VAT Declaration – What Goes In and Out

Vendion provides the sales records

Vendion receipts, daily closes and accounting vouchers provide sales and output VAT records. The VAT return also needs information from the rest of your company's accounts, such as deductible input VAT on supplier invoices and any foreign purchases.

For ordinary sales and deductible purchases, the basic calculation is output VAT minus input VAT. Use your complete accounting system's VAT report for the return. Vendion's Moms tab configures order VAT; it is not a completed VAT return.

Select the correct reporting period

Your company's registration determines monthly, quarterly or annual reporting. Filing and payment dates depend on that registration and other circumstances. Check your company's dates on Skatteverket's Mina sidor and in its guidance on filing dates. Do not use the 26th as a universal deadline for restaurants.

Use the same period in Vendion, your accounting software and the return. A non-calendar financial year does not itself mean a different VAT reporting period.

Obtain the period's records

1. Check that the period's sales days have daily closes under Admin → Bokföring → Dagsavslut → X/Z-rapporter.
2. Check that accounting vouchers exist under Verifikat & export → Verifikat.
3. Go to Dagsavslut → Periodrapport.
4. Select Från and Till (From and To), then click Visa period.
5. Compare sales, payments and VAT. Investigate any reconciliation warning before using the records.
6. Select Ladda ner SIE for accounting vouchers and, if needed, Ladda ner PDF, Excel or CSV for the report.

The period report is based on closed Z-reports. SIE contains existing vouchers for the selected interval; exporting does not create missing vouchers. Open, unpaid bills are not included as completed sales.

If the direct integration has already sent vouchers to Fortnox, do not import the same entries as new vouchers through SIE. Check transfer status and use a consistent process.

Example: sales VAT and purchase VAT

Assume these combined sales for a period:

If the rest of the company's accounts show SEK 10,000 deductible input VAT, the difference in this simple example is SEK 17,500. It assumes no other VAT transactions or adjustments.

Compare the recorded VAT rather than calculating a new flat amount from total gross revenue. Discounts, returns, multiple rates and rounding affect the records.

Common fields in the VAT return

This is a selection; other transactions may require additional fields. Follow Skatteverket's instructions for completing the return and your accounting system's account mappings. A BAS account number is not a VAT return field number.

Reconcile items beyond ordinary sales

• Gift card issuance: Vendion's multi-purpose flow increases the gift card liability. Do not count it as additional taxable food sales. The purchase at redemption has its own VAT.
• Returns: check the return receipt, date and corresponding negative records. Distinguish a new return from correcting an earlier error.
• Loyalty: a POS discount and loyalty used as online payment affect the VAT base differently. Follow the voucher for the actual flow.
• Purchases and adjustments: handle supplier invoices, deductibility, imports and any benefits in the company's complete accounts.

If a submitted return is wrong

Correct the affected period and submit a new complete return for that period using Skatteverket's correction instructions. There is no general SEK 10,000 threshold allowing an error in a filed return to be moved to the next period.

Prepare corrected records with your accountant and keep the submission confirmation. Also check the tax account's payment information; exporting SIE or creating a Vendion report does not file or pay the VAT return.