How do I use the VAT return for Xero GLOBAL?

Learn how to use the VAT reporting for Xero organisations based in Malta.

Xero does not yet provide a VAT report for GLOBAL versions of their software. DataDear can help business owners or accountants looking for a better way to manage the VAT reporting.

This article covers the following:

:bulb: NOTE
This functionality is currently only available for Malta-based companies - if you are interested to extend this functionality in your country, get in touch with DataDear support or with your account manager.

DataDear will help you save time by automatically producing your report in the correct
format. Better yet, it will automatically handle exceptions, identify late entries added to a
previously submitted period, and convert all values to Euro’s.

If you work with multiple clients you can re-use your mappings across any Xero organisation.

Mapping the Tax rates

This task is an important first step and only needs to be done once per company. Mapping the tax rates to the VAT return will ensure all the transactions in the system are assigned to the correct box in the VAT return.

  1. Login to DataDear web Dashboard using your credentials.

  2. Click on the VAT Reporting tab in the menu.

  3. Select the Map Tax Rates button next to the organisation you wish to use.

  4. Select the Reporting Country and choose Continue. If there is a message that the organisation is disconnected, you will need to reconnect this from the Organisations tab before starting the mapping process.

  5. The VAT form of the selected reporting country is presented on screen.

  6. For each box select the rates to include / associate with this box.

:information_source: TIP
You can map multiple rates to one box or multiple boxes with the same rate (for example when using reverse charge)

  1. Once you have correctly mapped your rates, use the Show Unmapped Tax Rates to ensure you haven’t missed any rates. You may also move the remaining to out of scope (transactions with these these tax rates will be ignored when compiling the report).

  2. Choose the Continue button to review all mapped tax rates.

  3. You may save this mapping as a template. This can be reused across the practice by all users having access to this company within the DataDear. account

View & Edit Mapping

You may need to view and / or edit the mapping of an organisation in case where tax rates have changed or there was a mistake in the mapping.

Choose the respective button next to the organisation and follow the same above steps to change the tax rate mappings.

Generate the Tax Report

Once the mapping is ready, you may proceed to generate the tax report.

  1. Select the Tax Reports button next to the organisation you wish to use. This is activated once the Tax Rates have been mapped.

  1. Choose the reporting from - to dates using the provided calendar.

  2. Use the Generate and Send button to start the process.

  3. You will receive an email once the report has been completed - this email will contain a link to download the report. The download links are also available within the Tax Report page.

:warning: NOTE
The report remains available for 7 days before it is automatically deleted from the system. Deleted files cannot be restored and the download link will no longer be available.

  1. The tax report page also shows all previously generated reports including the reporting details and when this was downloaded.

  2. You can generate this report as many times as required - you may then use the the Mark as last submitted button in this table when a version is ready to submitted to the authorities. This timestamp is used to handle any exceptions - i.e. when DataDear detects entries that were created after the submitted date with an earlier transactional date.

The VAT Report

To access and use the VAT Report:
  1. Use the provided link (in the email or directly in the VAT page) to download a .zip file

  2. The zip file contains an Excel workbook with 4 tabs:

  • VAT Return - This sheet is filled in Malta VAT return ready for review.

  • Detailed VAT Return - This is the DataDear feed showing all the figures and transactions on which the VAT Return is being computed. This sheet cannot be refreshed.

  • Exceptions Report - Any transactions having the created date after the previous VAT return and the transactional date before it was generated will be logged in this sheet. See below on what qualifies as an ‘exception’.

  • Additional Values - This sheet is confirming the selected report period, the generated date and the VAT Control Account Code.

  1. When the VAT Return is ready to be submitted with the authorities, you will need to manually copy the figures using the tools provided by the local VAT Department.

:information_source: NOTE
Discussions with local authorities are ongoing to open the VAT api so this form can be submitted electronically.

What Qualifies as an Exception?

Exceptions are transactions that should have been included in previous VAT Reporting periods but where not. These are a few examples of such cases:


Date: 30 April 20XX

  • Accountant/User generates DataDear VAT report for the period 1 January 20XX up to 31 March 20XX (being the organisation’s first VAT report).

  • DataDear will pull all transactions created from the beginning of time up to 30 April 20XX (i.e. created date).

  • DataDear will report transactions created with a transaction date that falls in the period between 1 January up to 31 March 20XX in the VAT report.

  • Since this is the first time the report is generated, the VAT report will be generated with no exceptions (given that there are no previous reports to refer to).

  • On 30 April 20XX the accountant/user submits VAT return to the local authorities and immediately marks the VAT report as “submitted” on the DataDear portal (this step records a VAT return submission timestamp, which is used in subsequent periods to identify exceptions).

Date: 1 June 20XX

  • Accountant/User enters invoice on XERO with transaction date 31 March 20XX. (creation date: 1 June 20XX, transaction date: 31 March 20XX)

  • Since the report was generated and marked as submitted on 30th April, this transaction was naturally left out from the first VAT report (i.e. 1 January 20XX to 31 March 20XX).

Date: 30 July 20XX

  • Accountant/user generates DataDear VAT report for the period 1 April 20XX up to 30 June 20XX (being the organisation’s second VAT report)

  • DataDear will review all transactions created from the beginning of time up to 30 July 20XX.

  • DataDear will report transactions created with a transaction date that falls between 1 April 20XX to 30 June 20XX in the VAT report.

  • DataDear will also report 1 exception in a separate tab (the invoice posted on 1 June 20XX). DataDear will NOT automatically adjust the generated VAT report but will inform the user of this exception, following which the user has to approach through one of the following:

    • Option 1 : Include the exception in this VAT period, by amending the transaction date in Xero and re-generating the DataDear VAT report OR
    • Option 2 : Include the exception in this VAT period by manually adding the exception to the VAT return totals under the respective box(es) OR
    • Option 3 : Exclude from this VAT return and correct the Xero VAT Control account through a recode/reclassification entry.