Easy MTD Help

Contents

Below are the main sections found in this help. The content of each section is summarised at the beginning of the section.

• Introduction
• Getting Started
• Using Easy MTD as an Agent
• Connecting Easy MTD with HMRC
• Income Tax
• Value Added Tax
• Selecting Figures
• Troubleshooting

 

Introduction

Easy MTD is HMRC-recognised bridging software for individuals, businesses and agents who need to comply with Making Tax Digital (MTD) for Income Tax and Making Tax Digital (MTD) for VAT. It is a complete rebuild and a replacement for the successful Easy MTD VAT that has provided businesses and agents with the ability to submit VAT returns under MTD since April 2019.

With the launch of MTD for Income Tax in April 2026, the decision was made to produce a single application to conveniently serve both Income Tax and VAT. With a new interface, and many new features compared to its predecessor, Easy MTD is one of the leading MTD bridging solutions.

 

Getting Started

The Getting Started section describes the fundamentals of getting Easy MTD downloaded, installed and configured, ready for managing and filing Income Tax and VAT.

The following information appears in this section:

• Prerequisites
• System Requirements
• Downloading
• Installing
• Uninstalling
• Launching
• Interface Overview
• Using the Menu
• Welcome Page
• Specifying an Account
• Updating
• Specifying Proxy Settings
• Data Files
• Preferences
• Viewing the Version
• Support
• Exiting

Prerequisites

Before Easy MTD is used, the following should be considered:

• If a tax agent, read the agent guidance
• Sign up for an Easy MTD account
• Buy tokens

Read the Agent Guidance

For agent related information, refer to the Agents section below.

Sign Up for an Easy MTD Account

Easy MTD cannot be used to submit a quarterly update, final declaration or VAT return until an Easy MTD account has been specified. Prior to this, sign up for the account in any of the following ways:

• Specify the following URL in a browser:
  easymtd.com/account/sign-up
• Click the Sign Up button in the Account window.

Note: When signing up for an Easy MTD account on the Easy MTD website, a token is automatically added to the account. This allows the first quarterly update or VAT return to be submitted for free.

Buy Tokens

Before Easy MTD can be used to submit a quarterly update, final declaration and VAT return, a token must be available in the Easy MTD account specified in Easy VAT. Tokens can be purchased and added to an account in any of the following ways:

• Specify the following URL in a browser:
  easymtd.com/buy-tokens
• Click the Buy Tokens link on the Welcome page.
• Click the Buy Tokens link on the Options page.
• Click the Buy Now button in the Token Unavailable window.

System Requirements

Easy MTD has the following system requirements:

• Windows 10, 11 (32/64 bit)*
• United Kingdom (£) currency format set for Windows
• Internet connection

*Note: Easy MTD can be used with Windows 7, 8 and 8.1 but is unsupported and no fixes will be issued if Easy MTD fails to function correctly under one of these operating systems. These operating systems are no longer supported by Microsoft, and we advise updating to the latest version of Windows.

Downloading

To download Easy MTD, specify the following URL in a browser:

• easymtd.com/download

Installing

After downloading Easy MTD, install it by opening the Easy_MTD_n_Setup.exe file. Either click the downloaded file link in the browser it was downloaded in, or locate then double-click the file in the Downloads folder which is accessed using Windows File Explorer (see Fig. below).

Fig. Windows File Explorer showing the Downloads folder

The installation process is straightforward, and guidance is provided for each step.

Note: To ensure the setup has not been tampered with and is created and published by Fly Software, "Fly Software Ltd" appears as the Verified Publisher in the Windows User Account Control window that is opened at the start of the installation process.

Default Folders

Easy MTD program and configuration files are stored in the following default folders:

• C:\Program Files (x86)\Easy MTD
• C:\ProgramData\Easy MTD*

*Note: For details about changing the folder where data files are stored, refer to Getting Started > Data Files > Changing the Data Folder.

Uninstalling

Easy MTD is uninstalled using the Add or Remove Programs feature in Windows. Refer to the Windows documentation or help for further instruction about uninstalling programs.

Launching

Easy MTD is launched by opening the Easy MTD shortcut which is found on the Windows Start menu and desktop (if the option to create this was selected during installation).

Fig. Easy MTD shortcut icon

Immediately after launch, some of the following windows may be opened:

• Connection Error
• Update Available
• Critical Update Required

Connection Error

When Easy MTD in unable to connect to the Internet, a Connection Error window (see Fig. below) is opened after Easy MTD is launched.

Fig. Connection E window

If a proxy is being used, associated settings must be specified so a connection to the Internet can be made. Therefore, click the Proxy Settings button. Following this, the Proxy window (see fig. below) is opened.

If a proxy is not used there is an issue with the Internet connection. Refer to the following knowledge base article for ways to resolve this:

easymtd.com/support/knowledge-base-article?id=95

Update Available

When an Easy MTD update is available, an Update Available window (see Fig. below) is opened after Easy MTD is launched.

Fig. Update Available window

To automatically download the update, click the Download button to open the Easy MTD "Download" page in the default browser.

To view the release notes for the update, click the Release Notes button to open the Easy MTD "Release Notes" page in the default browser.

To close the Update Available window and continue using Easy MTD without updating, click the Close button.

Critical Update Required

When an Easy MTD critical update is required, a Critical Update Required window is opened after Easy MTD is launched. Until Easy MTD VAT is updated, the Critical Update Required window continues to be opened after launch and Easy MTD cannot be used.

Fig. Critical Update Required window

To download the update, click the Download button to open the Easy MTD "Download" page in the default browser.

To view the release notes for the update, click the Release Notes button to open the Easy MTD "Release Notes" page in the default browser.

To close the Critical Update Required window and exit Easy MTD, click the Exit button.

Interface Overview

The following screenshot (see fig. below) and table describe the components of the Easy MTD main interface.

Fig. Easy MTD main interface

Using the Menu

The menu (see Fig. below) located to the left of the Easy MTD interface provides access to the core functionality of Easy MTD. It consists of five menu items, four of which have associated options.

Fig. Menu

The following menu items and associated options appear on the menu:

Click a menu item to show associated options (if available) and open the associated section and/or page in Easy MTD.

The Welcome Page

The Welcome page (see figure below) provides access to almost all the functionality in Easy MTD from one convenient location. It is accessed by clicking the Welcome option on the menu.

Fig. Welcome page

Panels appear for the Income Tax, Value Added Tax, Options and Support sections. These contain links to pages and components associated with these sections. In addition, a Notifications panel is present that shows the latest notification, and a Quick Actions panel that provides links to perform common tasks.

Specifying an Account

To submit a quarterly update, final declaration and VAT return, an Easy MTD account email and password must be specified in Easy MTD.

Click the Account option on the Settings menu to open the Account window (see figure below).

Fig. Account window

Specify an account email and password then click the Save button. If the email and password are valid they are saved and the Account window is closed.

If the email and/or password is invalid, a Warning window is opened indicating this. Click the OK button to close the Warning window and specify the correct email and/or password.

Note: The Account window is also opened when attempting to submit a quarterly update, final declaration or VAT return if an account email and password have not been specified.

Resetting Your Password

When an account password is forgotten it can be reset. Click the Forgotten Password link in the Account window or specify the following URL in a browser:

• easymtd.com/account/reset-password

Updating

Easy MTD is occasionally updated to conform with HMRC Making Tax Digital requirements, to improve functionality and to fix issues. When an update is available, the Update Available window or the Critical Update Required window is opened when Easy MTD is launched. Access to an update can be gained from these windows or by clicking the Update option on the Options menu or the Update link on the Welcome page or Options page. Following this, and if an update is available, the Update Available window is opened.

To download the update, click the Update button to open the Easy MTD “Download" page in the default browser.

To close the Update Available window and continue using Easy MTD without updating, click the Close button.

If an update is unavailable, the Update Unavailable window is opened. To close the window, click the OK button.

More: For further details about updating, refer to Getting Started > Launching > Update Available.

Specifying Proxy Settings

If the PC/laptop that Easy MTD VAT is installed on uses a proxy server to connect to the Internet, proxy settings must be specified before Easy MTD VAT can be used.

When Easy MTD is first launched on a PC/laptop where a proxy is used, a Connection Error window is opened. This is because Easy MTD cannot connect to the Internet because proxy settings have not yet been specified. To specify proxy settings, click the Proxy Settings button in the Connection Error window. Following this, the Proxy window (see fig. below) is opened.

Fig. Proxy window

The following proxy settings are provided:

When all settings are specified, click the OK button to save the proxy settings and close the Proxy window.

To close the Proxy window without saving changes to the proxy settings, click the Cancel button.

If proxy settings need to be changed while Easy MTD is running, click the Proxy link on the Welcome page or the Options page to open the Proxy window.

CAUTION: Specifying invalid proxy settings will cause the Easy MTD server and HMRC server to be inaccessible and make Easy MTD unusable.

Data Files

Easy MTD stores data relating to taxpayers, businesses and agents in individual data files – one data file for each taxpayer, business and agent. By default, these files are stored in the following location:

• C:\ProgramData\Easy MTD\

Note: If the ProgramData folder cannot be located, hidden items in Windows File Explorer must be shown. To do this, click the View menu followed by the Show option (if available) then tick the Hidden Items checkbox.

The following data is held in each file:

The data files are stored locally to help maintain the privacy of taxpayers and businesses added to Easy MTD. Therefore, it is advised these data files are backed up in case the pc/laptop where Easy MTD is installed becomes inaccessible or they are deleted by mistake.

As soon as a taxpayer, business or agent is added, their data file is created.

Changing the Data Folder

The data folder where data files are stored can be changed to any folder accessible to the PC/laptop where Easy MTD is installed. For example, for backup purposes it may be preferable to have the files stored in a documents folder, a network folder or within the Microsoft OneDrive environment.

To change the data folder, perform the following actions:

1. Click the Data Folder link on the Welcome page or Options page to open the Data Folder window (see fig. below).



Fig. Data Folder window

2. Click the Find button to the right of the Path and Name edit box to open the Select Folder window (see fig. below).



Fig. Select Folder window

3. Locate the required folder within the file system then click it to select it.
4. Click the OK button to close the Select Folder window.
5. Click the Save button to save the data folder and close the Data Folder window.

Specifying a new folder will automatically create new data files if they do not already exist, and populate them with the business and agent data currently specified in Easy MTD. If data files already exist in the new folder then the data currently held in the Easy MTD interface is merged with the data already in the files.

Access to Data

To prevent data corruption and overwriting, each data file can only be accessed by a single instance of Easy MTD at any one time. This is based on the user who is logged into Windows where Easy MTD is being used. The user name of the Windows user is stored in a file called Lock.dat in the same data folder where the data files are stored. If another instance of Easy MTD is launched by another Windows user, and the Lock.dat file exists, the Locked Data window (see fig. below) is opened stating the data files are in use and who they are being used by.

Fig. Locked Data window

To close the Locked Data window and exit Easy MTD, click the Exit button. Wait for the other instance of Easy MTD VAT to be exited (and stop using the data files) before launching Easy MTD again.

Resetting Data Access

When Easy MTD is exited, the Lock.dat file is deleted. This allows another instance of Easy MTD to be used by any Windows user. However, if the Lock.dat file is not deleted due to Easy MTD not being exited (e.g. Easy MTD crashes or Windows crashes), the Lock.dat file will remain and will prevent Easy MTD being used by Windows users whose user name is not specified in the Lock.dat file. To overcome this, perform one of the following actions:

• Launch Easy MTD with the same Windows user that previously launched it, then exit.
• Delete the Lock.dat file from the data folder.
• Change the name of the Windows user specified in the Lock.dat file to the Windows user who needs to use Easy MTD.

Backing Up

If data files are stored in a data folder that appears within the umbrella of a backup process, there may not be any need to use the backup functionality in Easy MTD. However, if extra peace of mind is required or a backup process is not in place, Easy MTD data files can be backed up locally or to the Easy MTD server in an encrypted format.

*** More text required ***

Preferences

Certain Easy MTD functionality can be enabled and disabled in the Preferences window (see figure below) which is opened by clicking the Preferences option on the Options menu, or the link on the Welcome page or the Options page:

Fig. Preferences window

The following preferences appear in the Preferences window:

Click a preference checkbox to add or remove a tick.

Viewing Notifications

From time to time, Fly Software will need to notify users about important news, changes to Easy MTD or when HMRC are performing maintenance or experiencing issues with their system. This information is presented in the Notifications panel at the bottom of the Welcome screen.

Only the latest notification is displayed in Easy MTD but a View History link is provided that opens the Notification History page on the Easy MTD website in the default browser:

• easymtd.com/support/notification-history

Viewing the Version

The version number of Easy MTD is displayed below the menu on the left-hand side of the Easy MTD interface.

Getting Support

The following mechanisms for obtaining support are provided in Easy MTD:

• Support section
• Page and window specific help

More: An Ai helper called AskEasy, support tickets, help, guides and knowledge base, are found in the Support section of the Easy MTD website:

• easymtd.com/support/support

Support Section

The Support section provides access to the following resources:

• Help
• Guides
• Knowledge base
• HMRC services and guidance

Accessing

The Support section is opened by clicking the Support menu, or the Support link on the Welcome page.

Each of the resources found in the Support section open a web page on the Easy MTD website or HMRC website in the default browser. Click the associated option on the Support menu or the associated link on the Support page or Welcome page.

Page and Window Specific Help

Almost every page and window in Easy MTD contains a HMRC Help button () and an Easy MTD Help button ()). These normally appear top right of the page or window.

Click the HMRC Help button to open a HMRC web page in the default browser that relates to the topic of the page or window.

Click the Easy MTD Help button to open a section of the Easy MTD Help web page in the default browser that relates to the topic of the page or window.

Exiting

To exit Easy MTD, click the close (x) button in the title bar of the main interface.

Note: It is important that Easy MTD is exited after use so the Lock.dat file is deleted. Failing to do this will prevent Easy MTD being used by a different Windows user.

More: For further details about the Lock.dat file, refer to Getting Started > Data Files > Access to Data.

Getting Started

 

Using Easy MTD as an Agent

If a tax agent and Easy MTD is used to manage and file Income Tax and/or VAT on behalf of one or more clients, an agent business must be added to Easy MTD. Following this, any business and taxpayer managed by the agent must be assigned to this agent.

The following information appears in this section:

• Accessing
• HMRC Guidance
• Agent Details
• Adding
• Modifying
• Deleting

Accessing

All agent functionality appears on the Agents page which is accessed by clicking the Agents option on the Options menu, or the Agents link on the Welcome page or the Options page.

HMRC Guidance

As an agent, there are a number of HMRC actions that must be performed before certain Income Tax and Value Added Tax functionality of Easy MTD can be used. For details, specify the applicable URL in a browser:

• Income Tax: gov.uk/government/collections/making-tax-digital-for-income-tax-as-an-agent-step-by-step
• VAT: gov.uk/guidance/making-tax-digital-for-vat-as-an-agent-step-by-step

Agent Details

The following agent details appear in the Add Agent window and Amend Agent window.

Adding

To add an agent, perform the following actions on the Agents page:

1. Click the Add button to open the Add Agent window.
2. If necessary, click inside the VAT registration number edit box then type the VAT registration number of the business. This field does not need to be specified if the agent business is not VAT registered.
3. If a VAT registration number has been specified and if a Lookup button is available, click it.* If the VAT registration number is found, the associated business name appears in the Name edit box and the associated business address appears in the Address edit box. If the VAT registration number is not found, a VAT Registration Number Not Found window is opened. If the VAT registration number is invalid, an Invalid VAT Registration Number window is opened. Click the OK button to close either of the windows, then specify a valid VAT registration number or leave it blank.
4. If necessary, click inside the Name edit box then specify or modify the business name.
5. If necessary, click inside the Address edit box then specify or modify the business address.
6. If necessary, click inside the Notes edit box then type relevant notes.
7. Tick the Enrolled HMRC services Income Tax checkbox if enrolled for Income Tax in the agent services account. If not, leave it blank.
8. Tick the Enrolled HMRC services Value Added Tax checkbox if enrolled for Value Added Tax in the agent services account. If not, leave it blank.
9. Select the Active Yes option to make the agent active in the Easy MTD interface, or the No option to make it inactive.
10. Click the Save button.

Following this, the name of the agent appears on the Agents page and, if active, in the Agent list box in the Add Business, Amend Business, Add Taxpayer and Amend Taxpayer windows.

*NOTE The lookup functionality is only available if Easy MTD is connected to HMRC.

Modifying

To modify an agent, perform the following actions on the Agents page:

1. Click the Amend link for the applicable agent.
2. Perform the necessary amendments.
3. Click the Save button.

More: For further details about specifying fields, refer to Agents > Adding.

Deleting

To delete an agent, perform the following actions on the Agents page:

1. Click the Delete link for the applicable agent to open a Confirm Delete window.
2. To confirm the delete and close the window, click the Yes button. To cancel the delete and close the window, click the No button.

Following this, the agent is removed from the Agents page and the Agent list box in the Add Taxpayer window, Modify Taxpayer window, Add Business window and Modify Business window. Any taxpayers and/or businesses that were previously associated with the agent are no longer associated.

Connecting

For details about connecting Easy MTD to HMRC on behalf of an agent, refer to Connecting Easy MTD to HMRC.

Agents

 

Connecting Easy MTD to HMRC

Before Income Tax or Value Added Tax functionality can be used, Easy MTD must be allowed to connect with HMRC on behalf of a taxpayer, business or agent.

The following information appears in this section:

• Credentials and Requirements
• Connection Process
• Considerations
• Removing

Credentials and Requirements

The credentials and requirements for connecting Easy MTD to HMRC are dependent on whether it is being performed for an individual taxpayer or business, or all taxpayers and businesses managed by an agent:

Connection Process

To allow Easy MTD to connect with HMRC on behalf of a taxpayer or business, or all taxpayers and businesses managed by an agent, perform the following actions:

1. Click the applicable Connect link on the Taxpayers page, Businesses page or Agents page to open the Connect to HMRC window and the "Allow your software to connect with HMRC" page (see fig. below) in the default browser.



Fig. Connect with HMRC window



Fig. Allow your software to connect with HMRC page

2. Work through the prompts and pages until the “Sign In using Government Gateway” page is opened.
3. Specify the applicable user ID and password then click the Sign in button to open the "How do you want to get an access code?" page. Refer to Credentials and Requirements for further details about what credentials to use.
4. Click the required method then click the Continue button to open the "Enter the access code" page.
5. Specify the access code provided then click the Continue button to open a second "Allow your software to connect with HMRC page" page.
6. Click the Give permission button to open the "You gave permission to Easy MTD" page.
7. Click the Copy button to copy the authorisation code to the Windows Clipboard.
8. In the Connect to HMRC window of Easy MTD, click the Paste Code button to paste the copied code into the Code edit box.
9. Click the Connect Now button.

If connecting is successful, the Connect to HMRC window is closed and the Connected to HMRC window is opened. To close this window, click the OK button.

If the code specified is incorrect, an Invalid Authorisation Code window is opened. To close this window then specify the correct authorisation code, click the OK button.

Considerations

When connecting Easy MTD to HMRC, the following should be considered:

• The connection is only granted for 18 months from the current date.
• Connecting again is permissible at any time. Doing so resets the 18 month period for which the connection is granted.
• If Easy MTD is installed on another PC/laptop, connection will need to be granted again for each taxpayer, business and/or agent unless the same data folder is being used for both installations.
• The connection for a taxpayer or business is removed when an agent is assigned to a taxpayer or business, and connection has not been granted for that agent.
• The connection for a taxpayer or business is removed when an agent is unassigned from a taxpayer or business, and the taxpayer or business did not previously have authority.

Removing a Connection

The connection with HMRC automatically expires after 18 months and it is not necessary to remove the connection if another Making Tax Digital solution is used for a taxpayer, business or agent. However, if required, the following HMRC web page will begin the process of removing a connection (requires sign in to an applicable HMRC online services account):

• https://www.tax.service.gov.uk/applications-manage-authority

Acquiring Authority for Easy MTD to Interact with HMRC

Income Tax

Coming soon!

Value Added Tax

The Value Added Tax section of Easy MTD provides the necessary functionality for managing businesses, submitting VAT returns and viewing VAT returns and account information.

The following information appears in this section:

• Accessing
• Managing Businesses
• Specifying the Year To Date
• Viewing Obligations
• Submitting a VAT Return
• Viewing a VAT Return and Submission Receipt
• Managing Businesses
• Checking Service Availability

Accessing

All VAT functionality appears in the Value Added Tax section which is accessed by clicking the Value Added Tax menu, or the Value Added Tax link on the Welcome page.

Components

The following screenshot (see fig. below) and table describe the components found in the Value Added Tax section.

Fig. Value Added Tax section

Managing Businesses

Accessing

All business functionality appears on the Businesses page which is accessed by clicking the Businesses option on the Value Added Tax menu, or the Businesses link on the Welcome page or the Value Added Tax page.

Business Details

The following business details appear in the Add Business window and Amend Business window.

Selecting a Business

Before obligations and account information can be retrieved from HMRC, a business must be selected if one is not already selected or the wrong one is selected. There are two ways to do this:

• Click the business on the Businesses page.
• Click the list box in the Business panel then select the business.

Following selection, the Go button in the VAT Information Period panel must be clicked to retrieve associated obligations and VAT information from HMRC.

Adding

To add a business, perform the following actions on the Businesses page:

1. Click the Add button to open the Add Business window.
2. Click inside the VAT registration number edit box then type the VAT registration number of the business.
3. If a VAT registration number has been specified and if a Lookup button is available, click it.* If the VAT registration number is found, the associated business name appears in the Name edit box and the associated business address appears in the Address edit box. If the VAT registration number is not found, a VAT Registration Number Not Found window is opened. If the VAT registration number is invalid, an Invalid VAT Registration Number window is opened. Click the OK button to close either of the windows, then specify a valid VAT registration number or leave it blank.
4. If necessary, click inside the Name edit box then specify or modify the business name.
5. If necessary, click inside the Address edit box then specify or modify the business address.
6. If necessary, click inside the Notes edit box then type relevant notes.
7. Select the Active Yes option to make the business active in the Easy MTD interface, or the No option to make it inactive.
8. Click the Save button.

Following this, the name of the business appears on the Businesses page and, if active, in the list box in the Business panel.

*Note: The lookup functionality is only available if Easy MTD is connected to HMRC.

Amending

To amend a business, perform the following actions on the Businesses page:

1. Click the Amend link for the applicable business.
2. Perform the necessary amendments.
3. Click the Save button.

More: For further details about specifying fields, refer to Businesses > Adding.

Deleting

To delete a business, perform the following actions on the Businesses page:

1. Click the Delete link for the applicable business to open a Confirm Delete window.
2. To confirm the delete and close the window, click the Yes button. To cancel the delete and close the window, click the No button.

Following this, the business is removed from the Businesses page and the list box in the Business panel.

Connecting

For details about connecting Easy MTD to HMRC on behalf of a business, refer to Connecting Easy MTD to HMRC.

Specifying a Year To Date

To determine what obligations and account information appear in Easy MTD for the selected business, a year to date must be specified or the default used.

By default, the year to date is 12 months in the past from the current date and this is normally suitable. The date can be changed as necessary but HMRC only allow obligations, payments, liabilities and penalties within a maximum 12 month range to be viewed.

Note: The year to date is based on the Easy MTD server UTC setting - either UTC+01:00 (e.g. British Summer Time) or UTC+00:00 (e.g. Greenwich Mean Time), and the local Windows UTC setting is not used.

Click inside the Year To edit box on the main interface then type a date. Alternatively, click the arrow in the Year To edit box to open the Calendar pop-up (see fig. below) where the day, month and year can be selected.

Fig. Calendar pop-up

Note: Specifying a date in the future is not permitted.

Resetting to the Default Date

To return the year to date to its default (e.g. the current date), click the Reset button () on the main interface.

Viewing Obligations

Before a VAT return can be submitted or a VAT return and its associated submission receipt can be viewed, the Obligations page must be opened. This is accessed by clicking the Obligation option on the Value Added Tax menu, or the Obligations link on the Welcome page or Value Added Tax page.

Fig. Obligations page

Submitting a VAT Return

The process of submitting a VAT return to HMRC using Easy MTD is typically a four stage process:

1. Click the Submit link for the open obligation that needs to be submitted.
2. Select the Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file where the VAT figures are stored.
3. If using an Excel (xlsx, xls, xlsm) file and, if necessary, configure spreadsheet settings.
4. Confirm the submission.

To begin the VAT return submission process, open the Obligations page then click the Submit link of the open obligation that needs to be submitted. Following this, the Submit VAT Return window is opened (see fig. below)*.

Fig. Submit VAT Return window

*Note: If an Easy MTD account has not been specified in Easy MTD, an Account Not Specified window is opened indicating this. Click the Account button to close this window and open the Account window where an account email and password can be specified. When complete, click the Save button to close the Account window and begin the VAT return submission process again.

Specifying VAT Figures

Nine VAT figures must be specified in the Submit VAT Return window before a VAT return can be submitted. Due to HMRC digital link rules, these VAT figures cannot be specified manually and instead must be retrieved from an Excel (xlsx, xls, xlsm), text (txt) or comma separated values (csv) file.

More: For further details about retrieving VAT figures, refer to Dealing With Figures.

Valid VAT Figures

Before a VAT return can be submitted, the VAT figures that appear in the Submit VAT Return window must adhere to the following HMRC rules:

If certain VAT figures are invalid for certain reasons, Easy MTD automatically corrects them.

Correction of Invalid and Missing VAT Figures

To make submitting a VAT return as quick and simple as possible, Easy MTD automatically corrects certain invalid VAT figures using HMRC rules, or performs a calculation or applies a zero. The table below describes the corrections that are made:

If any of the above corrections are made, a warning is shown for the associated box number and a message appears in the Submission window prior to submitting the VAT return to HMRC.

Note: VAT figures in the selected Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file are not changed or added to reflect any correction made by Easy MTD.

Applying Zero to Box 2, Box 8 and Box 9

For some businesses, box 2, box 8 and box 9 are not applicable because no trading between Northern Ireland and EU member states occurs. This means the VAT figures associated with these boxes are zero. When this is applicable, it is not necessary for the zero figures to appear in the Excel (xlsx, xls, xlsm), text (txt) or comma separated values (csv) file – but they can be if preferred.

If omitted from the Excel (xlsx, xls, xlsm) file, ensure the associated Sheet Name and Cell settings are blank.

Calculating Box 3 and Box 5

To automatically calculate box 3 and/or box 5 VAT figures using HMRC rules, omit the figures from the Excel (xlsx, xls, xlsm), text (txt) or comma separated values (csv) file.

If omitted from the Excel (xlsx, xls, xlsm) file, ensure the associated Sheet Name and Cell settings are blank.

Nil VAT Returns

A nil VAT return can be submitted in one of the following ways:

• Click the Nil VAT Return checkbox in The Submit VAT Return window to add a tick to it.
• Select an Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file that contains zero values for the nine VAT figures (or at least VAT figures for box 1, box 4, box 6 and box 7).

Submitting

When all VAT figures in the Submit VAT Return window are valid (i.e. none of the boxes are red), click the Submit button. Following this, a Submission window (see figs. below) is opened. The content of this window is dependent on whether a VAT return is being submitted for an individual business or an agent submitting on behalf of a business.

Fig. Submission window (business)

Fig. Submission window (agent)

Note: If one or more VAT figures have warnings (i.e. the associated box number is orange), the Submission window also contains text indicating this.

To agree to the declaration (and any warning), click the checkbox in the Declaration panel to add a tick to it. Now click the Submit button.

If there are one or more submission tokens available in the specified account, the VAT return is submitted to HMRC and a Success window is opened indicating this. Click the OK button to close this window. The open obligation now becomes a fulfilled obligation on the Obligation page.

If there are zero tokens in the specified account, a Token Unavailable window is opened explaining this. Click the Buy Token button to open the “Buy Tokens” in the default browser, or click the Close button. Whichever button is clicked, the Token Unavailable window is closed.

Buy one or more tokens then click the Submit button in the Submit VAT Return window to begin the final part of the submission process again.

Viewing a VAT Return and Submission Receipt

To view a previously submitted VAT return and its associated submission receipt, open the Obligations window then click the View link of the applicable fulfilled obligation. Following this, a View VAT Return window (see fig. below) is opened.

Fig. View VAT Return window

To close the View VAT Return window, click the Close button.

Note: Submission receipts can also be viewed on the VAT Submission Receipts page of the Easy MTD website (requires sign-in):

• easymtd.com/account/vat-submission-receipts

Printing

To print the contents of the View VAT Return window, click the Print button. Following this, the Windows Print window is opened where a printer and printer settings can be specified prior to printing.

If a PDF of a VAT return is required, use the Microsoft Print to PDF printer, or another PDF printer.

Copying to Clipboard

To copy the contents of the View VAT Return window to the Windows clipboard, click the Copy button.

Viewing Account Information

Account information such as liabilities, payments and penalties held by HMRC for the selected business, can be conveniently viewed in Easy MTD.

Prior to viewing account information, a business must be selected and the Go button must be clicked.

Accessing

Account information is accessed on the Account Information page (see fig. below) which is opened by clicking the Account Information option on the Value Added Tax menu, or the Account Information link on the Welcome page or the Value Added Tax page.

Fig. Account Information page

On the Account Information page, click the Liabilities and Payments link to open the Liabilities and Payments page (see fig. below) where liabilities and payments appear.

Fig. Liabilities and Payments page

On the Account Information page, click the Penalties link to open the Penalties page (see fig. below) where late submission and late payment penalties appear.

Fig. Penalties page

Checking Service Availability

From time-to-time, HMRC performs maintenance on the MTD for VAT service. Sometimes the MTD for VAT service has a problem. Both can prevent account information and VAT returns from being viewed, and VAT returns from being submitted.

To determine whether maintenance is being performed or if there is an issue, click the Service Availability option on the Value Added Tax menu, or the Service Availability link on the Welcome page, Value Added Tax page or Support page. Following this, the HMRC “VAT online - service availability and issues” web page is opened in the default browser.

Value Added Tax

 

Dealing with Figures

The main function of Easy MTD is to submit Income Tax and VAT figures to HMRC. Prior to doing this, certain processes must be performed and adhered to.

The following information appears in this section:

• Retrieving Figures from a Figures File
• Manually Specifying Figures
• Warnings and Errors

Retrieving Figures from a Figures File

Retrieving figures from an Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file is compulsory when performing the following actions in Easy MTD:

• Submitting a VAT return
• Submitting a quarterly update

Associated figures cannot be manually specified when performing these actions because it would break HMRC digital link rules.

NOTE: Text (txt) and comma separated values (csv) files are unsupported for all figures except those required by the actions listed above.

Selecting a Figures File

An Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file containing figures that need to be submitted to HMRC, must be selected.

To select a figures file, perform the following actions in any window that contains a Figures File panel:

1. Click the Find button in the Figures File panel to open the Figures File window (see fig. below).



Fig. Figures File window

2. Locate the Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file where the figures are stored.
3. Click the Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file to select it.
4. Click the Open button to close the Figures File window.

Alternatively, drag an Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file from Windows File Explorer to anywhere within the Figures File panel then drop it.

The path and file name of the selected file appear in the Figures File edit box and, if possible, figures contained in the Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file appear in the window.

Reloading the Figures File

If the content in the Excel (xlsx, xls, xlsm), text (txt) or comma-separated values (csv) file is changed after selection, the figures in the window may become out of date. To display the most up-to-date figures, click the Reload button () in the Figures File panel.

Configuring Spreadsheet Settings

Before figures in a selected Excel (xlsx, xls, xlsm) file appear in the associated window, the sheet and cell (see fig. below) where each figure is located in the file must be determined.

Fig. Example Excel sheet and cell

The sheet and cell where a figure is located in the selected Excel file can be determined in one of two ways:

• Using the Excel file
• Specifying manually

Note: Spreadsheet settings are saved for the selected taxpayer or >business so they are already populated the next time the window is opened.

Selecting Figures from the Excel File

The easiest way to determine the sheet and cell where a figure is located in an Excel (xlsx, xls, xlsm) file, is to locate it in the file then indicate what box number or field name it is applicable to. This is achieved by performing the following actions:

1. Select a Figures File.
2. Click the Select Figures button in the Figures File panel to open the Select Figures window (see fig. below) where the content of the Excel file is displayed.



Fig. Select Figures window

3. Locate the figure in the Excel file.
4. Right-click the figure to display a pop-up menu containing box numbers or field names.
5. Click the box number or field description the figure is applicable to. Following this, the Sheet Name setting, Cell setting, and the figure for the selected box number or field name are updated in the window.
6. Repeat points 2 to 5 for all necessary figures.
7. Click the Close button to close the Select Figures window.

Note: The duplicate sheet name functionality that is enabled and disabled using the Duplicate Sheet Names check box, is ignored when using the Excel file to determine the sheet and cell where a figure is located.

Specifying Manually

To select a sheet where a figure is located, click the corresponding Sheet Name edit/list box, locate the required sheet from the list then click it.

To specify a cell where a figure is located, click inside the corresponding Cell edit box then type the name of the cell.

Example: If the box 1 VAT figure appears in a sheet called Sheet1 and a cell called B1, select Sheet1 from the box 1 Sheet Name edit/list box, and specify B1 in the box 1 Cell edit box.

If all figures appear on the same sheet, click the Duplicate Sheet Names check box to add a tick to it. When a sheet name is now selected for a figure, all other Sheet Name edit/list boxes that are not already selected are populated with the same sheet name.

Text (txt) and Comma-separated Values (csv) Format

Before VAT figures in a selected text (txt) or comma-separated values (csv) file appear in the Submit VAT Return window, they must be presented in one of two ways in the file:

• All on the first line
• Each on an individual line

To automatically use zero for box 2, box 8 and/or box 9 VAT figures (because they are not applicable), the associated figure can be omitted from the text (txt) or comma-separated values (csv) file.

To automatically calculate box 3 and/or box 5 VAT figures using HMRC rules, the associated figure can be omitted from the text (txt) or comma-separated values (csv) file.

All on the First Line

VAT figures must be presented on the first line of the text (txt) or comma-separated values (csv) file in the following way:

Box 1,Box 2,Box 3,Box 4,Box 5,Box 6,Box 7,Box 8,Box 9

Example:

316995.55, 236102.59, 553098.14, 253485.37, 299612.77, 2950339, 2417408, 212112, 1194723

CAUTION: VAT figures in a text (txt) or comma-separated values (csv) file must not use a comma as a thousand separator because a comma must be used to separate each VAT figure. If using a comma for a thousand separator is unavoidable, ensure each VAT figure appears on an individual line.

Omitting VAT Figures

When one or more VAT figures are not applicable or need to be calculated, they can be omitted from the text (txt) or comma-separated values (csv) file by leaving a blank space after the preceding comma. Below, box 5, box 8 and box 9 are omitted:

Box 1,Box 2,Box 3,Box 4, ,Box 6,Box 7, ,

Example:

316995.55,236102.59,553098.14,253485.37, ,2950339,2417408, ,

Each on an Individual Line

Each VAT figure must be presented on its own line in the text (txt) or comma-separated values (csv) file in the following way:

Box 1
Box 2
Box 3
Box 4
Box 5
Box 6
Box 7
Box 8
Box 9

Example:

316995.55
236102.59
553098.14
253485.37
299612.77
2950339
2417408
212112
1194723

Omitting VAT Figures

When one or more VAT figures are not applicable or need to be calculated, they can be omitted from the text (txt) or comma-separated values (csv) file by leaving a blank line. Below, VAT figures for box 5, box 8 and box 9 are omitted:

Box 1
Box 2
Box 3
Box 4
[blank line]
Box 6
Box 7
[blank line]
[blank line]

Example:

316995.55
236102.59
553098.14
253485.37
[blank line]
2950339
2417408
[blank line]
[blank line]

Note: [blank line] indicates a blank line. Do NOT specify [blank line] in the text (txt) or comma-separated values (csv) file.

Warnings and Errors

Box numbers in the Submit VAT Return window are coloured in the following ways to help identify warnings and errors associated with the corresponding VAT figure:

When a box number has a warning or is in error, the associated VAT figure is the result of the warning (e.g. calculated, rounded or zero) or an error message. Moving the mouse cursor over the VAT figure displays further information about the warning or error and a description of how to resolve it. This information appears at the bottom of the Submit VAT Return window.

Dealing With Figures

 

Troubleshooting

Despite every effort having been made to eliminate errors in Easy MTD, some may have slipped through the net and others materialise due to problems with the HMRC system. When this occurs, an error window is normally opened that describes the error.

The following information appears in this section:

• Learning More About Errors
• Reporting Errors

Learning More About Errors

Certain error windows have an Easy MTD Help button () that can be used to view further information about the topic associated with the error.

Click the Easy MTD Help button to open a section of the Easy MTD Help web page in the default browser that relates to the topic of the error.

Reporting Errors

Certain error windows have a Report tab that can be used to report the error and automatically open a support ticket. Click the Report tab then click the Send button to send the report to Fly Software and open a support ticket. Following this, an Error Report Sent window is opened. Click the OK button to close this window.

Note: Support tickets can be viewed on the following Easy MTD web page (requires sign-in):

• easymtd.com/account/support-tickets

Troubleshooting