How to Extract the VAT Recapitulative File from SFM
As from 1 January 2010, the rules for Recapitulative Statements in the VAT Act (Chapter 406 of the Laws of Malta) came into effect. SFM fully supports this new requirement and you can export the file directly from SFM ready to be imported on the Government Portal.
Setting up VAT Codes for Recap Statements
To address these rules in SFM, four fields have been added to the VAT Codes setup in Support Menu > Vat Codes.
- VAT Mode: this field identifies the type of the supply (Goods or Services).
- VAT Category: this field identifies between Normal Trade, Reverse Charge Trade and Triangulation Trade
- Marker and Remarks: these fields are used to mark those VAT codes that need to have a brief reference to the provision in the ACT or the appropriate provisions of Directive 2006/112/EC. Eg. A marker * is printed near the VAT rate and the description below will be included on the invoice.
Only those VAT Codes that fall under the Recap rules have to be linked to a VAT Mode and VAT Category.
Create the Recap file to be submitted to the VAT Department
- From the VAT Table Screen (Current Year > Nominal > Vat Table), click on the Printer Button and select Recapitulative Statement.
- In the Recapitulative Statement screen select the Date Range, select the VAT Codes, and then create the text file by clicking on the 'Export recapitulative declaration' button.
- The Text file is now exported and ready to be uploaded on the Government Portal.
For any assistance how to upload the file on the Government Portal, we recommend you contact CFR Services.
Warning Messages
Error: Cannot select a Vat Code which does not have a Mode and a Category. Please set the mode and category from the Vat Codes Support File.
Solution: The VAT code that is being selected does not have a VAT mode or VAT Category linked to it. Refer to How to set up the VAT Codes above.
Error: No Vat Codes Tagged.
Solution: VAT Codes have to be selected before creating the text file.
Data Validation
The VAT numbers are validated and have to be in the format:
- 2 character for the country code followed by the identification number.
- No spaces or dashes are allowed.
MT12345678 ✓MT1234 5678 ✘MT1234-5678 ✘
Related Articles
How to send statements with the e-Reports module
The e-Reports module for SFM automates the distribution of several types of statements and documents from SFM to multiple clients via e-mail or print. Many report types in SFM make use of the e-Reports module. You will know that the module is ...How do I Re-Print a Closed VAT return?
SFM provides an option to re-print VAT reports for proceed VAT returns whenever required. When you run a VAT return on SFM, the system allocates a unique return number and archives all the transactions linked to this return number so all the ...An overview of the e-Reports module in SFM
The e-Reports module for SFM is an add-on solution that automates the distribution of statements from SFM to multiple clients via e-mail or print. The cost- and time-saving functionalities of the module give you the ability to send statements en-mass ...Cannot archive VAT Return due to unprocessed transactions in SFM gateway
Problem Archiving VAT return and not allowing user due to unprocessed transactions in SFM gateway. The SFM Gateway has transactions that are pending import. Environment SFM Gateway in SFM. Solution Open SFM. Go to Current Year > Utilities > Import ...How can I control different VAT codes on the same consignment?
There are two main options to control VAT codes while posting a consignment. These can be set up depending on the type of trade performed by the company. The two settings are the following: Option 1: Default VAT code set on the Supplier The setting ...
Recent Articles
Attaching Images to Stock Cards in SIMS
SIMS (Shireburn Inventory Management System) allows you to attach images and other documents directly to a stock card. This feature provides a convenient way to view item-related files, such as product images, specifications, manuals, or ...SFM: How to Issue a Credit Note
A Credit Note can be used to reverse an invoice that has been posted incorrectly in SFM. This allows you to adjust or cancel the original transaction while maintaining a complete audit trail. Creating a Credit Note To create a Credit Note, navigate ...How to generate a Report by Transaction Type and Analysis Code
Generating a Report by Transaction Type in SIMS Navigate to SIMS > Reports > Miscellaneous > Analysis Code. From this screen, select the desired Transaction Type to apply as a filter. If a summarized version of the report is required, tick the ...How to Set Off a Client / Supplier
The Set Off functionality in SFM allows you to offset outstanding balances between a client and a supplier when the same entity exists in both roles. This feature is particularly useful when a company has pending sales invoices due from a client, ...Exporting or Importing Documents in Windows App
Using the Correct Redirected Path When connected through the AVD Windows app, you must export or import files using the redirected drives. Internal AVD paths (such as C:\Users or Desktop inside the session) do not allow saving and will cause ...
Popular Articles
How do I process an End Of Year in SFM?
Overview SFM allows posting into two financial years simultaneously. This means that users do not need to finalise 2025 before starting to post entries into 2026. The end of year procedure will move the “Current Year” data into the "Previous Year". ...Do I need to Process an End-of-Year in SIMS?
SIMS does not require an end of year procedures to be run. However, SIMS controls users to only allow posting of transactions, such as sales invoices, cash sales, adjustments and purchases, within a range of dates referred to as the Posting Period. ...How to reset your Shireburn remote desktop service (RDS) account password
The password for the Shireburn RDS Account used to connect to RDS server is set to expire after 90 days. A notification is provided to the user daily starting 5 days prior to the expiry date. In order to change password, the following steps need to ...How to setup a System Control Account in SFM? (Bank Account, Cash Account, Stock Control, etc...)
Create the Account in your Chart of Accounts as seen below. Please make sure you use the code depending on your Heading and Sub-Heading digits. After creating the account, you need to specify the account as a System Control Account. Go to Support > ...SIMS - User Manual
The attached PDF includes the necessary functions and features of SIMS to get you started. SIMS User Manual.pdf