Making an entry into the CIS Payments workbook

Transcription

1 Making an entry into the CIS Payments workbook By now you should have carried out the CIS Payments workbook Setup. If you have not done so you will need to do this before you can proceed. When you have received a subcontractor invoice and have created a Deduction Statement for the payment you should then add the details of the payment into the CIS Payments workbook. To do this first print off the Deduction Statement and keep it handy. Note: In the CIS Payments workbook there are 2 Example spreadsheet tabs. If you are having any difficulties take a look at them - you may find them helpful. One is named Example SC ID which is an example of what the completed or part completed SC ID spreadsheet should look like. The other one is named Example CIS ANNUAL which is an example of what the completed or part completed CIS ANNUAL spreadsheet should look like. These example tabs are located to the far right, so you may not see them on your screen. You can navigate to them by following the instructions below. Note: In order to see the hidden workbook tabs do as follows. Using your mouse left click on the tab arrows to move the tabs sideways. 1

2 Important Note: When you are using the CIS Payments workbook (as in these instructions) you must not use the Cut or the Drag and Drop functions. If you use the Cut or the Drag and Drop functions this will likely cause errors in the workbook. You can use the Copy and the Paste commands. Now follow the instructions below: From the desktop as below. Note: You will most likely have a few or a lot more icons on your desktop screen but this is not important. Using your mouse double left click on the Contractor CIS Tool Kit icon, this will take you to the CIS folder. Alternatively you can find the CIS folder by going to the Documents folder where you will find the CIS folder within. Note: By now you should have carried out the instructions in the Enable Macros document (the Enable Macros PDF document in the CIS folder). If you have not done so you should do this now before you carry on. 2

3 You will see a screen similar to below. Next using your mouse double left click on the copy of the CIS Payments workbook that you created for this financial year when you were carrying out the CIS Folder Setup - this will open it. 3

4 You will see a screen similar to below. When the workbook opens you will be presented with the license dialogue box as above. You will see 3 options in the license dialogue box, choose one of the options and follow the instructions given. For now we will assume you want to evaluate the CIS Payments workbook, so using your mouse you will left click on the Evaluate CIS Payments workbook option to proceed. Note: The license dialogue box will not show after you have purchased a license and activated the CIS Payments workbook. The workbook will now fully open. 4

5 If the screen is not like below, using your mouse left click on the CIS ANNUAL worksheet tab to open it. Note: As you should have already done the setup the details you have entered during the setup will be showing, your name etc. Note: You will notice the shaded bar with NOTES written in it, if you move you mouse pointer over the bar in each column, information will be displayed on filling in details for that particular column. Note: As you are filling in details in this worksheet you may need to move around the worksheet to view all areas. You can do this by the following methods. To move the rows up and down you can use the scroll wheel on your mouse or using your mouse you can left click on the scroll bar up or down arrows. To move the columns sideways you can do this using your mouse and left clicking on the scroll bar side arrows. You can also use the arrows on your keyboard to move around the worksheet. You should now have the Deduction Statement in front of you for reference. 5

6 We will enter the data from the Deduction Statement we created in the Creating a Deduction Statement for a Subcontractor Payment tutorial, i.e. the Deduction Statement for John Smith. Using your mouse left click on the A9 cell. Enter the payment date that you are making the payment to the subcontractor on, as per the Deduction Statement. Note: Enter in the day number, then the first 3 letters of the month followed by the last 2 digits of the year. Example: For a payment made on the 9th April 2014 you would enter 9-Apr-14. Then press enter on your keyboard. Note: The enter key is usually located towards the right side of your keyboard roughly in the middle. It usually has ENTER on it or an arrow similar to this or it may have both the ENTER and the arrow on it. 6

7 Using your mouse left click on the B9 cell. In this column enter (in number format) the month that the CIS (tax) is due to be paid to HMRC for this invoice. Note: On the Deduction Statement this is the box labelled - Tax month end date. Note: Enter the month in numeric format. E.g. In this case we are using the month of May so you would enter this as 5. Then press enter on your keyboard. 7

8 Using your mouse left click on the SC ID worksheet tab. You should now see a screen similar to below. If you did not add this subcontractor to this list when you did the setup or if this is a new subcontractor that you need to add, you must do this now. 8

9 To add the subcontractor follow the below instructions. If you have added your subcontractors already including this one you can skip the steps below. Move down until you see the highlighted text as below and carry on from there. You should now see a screen similar to below. You should now see a screen similar to below. Now using your mouse left click in cell B7 or in the next blank cell down in this column. You may need to move the rows up or down to see the next blank cell. You can do this by using the scroll wheel on your mouse or by left clicking with your mouse on the scroll bar up or down arrows. You can also use the arrow buttons on your keyboard to move around the worksheet. 9

10 After you have selected cell B7 as above, enter the name of one of your current subcontractors as per the below examples. For a company named JB Electrix Ltd you would enter JB Electrix Ltd. For an individual named John Smith you would enter Smith, John. Press enter on your keyboard after you have typed in the subcontractor name. Note: It is important to enter the subcontractor name in the same format as in the examples above. For this tutorial we will enter an individual named John Smith. 10

11 Next using your mouse left click in the CIS tax rate column in the same row as the subcontractor that you have just entered and enter the CIS deduction rate for this subcontractor and then press enter on your keyboard. Note: Enter in numeric format e.g. for 20% you would type in 20 on your keyboard you do not need to add the % symbol as this is done automatically. Note: If the subcontractor is not subject to CIS Deductions (Gross Payment Subcontractor) you would leave this blank. Note: If you are not sure of the CIS rates for each of your subcontractors you should contact HMRC or your accountant. For this tutorial we will use a deduction rate of 20%. 11

12 Next using your mouse left click in the VAT % column in the same row as the subcontractor that you have just entered and enter the VAT rate for this subcontractor and then press enter on your keyboard. Note: Enter in numeric format e.g. for 20% you would type in 20 on your keyboard you do not need to add the % symbol as this is done automatically. Note: If the subcontractor is not VAT registered you would leave this blank. Note: If you are not sure of the current VAT rate you should contact HMRC or your accountant. For this tutorial we will use a VAT rate of 20%. 12

13 Add more subcontractors as above as required. Note: Remember that you can update the VAT and or CIS rates on this worksheet at any later date for any of the subcontractors if their details change. Note: If you do not wish to add all of your subcontractors now you can add them as and when you receive an invoice from them. 13

14 After you have finished entering your subcontractors, using your mouse left click in the box located just below and to the right of the Subcontractor heading (in the same column). 14

15 You should now see a menu open similar to below. Using your mouse left click on the Sort A to Z. You should now see a screen similar to below. Note: Now the subcontractors are in alphabetical order you should redo this step whenever you add new subcontractors. 15

16 Next using your mouse left click in the cell A10 and while holding the left mouse button down, move the mouse along the row until all the four columns are highlighted as below and then release the mouse button. Next using your mouse right click in one of the highlighted cells. 16

17 Using your mouse left click on Copy. You should now see a screen similar to below. Next using your mouse left click on the CIS ANNUAL worksheet tab. 17

18 Using your mouse left click in the C9 cell to select it. Next using your mouse right click in the C9 cell. You should now see a screen similar to below. Using your mouse left click on the Paste icon. 18

19 Note: Alternatively you can enter the details into these 4 columns manually as follows, using your mouse left click in one of the columns to select it and then enter the appropriate information and so on in each column. Note: It is very important that you enter this information exactly as it is in the SC ID worksheet, otherwise the figures for you month end return will not be correct. Next using you mouse left click on the J9 cell. In this column enter in the figure next to box A from the Deduction Statement. Note: This is the Invoice Total figure on the Deduction Statement. Then press enter on your keyboard. For this tutorial we are entering

20 Using your mouse left click on the K9 cell. In this column enter in the figure next to box B from the Deduction Statement. Note: This is the Materials figure on the Deduction Statement. Then press enter on your keyboard. For this tutorial we are entering

21 Now move across to the right side of the worksheet to see the rest of the columns if you do not already see them on your screen. Note: To move the columns sideways you can do this by using your mouse and left clicking on the scroll bar side arrows. You can also use the arrows on your keyboard to move around the worksheet. 21

22 Using your mouse left click on the O9 cell. In this column enter the Deduction Statement number. Note: This is found near the top right corner of the Deduction Statement. Then press enter on your keyboard. For this tutorial we are entering DS. 22

23 Using your mouse left click on the P9 cell. In this column enter the payment method that you will be using to pay the subcontractor. Note: This is on the Deduction Statement in the Paid by box near to the top right corner. Then press enter on your keyboard. For this tutorial we are entering BT. 23

24 Using your mouse left click on the Q9 cell. In this column enter the subcontractor invoice number. Note: This is on the Deduction Statement to the right side above the middle. Then press enter on your keyboard. For this tutorial we are entering

25 Now move back across to the left side of the worksheet. Note: To move the columns sideways you can do this by using your mouse and left clicking on the scroll bar side arrow. You can also use the arrows on your keyboard to move around the worksheet. 25

26 Using your mouse left click on the A10 cell. 26

27 Using your mouse left click on the File menu button. If you are using Microsoft Excel 2007 you will left click on the Office Button instead. The Office Button is the round button with the 4 small coloured boxes in it, which is located in the same position as the File menu button above. Note: Throughout this tutorial if we make mention of the File menu button, this should be taken to mean the Office Button if you are using Microsoft Excel

28 Using your mouse left click on the Save button to save the changes you have made. You should now see a screen similar to below. Using your mouse left click on the Close button to close the CIS Payments workbook. 28

29 Using your mouse left click on the Close button to close the CIS folder. Ok all done Screenshots used with permission from Microsoft 29