How to Account for VAT in Your Business

Postponed VAT, also known as deferred VAT, is a scheme that allows VAT-registered businesses in Ireland to defer the payment of VAT on imports of goods from outside the EU. This can benefit businesses that regularly import goods, as it can help improve their cash flow.

How postponed VAT Works

Under the postponed VAT scheme, businesses do not have to pay VAT on imports of goods from outside the EU at the time of importation. Instead, they can reclaim the VAT from Revenue later on. Businesses reclaim VAT on imports by submitting a quarterly VAT Return to Revenue.

The postponed VAT scheme can be a valuable tool for businesses that import goods outside the EU. However, it is essential to carefully consider the scheme’s benefits and drawbacks before deciding whether it is suitable for your business.

Benefits of postponed VAT

Using the postponed VAT scheme offers several benefits to businesses, including:

• Improved cash flow
• Reduced administrative burden
• There is no need to pay upfront VAT on imports

Drawbacks of postponed VAT

There are also a few drawbacks to using the postponed VAT scheme, including:

• Increased risk of VAT penalties if VAT is not reclaimed correctly
• Increased need for recordkeeping
• Not available to all businesses

To qualify for the postponed VAT scheme, a business must meet the following criteria:

• Be VAT-registered in Ireland
• Be importing goods for resale
• Have a minimum annual VAT turnover of €750,000

To register for the postponed VAT scheme, a business must apply to Revenue. The application must include the following documentation:

Accounting for postponed VAT

Once registered for the postponed VAT scheme, a business must account for VAT on imports in its VAT Return. The following steps are involved in accounting for postponed VAT:

1. Enter the import details in the PA1 field on the VAT Return to declare import VAT. 
2. To reclaim VAT on imports, enter the import VAT in the PA4 field on the VAT Return.
3. Submit the VAT Return to Revenue.

1) Import goods and pay import VAT

• Import the goods into Ireland.
• Upon importation, pay the import VAT to Revenue.
• Obtain a customs declaration form from Revenue, which will serve as proof of importation and payment of import VAT.

2) Record import VAT details

• Keep a detailed record of the imported goods, including the date of importation, the customs value of the goods, and the amount of import VAT paid.
• Attach a copy of the customs declaration form to the records.

3) Claim import VAT as input VAT deduction

• Complete your VAT Return, including the import VAT details from step 2. In the appropriate field on the VAT Return, enter the amount of import VAT paid as an input VAT deduction.
• Submit the completed VAT Return to Revenue.

Important considerations

• The import VAT reclaim is subject to the same rules as other input VAT deductions. This means that the reclaimed VAT must be attributable to taxable supplies made by the business.
• Businesses must retain records of imported goods and import VAT payments for at least six years.
• Revenue may request further documentation to support the import VAT reclaim.

1. Make the prepayment: Transfer the prepayment amount from your bank account to Revenue’s VAT account and keep a prepayment record, including the date, amount, and reference number.
2. Record the prepayment as an asset: Create a separate account for VAT prepayments in your VAT records and debit the account with the prepayment amount.
3. Deduct the prepayment from VAT liability: When you submit your VAT Return, deduct the prepayment amount from your VAT liability, thereby reducing the amount of VAT you owe to Revenue.

Important considerations

• VAT prepayments are not taxable events, so you do not need to charge VAT on them.
• However, you must still record prepayments in your VAT records and deduct them from your VAT liability when you submit your VAT Return.
• Prepayments can be used to offset future VAT liabilities or to secure a VAT refund.
• If you make a prepayment that exceeds your VAT liability, you may be able to claim a refund from Revenue.
• Businesses can make prepayments regularly, such as monthly or quarterly, or as a lump sum.
• Businesses should carefully consider their VAT liabilities and cash flow needs when deciding how much to prepay.

When you make purchases from suppliers in other EU countries, you may be entitled to claim back the VAT that was charged to you on those purchases, known as an intra-Community VAT refund.

Steps to account for VAT on EU purchases:

1. Maintain records of your intra-community purchases.
2. Submit an intra-community VAT refund application to Revenue.
3. Include any supporting documentation required by Revenue.
4. Wait for Revenue to process your application and issue your refund.

It is important to note that these are general guidelines and that specific accounting treatments may vary depending on each business’s circumstances. It is always advisable to seek professional advice from a qualified accountant to ensure you comply with Irish VAT regulations.

A VAT refund is a repayment of VAT that a business has overpaid. Businesses can claim VAT refunds for many reasons, such as:

• Overclaiming VAT on their VAT Returns
• Making prepayments of VAT that they did not need to make
• Exporting goods or services

1) Submit a VAT refund application

• Prepare a VAT refund application form available on the Revenue website or through the Revenue Online Service (ROS). 
• Complete the application form accurately by providing all required details, including the amount of the refund claimed, the VAT period, and supporting documentation. 
• Finally, submit the completed application to Revenue through the ROS or post it to Revenue’s address.

2) Include supporting documentation

• Attach supporting documentation to the VAT refund application to verify the eligibility for the refund. This may include invoices, proof of export, or prepayment receipts. 
• Ensure the supporting documentation is clear, accurate, and relevant to the claimed refund.

3) Wait for Revenue processing and refund

• Revenue will review the VAT refund application and supporting documentation. 
• Revenue will refund the business’s bank account if the application is approved. 
• The processing time for VAT refunds can vary, and businesses may receive a status update on their refund application through the ROS.

When a business receives a VAT refund, it must account for this as a decrease in its VAT liability. The following steps outline the accounting treatment for VAT refunds:

1. Record the refund in the VAT records: Create a separate account for VAT refunds in the business’s accounting system. Debit the VAT refund account with the amount of the refund. c. Credit the VAT liability account with the same amount.
2. Adjust the VAT Return: Update the relevant VAT Return to reflect the refund amount. Deduct the refund from the VAT liability on the VAT Return. Submit the updated VAT Return to Revenue.

Important considerations

• VAT refunds are taxable income for businesses.
• Businesses should not include VAT refunds in their cash flow forecasts.
• Businesses should retain documentation related to VAT refunds for at least six years.