UNISOLV VAT Rate Change Guide Unisolv Software Document Version: (V ) UNISOLV VAT Rate Change Guide (V )

Transcription

1 UNISOLV VAT Rate Change Guide Unisolv Software Document Version: (V ) UNISOLV VAT Rate Change Guide (V ) 1

2 TABLE OF CONTENTS 1. Disclaimer Month-end System Changes... 3 VAT Parameters... 3 Selling Prices Stock Receiving... 4 Receiving stock at 14% after 1 April Returning stock received at 14% after 1 April Goods returned by customers after 1 April Pharmacy Module... 7 Dispensing fee changes... 7 In-house claiming codes... 7 Re-writing scripts dispensed at 14% after April Tariff codes / Clinic services... 7 Single Exit Price (SEP) Store responsibilities

3 1. Disclaimer This document is compiled in order to assist the UNISOLV user in how to deal with the change in VAT rate from 14% to 15%, effective 1 April 2018, as announced by the South African Minister of Finance on 21st February The proposed system changes and advice on how to deal with the VAT change, should not be interpreted as specialist Tax Law advice and the responsibility remains with the business owner to ensure that his/her business complies with requirements of the South African Revenue Service (SARS). 2. Month-end Month-end must be run on the 31 March 2018 in order to avoid having both 14% and 15% VAT calculated on reports. 3. System Changes VAT Parameters VAT percentages are maintained in UNI001 and in the Pharmacy parameters. These will be updated using a utility program that will be loaded by Helpdesk before 31 March For Pharmacies this utility will be run automatically once the Medical Aid update is run on the 1 April For other Retail stores a utility will run automatically on the 1 April to update these parameters. Selling Prices Unisolv is able to give you the choice of increasing the selling price from 14% VAT to 15% VAT across the stock file or allowing the business to absorb the 1% increase by keeping the selling price the same but adjusting the ex VAT selling price down. Helpdesk will be sending out communication to get the necessary details for the price recalculation options available. 3

4 4. Stock Receiving If possible, all supplier invoices must be batch received prior to running the month-end. Any outstanding online orders (Xprocure/Orderwise) must be processed before 31March. Any invoices not processed before the 31 st March can still be processed but must follow the following steps Receiving stock at 14% after 1 April 2018 The invoice must be received as excluding vat. Use the VAT amount that appears on the invoice. Once the total invoice has been captured on UNISOLV and you are ready to update, you will notice that HASH TOTAL is reflecting the 14% VAT captured at the start of the batch receiving. This is the amount that will be posted to the creditors account. The CALC VAT figure will be calculated at 15% so any invoices processed at 14% will not balance this is purely a display and will not be posted to any reports. Returning stock received at 14% after 1 April 2018 All stock purchased before 31 March 2018 that needs to be returned to your suppliers needs to be credited at 14% VAT. In order to avoid any inaccuracies the following parameter will be set. 4

5 Once this parameter is activated the batch reversal process will change slightly. Enter the supplier number for the stock that is to be returned. Enter the invoice number the stock was previously received on. All the invoice information will be automatically entered for you; you will also notice that the HASH VAT and the HASH TOTAL are automatically populated with the full invoice amount. The system is set to default to return the entire invoice, however, you are able to scroll through the batch and change the quantities as needed. Doing this will result in the batch not balancing and the incorrect amount will be posted to the creditors account. It is therefore imperative that the amounts be adjusted accordingly, to balance with the calculated totals. 5

6 5. Goods returned by customers after 1 April 2018 Goods purchased at 14% VAT before the 1 April 2018 can be refunded at 14%. In order to achieve this, a parameter will be changed in the invoicing module. Once this parameter has been changed to <Y> you will need to enter the invoice number the item was purchased on After selecting the option to refund, the system will automatically request the docket number, which can then be entered. If the customer does not have the invoice number, you are able to press escape and proceed as per normal with the understanding that the item will then be refunded at the 15% VAT price. Press <Enter> to continue. There are two options to choose from 1 By line this allows you to select a specific line and quantity to refund. 2 By page this will automatically select all the items displayed with the quantity purchased. <TAB> to confirm the refunded items Should you wish to pass more credits select <Y>. Alternatively <N> to finalise the refund. 6

7 6. Pharmacy Module Dispensing fee changes All medical aids (network agreements, Designated Service Providers (DSPs), non-dsp and private) dispensing fees will automatically be amended to accommodate the additional 1% VAT, from 14% to 15%. The update will also change the mark-ups in your pharmacy s System Parameters including Tier settings. In-house claiming codes Should the pharmacy maintain in-house claiming codes, these will need to be checked and updated manually with the VAT inclusive prices, if they were not amended by the update already. Re-writing scripts dispensed at 14% after April 2018 When re-writing a script dispensed at 14% after the 1 April 2018, selecting either Y or N, the VAT rate will remain at 14%. It is important to note that no new items should be added to this re-written prescription, as the VAT rate will remain at 14% for all items on the script. Any new items that may need to be added must be processed on a new script number in order to charge the correct 15% VAT. When dispensing scripts please be aware of the VAT rate that is being used. To assist with this the VAT rate is now displayed in the top left of the screen. Tariff codes / Clinic services All existing tariff codes will be recalculated to add the new 15% VAT upon dispensing. Where we received communication from the administrators / medical aids on new rounded amount tariff fees, they will be updated and effective as from 01 April

8 Single Exit Price (SEP) As from 01 April 2018 all medicine prices must be calculated at 15% VAT. Currently all prices in the Supplier Price File (in the Pharmacy Program) are captured as VAT exclusive, so with the program update this will automatically be updated to calculate the new SEP as the cost price plus 15% VAT. 7. Store responsibilities Ensure that all back-ups have been run successfully. Month-end procedures have run successfully, before midnight on the 31 March Pharmacies to run the Medical Aid update before starting trading on 1 April Confirm that the Pharmacy VAT Parameters has changed: Stock enquiry check to confirm that the utilities have run successfully. Ensure that the prices reflected have a 15% difference between the excluding selling price and the including selling price. Confirm that Refund from Original Parameters has been set for Sales and Stock Receiving. Invoice Parameter: Batch receive Parameter: Check that invoices are reflecting the correct VAT once trading starts. Should you have any queries please contact Help Desk immediately so that they are able to assist you. 8

9 Note: Please remember to inform UCS TS of the price recalculate option to be set and run for new VAT changes on your stock selling prices with the utility program mentioned earlier. You will receive an with a link to follow to update preference of selling price changes: 9