Tax Statements, GST Returns & Output Tax Summary
Produce GST/TGST returns from Qvian: the Output Tax Summary with per-rate values and customer TINs, direction-aware statement exports, tax periods, and where output tax transactions are created.
Tax Statements is where you produce a GST return. It reports output tax you collected on sales and input tax you can claim on purchases, for a chosen period. The Output Tax Summary breaks sales down by tax rate and splits them by whether the customer had a registered TIN. Sales never write tax records directly — output tax is created at four specific points, and the most common gap is a day that was never reconciled.
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What the page shows
Accounting → Tax Statements reports two directions for the period you pick:
- GST Collected (Output) — tax you charged customers on sales, invoices and reservations. This is what you owe.
- GST Claimable (Input) — tax you paid suppliers on purchases and expenses. This is what you can reclaim.
Periods can be selected by quarter — Q1 (Jan - Mar), Q2 (Apr - Jun), Q3 (Jul - Sep), Q4 (Oct - Dec) — or by a custom range. The Tax Transactions table lists each contributing record with its Source, Subtotal, Total Tax and the Customer or Supplier it belongs to.
Where output tax records come from
This is the single most useful thing to understand about tax in Qvian. A sale does not write a tax record when it is rung up. Output tax rows are created at exactly four points:
| Created by | Covers |
|---|---|
| Daily reconciliation | Counter sales linked to a register session, plus that day's paid online prepaid orders |
| Invoicing | Credit and B2B sales, at the moment the invoice is raised |
| Recurring invoices | Each generated invoice, per line item |
| Reservation billing | Hotel and reservation charges, recorded against the reservation |
The most common cause of a short return
Counter sales only produce tax records when the daily reconciliation for that day is completed. A day that was never reconciled — or a register session closed after the reconciliation was already locked — contributes nothing to your return. If a period looks low, check for unreconciled days first.
Reading the Output Tax Summary
The Output Tax Summary aggregates the period into the shape a GST return asks for. Each row is a tax rate; each value is the tax-exclusive value of supplies at that rate, with the tax shown separately.
Supplies are split into two buckets by whether the customer had a registered tax identification number recorded at the time of sale:
- With Taxable Customer — a TIN was on the customer's business profile when the sale was recorded
- No Taxable Customer — no TIN, which is normal for walk-in retail and most consumer sales
Every value is a drill-down: Click any value to view the underlying invoices. That opens the individual documents behind the number, with Customer, Location, Invoices and Value, which is how you trace a figure you do not recognise back to a specific sale.
Zero-rated supplies
A zero-rated line produces no tax record at all, because there is no tax to record. Those supplies are still reported — they are aggregated into the Value @ 0% figure from the line items themselves, so zero-rated turnover appears on the return without inventing a zero-value tax row.
Common Tasks
How to Produce a GST Return for a Period (file GST, tax return, quarterly return, TGST return)
Produce the figures you need to file, and check them before you do.
Required permission: Accounting (manager or administrator)
Before you start: Every trading day in the period has a completed daily reconciliation, and supplier invoices for the period have been entered.
- Go to Accounting → Tax Statements in the left sidebar
- Select the period — a quarter such as Q3 (Jul - Sep), or a custom date range
- Read GST Collected (Output) and GST Claimable (Input) for the headline figures
- Open the Output Tax Summary and check the value at each rate against your expectations
- Click into any figure that looks wrong to see the invoices behind it
- Export the statement for filing
Result: You have the output tax, input tax and per-rate supply values for the period, each traceable to the documents that produced it.
How to Trace a Figure Back to Its Invoices (drill down tax, which sales made this number, audit tax figure)
Use this when a value on the summary does not match what you expected.
- Go to Accounting → Tax Statements and select the period
- In the Output Tax Summary, click the value you want to investigate
- Review the listed documents with their Customer, Location, Invoices and Value
- Open any individual document to see its line items and the tax applied to each
Result: You see exactly which sales contributed to the figure, so a discrepancy can be attributed to specific documents rather than guessed at.
Note: If a bucket reads No invoices in this bucket, nothing in the period matched that rate and customer combination — which is itself useful information when a rate you expected to see is empty.
How to Fix a Sale Recorded Against the Wrong Customer TIN (missing TIN, taxable customer wrong, refresh customer tax ID)
The customer's tax identification number is captured onto the tax record when it is created. Adding a TIN to a customer later does not retroactively change records already written.
- Go to Trading Partners and open the customer
- Add or correct the tax ID on their business profile
- Go to Accounting → Tax Statements and select the affected period
- Use Refresh Supplier Info to re-stamp partner details onto the period’s transactions
- Re-check the With Taxable Customer and No Taxable Customer buckets
Result: Transactions in the period pick up the corrected partner details and move into the right bucket on the Output Tax Summary.
Note: If nothing changes, the message No transactions needed updating means the records already carried the current details.
How to Find Sales Missing From a Tax Period (tax return too low, missing output tax, sales not in GST return)
Almost always this is an unreconciled trading day rather than a lost sale.
- Go to Cash & Registers → Daily Reconciliation
- Step through each date in the tax period and look for any left as Pending
- Complete the reconciliation for every pending day
- For a day that was already completed but is still short, open it with Review and click Recalculate
- Return to Accounting → Tax Statements and re-check the period
Result: Output tax records are created for the previously unreconciled days and the period totals rise to match actual trading.
Note: Reservation and invoice sales do not depend on reconciliation. If those are missing instead, check that the invoice was actually raised and the reservation was billed.
What is deliberately excluded
- Returns and exchanges post their own credit-note and replacement entries and are excluded from reconciliation and statement aggregation, so a return does not appear as a negative sale in your output tax.
- Zero-rated supplies carry no tax record; their turnover is reported through the Value @ 0% figure.
- Room charges settled to a folio are recognised through the reservation billing path, not the register, so they do not appear twice.
Troubleshooting
My return is lower than my actual sales for the period
Cause: One or more trading days were never reconciled, so no output tax records were created for their counter sales.
Fix: Go to Cash & Registers → Daily Reconciliation and complete every day still showing as Pending in the period. Then re-check the period in Accounting → Tax Statements.
A sale is in the wrong tax period
Cause: The period is taken from the date the tax record was created — the reconciliation date for counter sales, the invoice date for credit sales.
Fix: Check the source document’s date. A sale rung up late on the last day of a period but reconciled the following day belongs to the following period, which is correct behaviour rather than an error.
A business customer appears under "No Taxable Customer"
Cause: The customer had no tax ID on their business profile when the sale was recorded.
Fix: Add the tax ID in Trading Partners, then use Refresh Supplier Info on the tax statement period so existing transactions pick up the corrected details.
Zero-rated sales are missing from the summary
Cause: Zero-rated lines produce no tax record, so they cannot appear as a tax row.
Fix: Look for them in the Value @ 0% figure, which is aggregated from the line items directly. If that figure is also empty, check the items were actually configured as zero-rated rather than as having no tax code at all.
The per-rate value looks like the gross amount
Cause: Per-rate values are tax-exclusive — the line total less the tax on it. A value that matches the gross suggests the line total was recorded without tax being separated.
Fix: Drill into the figure and open one of the underlying invoices. Confirm each line has a tax code and a tax amount. Lines with a tax rate but no tax amount usually mean the tax configuration was added after the sale.
Input tax is missing for purchases I have entered
Cause: Input tax comes from purchase and expense documents that have been posted, not from documents still in the intake queue.
Fix: Check Expenses → Document Inbox for unprocessed documents, and confirm the supplier invoices for the period have been posted to accounting rather than left in review.