VAT/Sales Tax Reconciliation

Cointab automates VAT/sales tax reconciliation to match authority statements with books and identify gaps, duplicates, errors, timing differences, and unreported transactions.

By Vishwesh Sarkar

• 12 articles

How can I view the details for a matched transaction?

Short Answer: Open the matched row from the results list to display the Matched transaction details modal which shows Match basis, both Books and VAT rows, totals and 'Unmatch'. PreRequisites 1. Reconciliation results are visible. 2. The transaction is shown in the result list e.g., Fully matched. Steps 1. On the results page, open the tab containing the match e.g., 'Fully matched'. You see the list of matched transactions. 2. Click the transaction row or its row action you want to inspect. The 'Matched transaction details' modal opens. 3. In the modal, review the 'Match basis' area shows 'Reference ID' + 'Amount' and the two sections: 'Books / ledger transactions (Books)' and 'VAT / sales tax statement transactions (VAT / sales tax statement)'. You see both rows, invoice numbers, VAT amounts and the Difference at the bottom. 4. If needed, use the 'Unmatch' button in the modal to break the match. The modal shows an 'Unmatch' button and the match can be removed. Troubleshooting 1. Clicking the row does not open the Matched transaction details modal. LikelyCause: You may be on the wrong tab or the table row action is required. Action: Switch to the correct tab e.g., 'Fully matched' and try clicking the row action or the row itself again. Note: Modal header text is 'Matched transaction details' and shows match totals and a Difference line.

Last updated on Sep 09, 2026

How do I add supporting data or attach a report to a reconciliation?

Short Answer: Use '+ Add supporting data' under the file panels to add extra files, or click '+ Add report' at the bottom to attach a report placeholder. PreRequisites 1. You are on the VAT / sales tax reconciliation setup page. Steps 1. Open the VAT reconciliation setup page and locate the Books / ledger and VAT / sales tax statement panels. Panels are visible with '+ Add supporting data' links under them. 2. Click '+ Add supporting data' to upload additional files that support the reconciliation. A file selector or upload dialog appears to add files. 3. To attach a report, click '+ Add report' at the bottom of the page. A report placeholder is added to the setup. 4. Configure any newly added files if required and then run reconciliation. New data is included in the reconciliation. Troubleshooting 1. New file not applied to a run. LikelyCause: File was added to the wrong panel or not configured. Action: Confirm file appears under the correct panel, open Configure file and map fields, then re-run. Note: Supporting data is added below the main file panels; ensure supporting files are mapped if used in matching.

Last updated on Sep 08, 2026

How do I change the Tax account name or Period before running a reconciliation?

Short Answer: Edit the 'Tax account name' or 'Period' fields at the top of the setup page, then run the reconciliation for the updated values. PreRequisites 1. You are on the VAT / sales tax reconciliation setup page. Steps 1. Open the VAT / sales tax reconciliation setup page. You see 'Tax account name' and 'Period' fields near the top. 2. Click inside the 'Tax account name' field example shows 'VAT Reconciliation' to change or remove the current selection. You can select a different tax account or clear the current one. 3. Click the 'Period' field example shows 'May2026' to set the desired period. The period is updated to the chosen value. 4. After updating, click 'Run reconciliation' to run for the selected Tax account and Period. Reconciliation runs for the updated selections. Troubleshooting 1. Field does not accept edits. LikelyCause: Selection may be fixed or you lack permission to change it. Action: Try clearing the selection using the 'x' on the chip and reselect; contact an admin if you cannot change it. Note: The selected Tax account and Period appear as chips with an 'x' to clear the selection.

Last updated on Sep 08, 2026

How do I download, share, copy, or delete a reconciliation/report?

Short Answer: Use 'Download report' to export, or open the three-dot menu to access 'Share', 'Copy reconciliation', 'Delete records' and 'Delete report'. PreRequisites 1. You are on the reconciliation results page. Steps 1. Open the reconciliation results page you want to act on. Top-right action buttons are visible 'Add files & update report' and 'Download report'. 2. To download the report, click 'Download report'. A download starts or a download dialog opens. 3. To access more actions, click the three-dot menu near the top-right to open the popover menu. Menu displays 'Share', 'Copy reconciliation', 'Delete records', and 'Delete report'. 4. Select the desired action from the menu for example 'Share' or 'Delete report'. The selected action executes or a follow-up dialog appears. Troubleshooting 1. I cannot find the three-dot menu or 'Download report' button. LikelyCause: You're not on the results page or browser viewport is too small. Action: Navigate to the reconciliation results page and look at the top-right near the avatar; expand your window if needed. Note: 'Delete report' appears in red in the menu as shown in the popover.

Last updated on Sep 08, 2026

How do I filter the Fully matched list to find specific transactions?

Short Answer: Click '+ Add filter' above the list, choose the field and value you want to filter by, then apply it to narrow the results. PreRequisites 1. A reconciliation run has completed. 2. You are on the 'Fully matched' tab. Steps 1. Open the reconciliation results page and select the 'Fully matched' tab. The Fully matched list is visible. 2. Click '+ Add filter' above the list. A filter control opens where you can pick a field and value. 3. Choose a field for example Date or Reference / Identifier and set the filter criteria. The list updates to show only rows that match the filter. 4. Clear or remove filters to return to the full list. All matched rows reappear. Troubleshooting 1. Filter returns no results. LikelyCause: No transactions match your criteria. Action: Remove or broaden the filter criteria and try again. Note: Use filters to quickly locate specific invoice numbers or date ranges within the matched lists.

Last updated on Sep 08, 2026

How do I map multiple Reference / Identifier columns so the reconciliation uses both?

Short Answer: In the Configure file modal open the 'Reference / Identifier' selector and choose one or more columns e.g., 'Invoice No' and 'Column_4', then verify in 'Live normalized preview'. PreRequisites 1. File is uploaded and Configure file modal is open. Steps 1. Open Configure file for the VAT or Books file. Data preview and field mapping controls are visible. 2. Locate the 'Reference / Identifier' selector on the right-hand mapping panel. The selector shows currently selected columns or a placeholder. 3. Click the selector and add the columns you want e.g., click 'Invoice No' then 'Column_4' so they appear as chips. Both columns appear as selected chips under 'Reference / Identifier'. 4. Check 'Live normalized preview' to confirm how the combined reference will look for sample rows. Preview shows the combined reference strings for sample rows. Troubleshooting 1. Combined reference is duplicated or formatted incorrectly. LikelyCause: Selected columns contain inconsistent formats or duplicate data. Action: Try selecting only the most reliable identifier column, or standardize the source file before configuring. Note: The Matched transaction details show the Match basis 'Reference ID + Amount' when identifier and amount are used together.

Last updated on Sep 08, 2026

How do I run a VAT reconciliation?

Short Answer: Confirm Tax account name and Period, ensure Books and VAT files are uploaded and configured, then click 'Run reconciliation'. PreRequisites 1. At least one Books file and one VAT / sales tax statement file uploaded. 2. File mappings configured Date, Tax amount, Reference / Identifier. 3. Tax account name and Period selected. Steps 1. Open the VAT / sales tax reconciliation setup page and confirm the 'Tax account name' and 'Period' fields. Tax account name and Period are visible example: 'VAT Reconciliation' and 'May2026'. 2. Verify Books and VAT files are present and configured in their panels. Configured files e.g., UK_VAT_Internal.xlsx and UK_VAT_Return.xlsx are listed. 3. If you need to replace or add files first, click 'Add files & update report'. Upload/configure flow opens to update files. 4. Click the green 'Run reconciliation' button in the top-right. System runs and the results page loads showing summary cards and transaction lists. 5. Review the results on the reconciliation results page cards and tabs. Cards for Total, Fully matched, Partially matched, and Unmatched appear with counts and totals. Troubleshooting 1. Clicking 'Run reconciliation' appears to do nothing. LikelyCause: Required files or mappings are missing or fields are empty. Action: Confirm both files are uploaded and configured and that 'Tax account name' and 'Period' are set; then click 'Run reconciliation' again. 2. Results show unexpected or large Difference. LikelyCause: Wrong column mapped for Tax amount or Reference / Identifier. Action: Re-open Configure file for each file and verify 'VAT Amount GBP' is selected as Tax amount and correct Reference columns are chosen; then re-run. Note: Run results include Recon ID and timestamp e.g., 'Recon ID: 139 • Run on Sep 4, 2026 • 5:57 PM'.

Last updated on Sep 08, 2026

How do I unmatch a matched transaction?

Short Answer: Open the Matched transaction details modal for the pair and click the red outlined 'Unmatch' button in the Match basis area. PreRequisites 1. The transaction is shown as matched in the results list. 2. You can open the Matched transaction details modal. Steps 1. Open the matched pair in the Matched transaction details modal from the results list. The Matched transaction details modal opens. 2. Confirm the rows you want to unmatch by reviewing the Books and VAT rows in the modal. You can see invoice numbers, VAT amounts, and the match basis. 3. Click the red outlined 'Unmatch' button in the Match basis area. The match is removed and the modal updates or closes. 4. Return to the results page and verify the transaction moved to 'Unmatched' or 'Partially matched' as appropriate. Totals in summary cards update to reflect the change. Troubleshooting 1. I don't see the 'Unmatch' button in the modal. LikelyCause: You may be viewing a different match type e.g., partial match or lack permission to change matches. Action: Ensure you opened a fully matched pair; if still missing, check your permissions or ask an admin. Note: The 'Unmatch' button is visible in the Matched transaction details modal and is shown with a red outline.

Last updated on Sep 08, 2026

How do I upload and configure my Books and VAT / sales tax statement files for VAT reconciliation?

Short Answer: Upload each file into the Books / ledger and VAT / sales tax statement panels, then open Configure file to map Header row, Date, Tax amount, and Reference / Identifier. PreRequisites 1. Be signed in to the app. 2. Have your Books file and VAT / sales tax statement file ready. 3. You can edit file mappings permission to configure files. Steps 1. Open the VAT / sales tax reconciliation setup page and confirm you see the Books / ledger and VAT / sales tax statement panels. Two panels labeled 'Books' and 'VAT / sales tax statement' and their file placeholders are visible. 2. Add your Books file by clicking the dashed area or '+ Add more files to Books' and select the file example shown: UK_VAT_Internal.xlsx. The Books file appears in the Books panel. 3. Add your VAT file by clicking '+ Add more files to VAT / sales tax statement' and select the file example shown: UK_VAT_Return.xlsx. The VAT / sales tax statement file appears in its panel. 4. Open Configure file for the Books file by clicking the pencil icon on the Books file card. The 'Configure file - Books' modal opens with Data preview and mapping controls on the right. 5. Map the Books file fields: set Header row if needed, Date e.g., 'Invoice Date', Tax amount = 'VAT Amount GBP', and Reference / Identifier = 'Invoice No'. Live normalized preview updates to show Date, Reference and Tax amount from Books file. 6. Open Configure file for the VAT / sales tax statement and map Header row, Date = 'Return Date', Tax amount = 'VAT Amount GBP', and Reference / Identifier select 'Invoice No' and/or 'Column_4' as needed. Live normalized preview shows VAT rows with the chosen Reference and Tax amount. 7. Close the configure modal and confirm both files remain in their panels. Both configured files are listed in their respective panels and ready for reconciliation. Troubleshooting 1. The column I need isn't listed in Reference / Identifier. LikelyCause: Header row index is incorrect or the file's header row is not selected. Action: Open Configure file and change the 'Header row' value to the row containing your column headers or use 'Add column' if you need to create a derived column. 2. Live normalized preview shows wrong values. LikelyCause: Wrong mapping selected for Date or Tax amount. Action: Re-open Configure file and re-select the correct columns e.g., 'Invoice Date' and 'VAT Amount GBP'. Verify in 'Live normalized preview'. 3. File doesn't appear in the panel after upload. LikelyCause: Upload failed or file was added to the wrong panel. Action: Re-run upload by clicking '+ Add more files to Books' or '+ Add more files to VAT / sales tax statement' and confirm the file name appears in the correct panel.

Last updated on Sep 08, 2026

What do the Fully matched, Partially matched, and Unmatched cards mean?

Short Answer: Each card summarizes how many Books / ledger and VAT / sales tax statement transactions matched and the totals; Difference shows any mismatch amount. PreRequisites 1. A reconciliation run has completed and results page is visible. Steps 1. Open the reconciliation results page and locate the summary cards at the top Total, Fully matched, Partially matched, Unmatched. You see totals and transaction counts for each category. 2. Read each card: it lists 'Books / ledger' totals and 'VAT / sales tax statement' totals plus counts and a Difference value. For example, 'Fully matched' shows equal totals and Difference 0.00. 3. Click a card or use the tabs 'Fully matched', 'Partially matched', 'Unmatched' to see the detailed lists. Detailed transaction rows appear below for the selected category. 4. Use the detailed lists to inspect individual matches and to open the Matched transaction details modal for specific rows. You can drill into transactions to see matching details. Troubleshooting 1. All cards show zero or blank values. LikelyCause: No reconciliation run completed. Action: Click 'Run reconciliation' to run the reconciliation or 'Add files & update report' to upload files first. Note: Fully matched typically means both sides have identical totals and counts; Unmatched shows items without a match.

Last updated on Sep 08, 2026

What is the 'Live normalized preview' in Configure file and how do I use it?

Short Answer: Live normalized preview shows sample rows of how your chosen Header row and mapped fields Date, Reference, Tax amount will appear after normalization. PreRequisites 1. File is uploaded and Configure file modal is open. Steps 1. Open Configure file for the file you want to check. Data preview and mapping options appear. 2. Map Header row, Date (optional), Tax amount and Reference / Identifier. Mappings update and affect the preview. 3. Scroll to the 'Live normalized preview' section on the right to inspect sample normalized rows. Preview shows Date, Reference and Tax amount for sample rows. Five rows are shown in the screenshots. 4. Adjust mappings if preview doesn't match expected output and re-check until correct. Preview reflects corrected mappings. Troubleshooting 1. Preview shows incorrect or empty fields. LikelyCause: Header row selection or field mapping is incorrect. Action: Change the 'Header row' value or remap the fields and verify the preview updates. Note: 'Live normalized preview' helps confirm mappings before running reconciliation.

Last updated on Sep 08, 2026

Why is my reconciliation showing a non-zero Difference or many unmatched transactions?

Short Answer: Non-zero Difference means some records didn't match — check Unmatched list, verify Reference / Identifier and 'VAT Amount GBP' mappings, and re-run after fixes. PreRequisites 1. A reconciliation run has completed and results page is available. Steps 1. Open the reconciliation results page and inspect the 'Unmatched' card and 'Difference' value. You see the difference amount and how many transactions are unmatched. 2. Click the 'Unmatched' tab to list the specific transactions that failed to match. A list of unmatched rows is displayed for investigation. 3. Open Configure file for both Books and VAT files and confirm 'Tax amount' is set to 'VAT Amount GBP' and Reference / Identifier columns are correct. Mappings reflect the proper tax and reference columns. 4. Fix file data or mappings e.g., correct reference formats or add missing rows, then re-run reconciliation. Difference reduces or resolves after a successful run. Troubleshooting 1. Transactions present in Books but not in VAT file. LikelyCause: VAT / sales tax statement is missing rows or file is incomplete. Action: Upload the correct VAT file or add missing rows via '+ Add more files to VAT / sales tax statement' and re-run. 2. Amounts do not match for the same reference. LikelyCause: Tax amount column mis-mapped e.g., net amount chosen instead of VAT. Action: Open Configure file and select 'VAT Amount GBP' for Tax amount in both files, then re-run. Note: Example shown: Total Books 64,950.36 vs VAT 62,774.44 with Difference 2,175.92.

Last updated on Sep 08, 2026