Add transaction details

Step 3: Enter Amount​

  • Net or Gross toggle — Switch between entering the amount before or after VAT
  • Amount — The transaction value
  • VAT Rate — Select 0%, 5%, or 10%
  • The system automatically calculates the VAT amount and total

Step 4: Additional Fields (Advanced Mode)​

For zero-rated exports:

  • Reference Number — Invoice or customs reference
  • Customer Country Code — Destination country
  • Shipping Tracking — Tracking number for export documentation

Step 5: Review and Save​

  • Verify the VAT breakdown (subtotal, VAT, total)
  • Click Save Transaction
April 2026 VAT Rate Transition

The system includes an April 2026 rate transition notice. Transactions near the transition date will show applicable rate guidance.

Fraud Detection​

The system monitors entries and may flag:

  • Unusually large amounts
  • Patterns inconsistent with historical data
  • Rapid repeated entries

Flagged transactions are still saved but generate alerts for review.

Tips for Accurate Entry​

  1. Use consistent vendor names — Helps with reporting and auto-suggestions
  2. Include invoice references — Supports audit trail requirements
  3. Verify VAT rates — Especially for reduced-rate items requiring a food store license
  4. Enter promptly — Don't let transactions accumulate near filing deadlines

Next Steps​