(GBR) Processing CIS Vouchers

This chapter provides an overview of the construction industry scheme (CIS) and discusses how to:

• Verify and record subcontractor status.

• Generate the subcontractor status report.

• Enter CIS vouchers.

• Process CIS vouchers for payment.

• Work with the CIS tag table.

• Generate the payment statements for subcontractors.

• Generate the monthly return.

Note. After you install the programs for the construction industry scheme that is in effect beginning April 2007, your system will display two menu structures; one for the new scheme and one for the scheme that you use for transactions prior to April 2007. To access the programs for the new scheme, use the G74U04xx menus. Use the G74U02xx menus to access programs for the previous scheme.

Understanding the CIS

The construction industry scheme (CIS) is a tax-withholding scheme applied to contractors and subcontractors in the construction industry. Both contractors and subcontractors must register with Her Majesty’s Revenue & Customs (HMRC) before engaging in construction.

The contractor must make a deduction from all labor-related payments of an amount representing the subcontractor’s tax and national insurance contributions liability. In some cases, contractors can pay gross to subcontractors who meet certain qualifying requirements, with no amounts deducted. Subcontractors who are not registered under the scheme can still be paid for work done, but the deductions are at a higher rate.

At the end of each tax month, the contractor must submit a monthly return to HMRC that shows all payments made to subcontractors and all deductions that were made. Contractors must also submit to their subcontractors a document that shows the deductions made from their payments.

Consult with HRMC for the requirements for deductions and to verify the status of your subcontractors.

The following flowchart illustrates the process flow for the CIS:

Process flow for the construction industry scheme

Prerequisite

Before completing the tasks in this chapter, verify that the Localization Country Code field in the User Profile Revisions program (P0092) is set to UK (United Kingdom).

Verifying and Recording Subcontractor Status

This section provides an overview of subcontractor status and discusses how to record subcontractor status.

Understanding Subcontractor Status

Before you pay subcontractors, you must verify their statuses with the HMRC. When you verify the status of the subcontractor, you verify that the subcontractor is registered in the CIS scheme and determine the deduction rate to apply to the subcontractor. After you verify the status and deduction rate of the subcontractor, you can continue to make payments to the subcontractor without additional verification if your most recent payment was made within the current tax year or most recent two previous tax years. If you do not make a payment to the subcontractor within this time period, you must reverify the subcontractor status and deduction rate with the HMRC before processing payments.

Note. This verification process replaces the CIS registration cards and certificates used under the previous Scheme. If you included a subcontractor on a report (return) during the current year or previous two tax years and the subcontractor had a valid CIS certificate that expired after April 2007, you do not need to verify the subcontractor status with the HMRC.

You record the verification number given to you by the HMRC and the date of the verification in the system by using the Subcontractor Verification Status program (P74U4020). The system saves the information that you enter into the Subcontractor Verification Status program to the Subcontractor Verification Status table (F74U4020).

Forms Used to Record Subcontractor Status

Recording Subcontractor Status

Access the Subcontractor Verification Status Revision form.

Generating the Subcontractor Status Report

Run the Subcontractor Status Report program (R74U4020) to generate a listing of the subcontractors and their tax statuses. You use this report to determine whether you need to obtain and enter verification information for your subcontractors. The report includes the subcontractor’s name and address book number, UTR, verification number, withholding percentage, whether the contractor information is matched to the HMRC records, and the last payment date.

This section discusses how to:

• Run the subcontractor status report.

• Set processing options for Subcontractor Status Report (R74U4020).

Running the Subcontractor Status Report

Select Accounts Payable Reports (G74U0414), Subcontractor Status Report.

Setting Processing Options for Subcontractor Status Report (R74U4020)

Processing options enable you to set default values for processing.

Defaults

Entering CIS Vouchers

This section provides an overview of entering CIS vouchers and discusses how to enter vouchers for subcontractors.

Understanding Voucher Entry for the CIS

When you enter CIS subcontractor vouchers through the Standard Voucher Entry (P0411), the Speed Voucher Entry program (P0411SV), or through the Match Voucher - Application Certificate Management (P0411), version ZJDE7002) program, the system creates a record in the F0411 CIS Tag Table (F74U0116) and assigns to the record the CIS Default Status that is defined in CIS Constants. As the record progresses through the CIS payment process, the system updates the CIS status of the record in the F74U0116 table.

The following table describes typical status codes that you set up in the CIS Voucher Status Codes (74U/VS) UDC table:

Note. The CIS system does not support alternate currency payments. The company making the payment must have a domestic currency of GBP.

Entering Vouchers for Subcontractors

When you receive a subcontractor’s application for payment, you must create a voucher before you can issue payment.

Contractors are required to withhold certain amounts from a subcontractor’s payment, depending on the type of tax regulations that apply to the subcontractor. To determine the total amount of the payment that is eligible for withholding, the contractor must distinguish between the taxable and nontaxable portions of each voucher.

You can enter vouchers for subcontractors using any of these programs:

• Standard Voucher Entry (P0411).

• Speed Voucher Entry (P0411SV).

• Match Voucher - Application Certificate Management (P0411, version ZJDE7002).

If you use the Standard Voucher Entry or the Speed Voucher Entry program, you indicate whether each line is a taxable supply within the scope of the scheme. If you use the Match Voucher - Application Certificate Management program, the system identifies taxable supplies automatically, based on the Object Account category code that is specified in CIS Constants.

The system marks all voucher pay items with a status that is specified in the CIS Constants, usually H (Held). When you run the CIS Update Payment Validation (R74U4030) program, the system marks pay items that you specified as eligible for withholding tax with a pay status of %. Only vouchers with a pay status of % are processed by the Calculate Withholding (R74U04580) program.

Note. The system validates whether the subcontractor’s status is valid under the updated scheme and updates the status to % only for subcontractors who are valid under the updated scheme.

Working with Logged CIS Vouchers

If you do not know to which GL account to distribute a voucher, you can enter a logged (preliminary) voucher. This action is useful to quickly enter a voucher when you receive the supplier's invoice so that you can maintain accurate accounts payable information.

When you enter a logged voucher, the system distributes the total amount of the voucher to a GL suspense account. Later, you review and redistribute the voucher to the correct GL accounts.

To view those vouchers that are assigned to a suspense account, print a report from the Voucher Detail Report program (P04428). These reports show transaction totals from the F0411 table.

When you enter a logged voucher, the system:

• Creates a voucher with a voucher number and document type of PL.

• Distributes the total amount of the voucher to a GL suspense account.

  The default value for this suspense account is specified in automatic accounting instruction (AAI) item PP.

• Records the offset amount, based on the AP trade account (AAI item PC) or the AP trade suspense account (AAI item PQ), depending on which method is designated in the Company Numbers and Names program.

Information about logged vouchers is maintained in the F0411 and F0911 tables.

You run the CIS Update Payment Validation program for logged vouchers after you have distributed the vouchers to the correct GL accounts.

Setting Up Logged CIS Vouchers

Logged vouchers are processed through the CIS system in the same manner as other vouchers, except that they must be redistributed to the correct GL accounts before they are validated for withholding.

Omitting Undistributed Vouchers from Withholding Validation

To ensure that undistributed logged vouchers are not selected by the CIS Update Payment Validation program, you must set the data selection to exclude vouchers with an A/R - A/P - Cash Rcpts/Inv Reg Code of P.

Setting Up Distributed Vouchers for Withholding Validation

Running the CIS Update Payment Validation program changes the value in the Pay Status field (data item PST) of records that require withholdings to be applied from H (Held) to % (Withholding Applies), and the pay status of records that do not require withholdings to be applied from H (Held) to A (Approved for Payment). Therefore, vouchers must have a pay status of H before they can be processed by the CIS Update Payment Validation program. You can ensure that logged vouchers have a pay status of H by setting the following processing options:

• On Voucher Match (P4314), set the Pay Status Code processing option on the Logs tab to H.

  On the Voucher Match tab of the processing options for Match Voucher to Open Receipt (P0411), specify the version of Voucher Match on which you set the Pay Status Code processing option.

• For the A/P Voucher Journal Entry Redistribution program (P042002), set the Pay Status processing option (processing option 2 on the Defaults tab) to H.

See Also

Selecting Receipt Records to Match to a Voucher

Prerequisites

Before you complete the tasks in this section:

• Set up supplier master records for your subcontractors.

  You must use a category code to identify subcontractors.

• Activate the Use Suspense Account option in the Company Names and Numbers program (optional).

• Set up AAI item PP and, if you use the trade suspense account, AAI item PQ.

• Assign an approver number to each supplier (optional).

• Run Update Approver/Category Code 7 (optional).

Processing CIS Vouchers for Payment

This section provides an overview of the payment processing for CIS vouchers and discusses how to:

• Run the CIS Update Payment Validation program.

• Set processing options for CIS Update Payment Validation (R74U4030).

• Run the CIS Calculate Withholding program.

• Set data selection for the CIS Calculate Withholding program.

• Set processing options for CIS Calculate Withholding (R74U04580).

Understanding Payment of CIS Vouchers

To process withholding amounts for subcontractors, you must first determine whether withholding tax applies to your subcontractor’s vouchers.

After the system evaluate vouchers for withholding tax eligibility, the system calculates the actual withholding tax amounts for each voucher.

The purpose of CIS is to calculate any withholding tax liability at the point of payment, not at the point of voucher entry. Therefore, you must run the CIS Update Payment Validation program and the CIS Calculate Withholding program (R74U04580) as part of the payment cycle.

After you process the withholding amounts for your subcontractor, you can run the create payment groups process to generate payments as usual.

Running the CIS Update Payment Validation Program

Before you make any payments to CIS subcontractors, you must run the CIS Update Payment Validation program to evaluate each voucher. The program selects and validates any open AP vouchers that are due for payment.

If the F74U4020 table does not show that the subcontractor was matched against the HMRC records, the system determines if the last return that included a payment to the subcontractor was during the current or previous two tax years. If this determination is positive, the system proceeds with the payment process. If the determination is negative, the system does not proceed with the payment process.

The program produces a report of all processed vouchers, sequenced by subcontractor, which includes:

• Warning messages that are associated with the validation process.

• Information about the tax rate to be applied.

• The HMRC verification number for the subcontractor.

You can use the processing options for the CIS Update Payment Validation program to:

• Process transactions in proof or final mode.

• Enter a pay-through date that the system uses to select vouchers that are due for payment.

Running the CIS Update Payment Validation program in proof mode produces a report only. Running the program in final mode produces a report and updates the pay status for individual pay items in the F0411 table:

• Pay items that can be paid and that should have no tax withheld are assigned a pay status of A.

• Pay items that can be paid and that should have tax withheld are assigned a pay status of %.

Running the CIS Update Payment Validation program in final mode also updates the CIS status of vouchers in the F74U0116 table to the value that you specify in the CIS Voucher Status processing option.

Calculating Withholding

You must withhold applicable tax amounts from payments to subcontractors and remit that amount to the Inland Revenue Service. After you validate vouchers for withholding tax eligibility, you use the CIS Calculate Withholding program (R74U04580) to calculate applicable withholding tax amounts. This program:

• Selects any open AP vouchers that have a pay status of %.

• Calculates the amount of tax to withhold, based on the withholding tax percentage in the Supplier Master table (F0401).

• Calculates withholdings on a net basis (before value-added tax [VAT]) or on the gross amount, based on the processing options.

• Updates the pay status of the original voucher pay item in the F0411 table from % to the value that you specify in the processing options.

• Creates a negative pay item for the withholding amount with the same payee, pay status, and due date as the original voucher pay item.

• Creates a positive pay item for the withholding amount with the tax authority that is associated with the subcontractor in the F0401 table as the alternate payee, with the same due date as the original voucher pay item.

The net effect of the two pay items is zero, but the subcontractor’s payment is reduced by the amount of the negative pay item.

The CIS Calculate Withholding program produces a report that lists the new pay items and the pay status of each item. If applicable, the program also produces an error report that lists the vouchers that were not released for payment, and the error that is associated with each voucher or pay item.

Note. The abbreviation PS on the Calculate Withholding Status Report stands for pay status.

Options for Paying Withholding Tax to the Revenue Authorities

You can pay withholding tax that you have deducted from subcontractors' payments using either of the following methods:

• Accounts Payable

• General Accounting

Processing withholding tax payments through the JD Edwards EnterpriseOne Accounts Payable system normally means that you pay your withholding tax as a separate payment to the Inland Revenue Service. The withholding tax payment is not included with your monthly PAYE (Pay As You Earn) payment.

To process withholding tax payments through the JD Edwards EnterpriseOne Accounts Payable system:

1. Accumulate withholdings (tax deductions) for your subcontractors under the tax authority payee (Inland Revenue Service) with a pay status of H (hold).

2. Release your pay items using the Speed Release program (P0411S) when you are ready to make a payment run.

3. Run the Create Payment Control Groups (R04570) program with the Payee processing option on the Process By tab set to 1 to create payment groups by payee.

4. Write and update a payment using a UK cheque (P04572U1 or P04572U2), a BACS payment (P04572B), or another payment print program to create your payment to the Inland Revenue Service.

5. Send this payment to the Inland Revenue Service.

Processing withholding tax payments through the JD Edwards EnterpriseOne General Accounting system enables you to include your withholding tax in your monthly PAYE payment to the Inland Revenue Service. This method is a common practice in Great Britain.

To process withholding tax payments through the JD Edwards EnterpriseOne General Accounting system:

1. Accumulate withholdings (tax deductions) for your subcontractors under the tax authority payee (Inland Revenue Service) with a pay status of H (hold) and an alternate bank account, such as a withholding tax account.

2. Release your pay items using the Speed Release program (P0411S) and change your bank account to a withholding tax account when you are ready to make a payment run, if you have not already done so.

3. Run the Create Payment Control Groups program (R04570) and select your withholding tax account as the bank account and the Inland Revenue Service as a special payee.

4. Use the Work With Payment Groups program (P04571) to write and update the withholdings payment, but do not print or send the AP payment.

5. Process your normal Inland Revenue Service payment through the general ledger by creating a journal entry to debit your tax withholdings account and your PAYE account and crediting your normal bank account with the sum of all payments to the Inland Revenue Service.

6. Create a physical payment to the Inland Revenue Service outside of the system, such as by writing a cheque manually.

7. Send this payment to the Inland Revenue Service.

Prerequisites

Before you complete the tasks in this section:

• Identify the tax withholding rate and the tax authority for each subcontractor.

  See Entering Supplier Master Information.

• Set up a GL account for withholding tax, if required.

• Set up a nonblank GL offset in AAI item PCyyyy for withheld credits.

Running the CIS Update Payment Validation Program

Select Automatic Payment Processing (G74U0213), CIS Update Payment Validation.

Setting Processing Options for CIS Update Payment Validation (R74U4030)

Processing options enable you to specify the default processing for programs and reports.

Date

Process

Defaults

Running the CIS Calculate Withholding Program

Select Automatic Payment Processing (G74U0413), CIS Calculate Withholding.

Setting Data Selection for the CIS Calculate Withholding Program

You can modify the data sequence of your version of the CIS Calculate Withholding program so that the output more closely matches your reporting needs. For example, you might want to list document numbers before document types.

Setting Processing Options for CIS Calculate Withholding (R74U04580)

Processing options enable you to specify the default processing for programs and reports.

Pay Status

G/L Offset

Tax Authority

Process

Working with the CIS Tag Table

This section provides an overview of the CIS tag table and discusses how to:

• Add CIS document information to the CIS tag table (F74U0116).

• Correct the CIS tag table.

• Update the CIS status for one voucher.

• Run the CIS tag file history change report.

• Set processing options for F0411 - CIS Tag File Status History Change (R74U0134)

Important! The CIS document information is not used in the scheme that is in effect beginning April 2007. The information about working with CIS documents is included because you might need to work with this data for records that existed prior to April 2007.

Changes that you make to these records, including changes to the status of the records, will not make the system include the records for withholding calculations under the new scheme.

Understanding the CIS Tag Table

The F74U0116 table contains detailed information about CIS subcontractor vouchers, including information from the subcontractor's registration card or certificate, and whether a pay item should have tax deducted and the CIS voucher status. You should not revise the F74U0116 table for any reason other than correction.

Adding CIS Document Information to the CIS Tag Table

The F74U0116 table includes detailed information about CIS subcontractor vouchers, including information from the subcontractor's registration card or certificate. You can enter information from the subcontractor's registration card or certificate directly into the F74U0116 table if that information was not available when you entered the voucher.

Important! Only authorized personnel should have access to change the F74U0116 table. Changes to the F74U0116 table might produce unpredictable results.

Correcting the CIS Tag Table

The F74U0116 table includes detailed information about CIS subcontractor vouchers, including whether a pay item should have tax deducted and the CIS voucher status. The F74U0116 table is populated automatically during various stages of CIS processing. However, you can have cause to correct the F74U0116 table.

The system enables you to record the return of a CIS24 gross payment voucher and change the taxable status of pay items. You should not revise the F74U0116 table for any reason other than correction.

Important! Only authorized personnel should have access to change the F74U0116 table. Changes to the F74U0116 table might produce unpredictable results.

Updating the CIS Status for Multiple Vouchers

You can use the CIS Tag File History Change program (R74U0134) to globally update records in the F74U0116 table with a new CIS voucher status code. Valid CIS status codes are stored in UDC 74U/VS.

This program produces a report that provides detailed information about all selected vouchers. You can run this process in proof mode to generate the report only, or in final mode to generate the report and update the tag file.

Forms Used to Work with the CIS Tag Table

Adding CIS Document Information to the CIS Tag Table

Access the F0411 Tag File Revisions form.

Correcting the CIS Tag Table

Access the F0411 Tag File Detail Revisions form.

T/P Voucher Returned (tax payment voucher returned)	Enter the code that indicates whether a CIS24 tax payment voucher has been returned for the payment. Values are: 0: The CIS24 voucher has not been returned. 1: The CIS24 voucher has been returned.
Taxable Status	Enter the code that indicates whether the line item is subject to withholding tax. Values are: 0: The line is not subject to withholding tax. 1: The line is subject to withholding tax.

Updating the CIS Status for One Voucher

Access the CIS Voucher Status History Revisions form.

CIS Voucher Status

Enter a value that exists in the CIS Voucher Status (74U/VS) UDC table to identify the current status of the record in CIS processing.

Running the CIS Tag File History Change Report

Select Advanced & Technical Operations (G74U0430), CIS Tag File History Change.

Setting Processing Options for F0411 - CIS Tag File Status History Change (R74U0134)

Processing options enable you to specify the default processing for programs and reports.

CIS Status

Process

Generating Payment Statements for Subcontractors

This section provides an overview of the payment statement for subcontractors and discusses how to:

• Generate the payment statement.

• Set processing options for Statement of Payment and Deduction (R74U4040).

Understanding the Payment Statement for Subcontractors

Each month, you must generate and send to your subcontractors statements about the payments that you made to them if you withheld tax amounts from payments made to them.

The statements must cover a period from the 6th day of one month through the 5th day of the following month and must include this information:

• Contractor’s name.

• Employer’s tax reference.

• Date of the tax month in which the payment is made.

  The end date of the tax month is the last day covered by the tax period. For example, the date of the tax month for the period of August 6th through September 5th, 2008, is September 5th, 2008.

• Subcontractor’s name and UTR.

• Gross amount, excluding VAT.

• Amount of the deductions.

• Cost of materials that reduced the amount against which the deduction was applied.

• For unmatched subcontractors, the verification reference number.

Generating the Payment Statement

Select Accounts Payable Reports (G74U0414), Statement of Payment and Deduction.

Setting Processing Options for Statement of Payment and Deduction (R74U4040)

Processing options enable you to set default values for processing.

General

Generating the Monthly Return

This section provides an overview of the monthly return and discusses how to:

• Generate the CIS Monthly Return report.

• Set processing options for CIS Monthly Return (R74U4050).

• Verify history of monthly reports and create attachments.

Understanding the Monthly Return

Contractors must send to the HMRC a monthly report of the payments made to subcontractors in the preceding tax month. Contractors must send the report for all subcontractors covered by the scheme regardless of whether amounts were withheld or whether the contractors has withhold no amounts (nil return).

You must submit the monthly return within 14 days of the end of the tax month to which it relates.

Use the CIS Monthly Return program to generate the monthly report. This report produces a PDF, an EDI (electronic data interchange) file in the generic flat file (GFF) format, and an XML file if you set the processing options to generate the XML file. Processing options enable you to specify the period for which you submit the report, as well as certifying that required conditions are met in the report.

When you run the CIS Monthly Return program in final mode, the system:

• Reads data in these tables:

  • HMRC Inform. Relation (F74U4015).

  • Accounts Payable Ledger (F0411).

  • Accounts Payable - Matching Document (F0413).

  • Accounts Payable Matching Document (F0414).

  • F0411 CIS Tag File Update (F74U0116).

• Writes data from this report to these tables:

  • Header - CIS Monthly Return (F74U4051)

    This table includes data about contractor and processing option values such as the contractor name and the certifications provided in the processing options.

  • Subcontractor Detail - CIS Monthly Return (F74U4052).

    This table includes data about the subcontractor such as name, address, and government identifying numbers.

  • Subcontractor Documents Detail - CIS Monthly Return – UK (F74U053).

    This table includes data about the subcontractor documents such as the document type, document number, pay item, and amounts.

• Generates the GFF, and writes the data to the Text Processor Header table (F007101) and Text Process Detail Table (F007111).

• Generates an XML file in the protocol defined in the Gateway Document Submission Protocol, Version 7.0document, and writes the data to the Text Processor Header table (F007101) and Text Process Detail Table (F007111), if you set the processing options to generate the XML file.

• Generates a PDF report that includes a header section that shows information about the contractor, and a detail section that shows information about the subcontractors and payments.

When you run the CIS Monthly Return report in proof mode, the system generates the PDF, GFF, and XML, , but does not write data to tables.

When you run the CIS Monthly Return report in reprocess mode, the system generates the PDF, GFF, and XML file, and replaces the existing data of the tables.

Use the CIS Monthly Return History program (P74U4050) to review the information in the F74U4051, F74U4052, and F74U4053 tables.

Use the Text File Processor Program to create the text files that you remit for monthly reporting.

See Working with the Text File Processor.

Generating the XML File for the Monthly Return

The JD Edwards EnterpriseOne software generates only the XML for the submission request XML message type. The system does not populate any optional fields for the submission request XML file.

Before you submit live data in an XML file, you should submit test transmissions to the HMRC to verify that the structure of your document is correct. The JD Edwards EnterpriseOne software enables you to set processing options to indicate whether a submission is a test or is live data.

The system writes the XML file to the Text Processor Header (F007101) table and Text Processor Detail Table (F007111). You use the Text File Processor (P007101) program to copy the XML to a location from which you can review and submit the XML file.

Note. The HMRC publishes several documents to assist you in understanding submission requirements, such as Gateway Document Submission Protocol, Instructions for Gaining Internet Recognition, and Hints and Tips on GovTalkHeader and IRheader – CIS. You should be familiar with the contents of these and related documents before you submit XML files for monthly CIS reporting.

Considerations for Submitting the Monthly Return

These considerations exist for submitting the CIS Monthly Return report:

• Contractors who have not paid any subcontractors in a particular month must submit a nil return.

  Enter Y in the Confirm No Payments processing option to submit a nil return.

• When you submit the monthly return, you must certify that:

  • You have considered the employment status of each individual included on the return.

  • You have verified each subcontractor with the HMRC.

  • You confirm that the information provided on the return is complete and correct.

  You set processing options for the CIS Monthly Return report to certify each of these conditions.

Generating the CIS Monthly Return

Select Periodic Processing (G74U0420), CIS Monthly Return.

Processing Options for CIS Monthly Return (R74U4050)

Processing options enable you to set default values for processing.

Defaults

Nil Return

Employment Status Dec.

Subcontractor Verification Dec.

Information Correct Dec.

XML