Preparing for Brexit with Platinum

Summary

From January 1st 2021 the UK is leaving the EU and therefore there will be new rules coming into effect for the import and export of goods to and from the UK.

This article explains the changes we are making to Platinum to assist your business to comply with the new regulations

Please ensure you are on the latest version of Platinum as indicated by each stage.

More Information

Changes to Platinum are being implemented in stages. The details and planned release date of each of the stages are listed below:

Stage 1 - Commodity Codes

The addition of fields to Stock Properties and Unit Properties to allow you to record the Country of Origin and Commodity Code on your stock and unit records.

Please update your Platinum system to ensure you are on version 14.12.2020 or later.

Please see How do I enter a commodity code? for instructions on how to enter the information on your stock and unit records.

Please note that currently there is no option to apply codes en masse. This option will be added in the future and will require a chargeable import (only available to customers with the Data Import module). If you would like to register interest in this option please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information. In the meantime you may wish to follow the advice to complete the details on your frequent sellers or advise staff how to edit the fields within an individual stock code or unit prior to raising an invoice.

We expect to have the chargeable option available in early January 2021.

Stage 2 - Customer Changes

The addition of a customer attribute for export customers and the defaulting of EC customers to Zero Rated VAT.

Please update your Platinum system to ensure you are on version 22.12.2020 or later.

Export Attribute

A new customer attribute will be added to your Platinum system. You will need to allocate the 'Export Customer' attribute to the relevant customers. This controls whether Commodity details will be printed on the documents listed below.

Please see How do I assign attributes to a customer?.

VAT Rate

You will need to check your existing customer database to ensure that relevant EC customers are correctly categorised as Zero Rated for VAT. Prior to January 1st 2021, unless you had a customer's VAT Registration Number, VAT at the prevailing UK rate would be applied to customer transactions.

To produce a list of all EC customers please go to " Reports & Settings Reports Accounts Report Generator"

• Enter 'ECV' and click [Search].
• Select 'EC Customer Settings' and click [Start].
• Press [F2] to print the list or change the view in the bottom left hand of your screen from 'Document' to 'Table'.
  • Press <Ctrl+P> and select [Excel].
• Check your customer list to ensure the country code shown is still correct.
• Those marked as 'Check Account' should be reviewed as their VAT rate is not currently set to be Zero Rated but they are in a current EC Member country.

If you have work in progress for a customer as of December 31st 2020, e.g. a workshop job with parts booked to it, a unit sales order or an uninvoiced parts quote or order, the VAT Rate applicable to the customer at the time the goods were added to the order will be applied when you raise the invoice. You are advised to check your document carefully before producing the final invoice.

If you charge VAT in error please see this article for how to credit the VAT element of an invoice.

If you would like to change all EC customers en masse (only available to customers with the Data Import module) please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page to request a chargeable import.

From 1st January; newly created EC customers will automatically have their VAT Rate defaulted to Vat Rate 2 - Zero Rated. You must be on the latest version of Platinum for this change to be implemented.

Customer EORI Number

Currently there is not a designated field to store this information so we advise you to use the fifth Notes line within the [Detail] tab of the customer account.

• Go to " Reports & Settings Maintenance Options System Administrator Platinum Settings".
• Enter 'notes prompt' at "Search on".
• Select the "Customer notes prompt" to edit and click [Edit].
• Enter 'EORI No.' then click [OK].
• Click [Done] and [Accept].

Within the customer account, enter their EORI number in the "notes" field alongside the 'EORI No.' prompt.

You should enter your company EORI number into the header details on your print records. This will ensure it prints at the top of your document. See How do I add header and/or footer text to documents? for instructions. Make sure you enter this information into each print record you print through e.g. 01, 90, 91, 92 and any others you may use.

Stage 3 - Document Changes

The addition of the option to print Commodity information on documents.

Please update your Platinum system to ensure you are on version 04.01.2021 or later.

Additional fields have been made available to allow Commodity details to be printed on the following document formats:

• Stock Control Full Invoice, Credit Note, Quotation and Delivery Note.

Due to their limited size commodity details will not be available for Slip Print receipts.

• Sales Order Processing Full Invoice, Credit Note, Pro Forma, Confirmation and Delivery Note.
• Unit Sales Quotation, Sales Order and Invoice.
• Workshop Full Invoice, Credit Note and Quotation.

Please update your Platinum system to ensure you are on version 04.01.2021 or later.

You should then Contact your Platinum dealer or our support team on 0116 230 1500 or by using our website support contact page to advise that you require the new formats adding to your system.

Please note these formats will replace your existing document formats. If you have bespoke documents there will be additional charges to amend your formats to include the new fields for Country of Origin, Commodity Code, Weight and Total Weight. Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information.

Stage 4 - VAT Reporting

Changes to the way VAT is reported do not come into effect until April 2021. Further information and updates to Platinum will follow as we approach the point it is required. Check this article for updates!

FAQs

• Q. Can I apply commodity codes to a range of items in one go?
• A. Currently there is no option to apply codes en masse. This option will be added in the future and will be chargeable. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information.

• Q. Can I update my EC Customer records from a file?
• A. You are advised to print the report as described above. You can then ensure you have personally checked the records, for customers you export goods to, are set up correctly under the new trading terms. Please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page if you wish to discuss a chargeable import to update the records.

• Q. How do I ensure my documents will print the new fields?
• A. Please contact our support team on 0116 230155 or email support@catalyst-uk.com to advise that you need this ability adding to your system. We will have some standard layouts which we can load onto your system for you. If you have bespoke documents please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page for more information as changes may be chargeable.

• Q. How do I record additional charges on an invoice and Incoterms e.g. Freight or Insurance?
• A. These items should be added as a non-moving part. Please see How do I Create Non-Moving Items?

• Q. Can I print a list of items and units by Commodity Code?
• A. This facility, along with a sales report, will become available in a future release of Platinum.

• Q. Can I print packing information on a delivery note?
• A. As listed in Stage 3, there will be some standard formats which will print weight and total weight on them. There is currently no facility to print packaging information on documents. Further developments may follow in the future. If you have specific requirements please Contact your Platinum dealer or our sales team on 0116 230 1500 or by using our website sales contact page to discuss the charges for additional changes.

See also

• Downloading a Platinum update
• How do I check when I last had a Platinum update?
• How do I enter a commodity code?
• How do I ensure commodity details print for specific customers?.
• How do I Create Non-Moving Items?
• How do I show freight and shipping charges on an invoice?

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Keywords AND Misspellings

brexit, ec, vat, zero rate, zero rated, exports, trade deal, imports, update, commodity