VAT checklist
This page is a template checklist for the owner and the bookkeeper. Copy it, fill it in each time, and keep the filled copies with your VAT records. The explanations are on VAT types and rules.
Warning
Template, not tax advice. The checklist helps you check that the store charges what you decided. What you must charge is for your tax adviser to confirm.
When to use it
| Occasion | Sections to do |
|---|---|
| Every quarter | 1 to 4 |
| Before a rate change takes effect | 1, 2, 4 |
| When you start selling to a new country or a new product group | 2, 3, 4 |
| At the end of the year | All |
| After an Exponential update or a change by your partner | 4 |
The checklist
VAT CHECKLIST - [store name] Date: __________ Done by: __________
1. VAT TYPES (Store > VAT types, shop/vattype)
[ ] Every VAT type is named after its meaning and percentage
[ ] Every percentage matches what the adviser confirmed (list below)
[ ] No VAT type is unused and confusing; any 0 percent type is intended
[ ] The Store dashboard's "Next steps" shows no unexpected 0 percent VAT type
Name | Percentage | Confirmed by adviser on
--------------------------|------------|------------------------
| |
| |
2. VAT RULES (Store > VAT rules, shop/vatrules)
[ ] A general rule exists for "any country, any category"
[ ] Each country-specific rule is still wanted and confirmed
[ ] Each category-specific rule names an existing product category
[ ] No two rules say different things for the same country and category
3. PRODUCTS AND CATEGORIES
[ ] Every price uses a fixed VAT type or the dynamic type, consistently per class
[ ] With rules: every product has its product category set
[ ] New products since the last check have the right VAT type or category
[ ] Shipping cost and its VAT treatment confirmed with the adviser
4. TEST ORDERS
[ ] Test order 1: country ______, category ______ -> VAT shown ______ expected ______
[ ] Test order 2: country ______, category ______ -> VAT shown ______ expected ______
[ ] Totals with and without VAT in the order list match the confirmation page
[ ] Test orders handled as agreed (canceled or removed), so they are not counted
5. RECORDS (year end)
[ ] Month figures from Store > Product statistics saved for each month
[ ] Changes to VAT types and rules this year listed (audit trail, commerce channel)
[ ] Questions for the adviser written down
Signed off: __________________ Next check due: __________Where each item is checked
| Item | Where | Source |
|---|---|---|
| VAT types | Store > VAT types | shop/vattype, policy shop/setup (kernel/shop/module.php) |
| VAT rules and categories | Store > VAT rules, Store > Product categories | shop/vatrules, shop/productcategories |
| 0 percent warning | Store dashboard, "Next steps" | Store dashboard and order statuses |
| Dynamic VAT type name | settings/shop.ini [VATSettings] DynamicVatTypeName | shipped "Determined by VAT charging rules" |
| Totals with and without VAT | Store > Orders, sortable columns | Order list sorting |
| Month figures | Store > Product statistics (shop/statistics) | Store reports |
| Record of changes | The audit trail, channel commerce | The audit trail |
If something is wrong
- A wrong percentage: correct the VAT type at once and tell your adviser which orders were placed with the wrong rate. Orders keep the VAT they were placed with; correcting an order is a bookkeeping matter, not a shop setting.
- A missing rule: add it and place a test order.
- A product without category: set it and check the product's price on the confirmation page.
Related pages
- VAT types and rules
- VAT rules and VAT types for businesses
- Store monthly checklist
- Free documentation: this page is free to copy, translate and improve under the GNU FDL 1.3.
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