How to File VAT Returns Digitally

In the administrative settings, it is determined which VAT model applies (Dutch, German, or Belgian), for which administration the VAT return is provided ('Process VAT/ICP in') and with what frequency ('Process VAT/ICP per': month, quarter, or year). This article is intended for companies using the Dutch VAT model.

Step 1: Select the VAT year

Open the Value Added Tax module and select the relevant VAT year for which you want to file the return. The choice determines which VAT transactions are included in the return.

Step 2: Select the period

Select the period: the month, the quarter, or the year. MKG then collects the financial transactions of the relevant period. If there are unprocessed financial transactions, this is clearly indicated. These transactions must be processed first before the VAT return can be filed.

Step 3: Submit the VAT return

With the Submit VAT Return button, you can then file the VAT return digitally. The data of the 'VAT Return' type associated with the selected VAT year and period are sent to Digipoort, the Dutch government's electronic mailbox, with the press of this button.

Test first: the proforma return

Click on Submit VAT Return. The 'Submit VAT Return' window appears. Here you have the option to first (technically) test the return to be sent. Check the 'Create Proforma' option and click OK.

• In addition to the 'Revenue and Value Added Tax Data' tab, the 'VAT Returns' tab is now also available.
• In the Detail of the 'VAT Returns' tab, a short summary screen of the return appears. No return is sent yet.
• In the line that appears in the return screen, the message (xml) can be technically analyzed.

Actually send the VAT return

Make sure the 'Create Proforma' option is unchecked and click on Submit VAT Return. In the Detail of the 'VAT Returns' tab, the return sent to Digipoort appears under 'Declaration'. The list shows the status of a return:

• '0 Initial': when creating a return record within MKG and offered to Digipoort.
• '1 Delivered': if the end status returned by Digipoort at that moment is 100, 105, 110, or 200.
• '2 Accepted': if the end status returned by Digipoort at that moment is 301.
• '3 Delivered to BD': if the end status returned by Digipoort at that moment is 400, 405, or 500.
• '4 Proforma': creating a return within MKG but not sending it to Digipoort.
• '5 Rejected'
• '6 Error at government service internally': if the end status returned by Digipoort at that moment is 410, 420, or 425.
• '7 Error in return data': if the end status returned by Digipoort at that moment is 510.
• '8 Error in submission message': if the end status returned by Digipoort at that moment is 210, 230, 311, 321, or if an error message is returned.
• '9 Error in submission': if, for any reason, no connection can be made with Digipoort.
• '10 Unknown error/status': an unknown status code received from Digipoort.

Step 4: Check the VAT return status

If a return has status 0, 1, 2, or 3, you can check via the Request Submitted VAT Return Status button whether a return has a new status. If a return shows one of the statuses 4 to 10, it is possible to resend the return. Of course, the reason for rejection or the error is important. This can be derived from the status returned by Digipoort. In the Detail, the statuses reported back by Digipoort are shown.

Troubleshooting

What to do after an incorrect return?

The status code returned by Digipoort after submitting the VAT return results in a status 0 to 10 in MKG. With an error message from status 5, it is possible to resend the return. The reason for the error message can be derived from the description of the status code from Digipoort in the Detail of the 'VAT Return' tab.

To resend the return, you must first open the VAT period. This is automatically closed when the return is sent.

Where can you find the payment reference for the VAT return?

The VAT will eventually need to be paid. For this, you need a payment reference from the Tax Authorities. Each company receives a letter at the end of each year with the declaration period and the payment reference for each period. You can also look up the payment reference online via this link or after logging in to Tax Authorities Business via 'VAT' » 'VAT Return'.

Why are the content and details of the VAT return not visible?

If the VAT return has been submitted via MKG, you will see the text "Submitted via software on ..." after logging in to the Tax Authorities Business. In this case, no detailed content of the return is available on this website. Be aware that VAT returns made in MKG are only visible within the software, specifically on the 'VAT Return' tab. The content displayed on this tab is not regenerated but is the presentation of a physical file stored in the database.

If the VAT return is entered on the Tax Authorities website, the text "Submitted on ..." will be shown. These returns can be consulted on the website in terms of content.