Set up VAT return approval

Disclaimer

All screenshots in the article were taken in the Dutch version of Nmbrs Accounting.

In Nmbrs Accounting, verified VAT returns are processed according to a fixed monthly schedule. Administrators can configure whether a VAT return is forwarded immediately or whether explicit approval from the entrepreneur (customer) is required.

ATTENTION!

The VAT return approval process also applies to supplementssupplementary returns.

Standard process and timeline

• Back office review: a back-office employee reviews the VAT return.
• Notification: as soon as the return has been reviewed, the assigned user (set under “Who receives messages regarding the VAT return?”) receives a notification in the Nmbrs Accounting Inbox and an email notification.
• Customer correction period: the entrepreneur has until the 26th of the month following the filing period to submit any questions, corrections, or additions.
• Automatic submission: by default, all verified VAT returns are automatically submitted to the Tax Authority starting on the 26th of the month following the filing period.

How the approval functionality works

Default setting: the 'VAT return approval' functionalityis disabled by default. Returns are automatically sent to the tax authorities on the 26th, even if the customer has not given explicit approval.

When approval is enabled: VAT returns are no longer automatically submitted on the 26th without approval. The entrepreneur must approve the VAT return before the end of the month following the filing period, so that both the VAT return and the payment are received by the tax authoriities on time.

Unapproved VAT returns

If approval is enabled, unapproved VAT returns are no longer automatically submitted to the tax authorities. As an accountant, you must personally ensure that these VAT returns are submitted on time to avoid penalties from the tax authorities.

Permissions and roles

• Portal administrator: is the only user authorized to enable or modify prior VAT return approval at the portal level.
• Portal back office: does not have access to the settings for VAT return approval at the portal level.

Access to VAT return approval

To access:

• in the accountant portal, click on the Settings icon at the top right of your screen.
  
  

General settings: VAT return approval

The general settings screen is opened by default.

On this screen, you’ll find all available general settings:

• Samples: set up an automatic random sample check on processed transactions.
• Document processing: manage the default requirements and processing rules for incoming documents.
• Satisfaction: enable and manage the functionality for measuring customer satisfaction.
• Security: Support and Customer Success staff at Nmbrs Accounting can add and remove portal users.
• Access settings for end users (customers): determine which permissions and features are available to customers at the domain level.
  
  

Set up VAT return approval

To set up VAT return approval, check the Prior approval required checkbox.

This ensures that VAT returns for all domains in the portal must first be approved by the business owner (client) before they are submitted to the tax authority.

Deviate by domain (set exceptions)

It is possible to deviate from the central portal setting for a specific domain.

TIP!

A user with the 'Portal back office' role can manage VAT approval as desired within an individual domain.

In the settings for a specific domain, you can choose from three options:

• Portal settings: the domain automatically uses the portal’s central setting.
• On: VAT returns for this specific domain always require customer approval (regardless of the portal setting).
• Off: VAT returns for this specific domain can be submitted immediately without prior customer approval.

For a detailed description, see article Tax authorities settings.