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© Advanced 2019

Business Tax Portal

Base Edition

eLearning

© Advanced 2019

Contents

REGISTERING THE BUSINESS TAX PORTAL .............................................................................. 3

USING THE BUSINESS TAX PORTAL BASE EDITION .............................................................................................. 4

REGISTERING THE BUSINESS TAX PORTAL .......................................................................................................... 5

SETTING UP A TAX REGISTRATION RECORD ........................................................................................................ 8

USERS ....................................................................................................................................... 10

USERS ......................................................................................................................................................... 11

CREATING NEW USERS .................................................................................................................................. 12

RESETTING USER PASSWORDS ........................................................................................................................ 14

IMPORTS .................................................................................................................................. 15

IMPORTS ...................................................................................................................................................... 16

THE IMPORT SUMMARY AND IMPORT LIBRARY ................................................................................................. 17

IMPORTING A CSV FILE ................................................................................................................................. 19

CONSOLIDATING DATA FROM MULTIPLE COMPANIES WITH A SINGLE VRN ......................................................... 20

SUBMITTING RETURNS ........................................................................................................... 23

SUBMITTING RETURNS .................................................................................................................................. 24

SUBMITTING THE RETURN .............................................................................................................................. 25

VIEWING SUBMITTED RETURNS ............................................................................................. 27

VIEWING SUBMITTED RETURNS ...................................................................................................................... 28

SUBMITTING THE RETURN .............................................................................................................................. 29

ADVANCED SUPPORT .............................................................................................................. 31

CONTACTING THE SUPPORT TEAM .................................................................................................................. 32

ADDITIONAL HELP FACILITIES ......................................................................................................................... 32

ADVANCED TRAINING SERVICES ...................................................................................................................... 33

FIND OUT MORE ABOUT ADVANCED TRAINING SERVICES: .................................................................................. 33

© Advanced 2019 3

Registering the Business Tax

Portal

REGISTERING THE BUSINESS TAX PORTAL

© Advanced 2019 4

Using the Business Tax Portal Base Edition

As the Business Tax Portal is a cloud based application, it is easy to set up.

Register Product

• Authorise the Business Tax Portal with HMRC

• Set up Tax Registrations

Add Users

• Create user logins

• Assign Roles to users

• Reset passwords

Import Data

• Carry out CSV Imports

• Set up link to FMS (product specific)

Submit Return

• Use the Business Tax Portal to submit 9 box summary data to HMRC

View Returns

• Use the Business Tax Portal to view historic returns


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Registering the Business Tax Portal

Once the license to use the Business Tax Portal has been purchased, you will be sent a link

to register with the Business Tax Portal.

You will be unable to authenticate or submit using the portal with HMRC until you

have signed up for Making Tax Digital via the HMRC gateway. When setting up,

use this checklist:

1) Ensure you have received the Business Tax Portal link and can successfully log into

the application

2) Register for Making Tax Digital with HMRC (it can take up to 72 hours for this process

to complete with HMRC) – This must not be completed until you have the software.

3) Continue with authentication of the Business Tax Portal.

Register to use the Business Tax Portal

Enter in the details for your company. The Email address should be that of the person who

will be setting up the portal. This is because they will receive an email to register the

application.

Once the details are entered, click on the Register button. If all of the details are accepted,

you will receive the below message.


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Registering the Business Tax Portal with HMRC

You will then receive an email from Advanced with a link to login to the Business Tax Portal.

Click the Login button. This will take you to the login screen for the Business Tax Portal.

Enter the details that you used to register with, and click the Login button. You will now see

the Application Setup screen.


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To proceed with the setup, click on the Authorise Business Tax Portal with HMRC button.

This will take you to the HMRC portal where you must grant the Business Tax Portal the

authority to interact with the Government Gateway Account.

To proceed, click Continue. You will then be prompted to login to the HMRC portal.

You will then be asked to grant authority to the Advanced Business Tax Portal to view and

interact with your VAT information. To proceed click the Grant authority button.

This document has been created for training purposes. As such, it uses the

HMRC Sandbox environment. This means that the screens that you encounter

during the registration process may differ slightly from those in this training

documentation.

This document has been created for training purposes. As such, it uses the

HMRC Sandbox environment. This means that the screens that you encounter

during the registration process may differ slightly from those in this training

documentation.


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Setting up a Tax Registration Record

Once the Business Tax Portal has been registered with HMRC, the Application Setup screen

will disable the Authorise Business Tax Portal with HMRC and mark it as a success.

To proceed with the application setup, click on the Setup a tax registration record button.

On this screen you enter the:

Registration number – This is the VAT Registered Number.

Available Gateway – This refers to the HMRC gateway.

Registered Name – The name of the business registered with HMRC.

Registered Address – The business address registered with HMRC.

Accounting Schemes (optional) – If the business uses any specific accounting schemes. It is

best practise to include one.

There is also a toggle to determine whether the company is active or inactive.


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You can then add a company by clicking the Add Company button.

On this screen you enter your:

Name – This is the name that you refer to the company as.

Source Reference – What the company is called in your FMS. If your FMS uses a number to

identify a company, then this will need to be the same as that number.

Once these details have been entered, click the Save button to return to the Tax Registration

page, repeating until all companies linked to this VRN have been entered, before clicking

Save and Continue to proceed.

Once these details have been filled in, you will be taken to the Application Setup page. The

Setup a tax registration record button will now be disabled, and marked as a success.

You have now successfully set up the Business Tax Portal. Now click the Get started button.

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Users

USERS

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Users

There are two types of users in the base edition of the Business Tax Portal. This section will

look at how to create them, what different types of users can do, and how they can update

their own passwords.

Register Product



Add Users



• Reset passwords

Import Data



Submit Return


View Returns


USERS

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Creating New Users

To create a new user, navigate to the Users link on the menu on the left hand side of the

page.

From this page you can see all of your existing users, their names, their roles, and whether

they are marked as active.

To create a new user click

USERS

© Advanced 2019 13

Email – The email address will be what users use to login.

Password – The password must be a minimum of 8 characters and contain at least 1

number and one special character, such as an exclamation mark or a percentage sign.

First and Last Names – These will be their display names once users login.

Role – There are two roles available in the Base Edition of the Business Tax Portal, standard

and administrator. There are two major differences between administrator and standard

users. The first, is that only administrator users are able to submit returns to HMRC.

Standard users are still able to carry out and view imports, but are unable to submit tax

returns. The second major difference is that only administrator users have access to the

configuration menu. This means that only they can manage and create new users and tax

registrations.

Is your user active – If the user is to have access to the Business Tax Portal, they must be

set as Active. Inactive users will not be able to log into the Portal. A user may be set as

inactive if they have left the business, or if they have not yet started in the business.

Once all of the details have been filled in, click the button.

This will take you to the users menu, where users can be deleted or edited.

USERS

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Resetting User Passwords

If a user has forgotten their password, or wishes to change it, navigate to the login screen.

Then click on the Forgotten password link.

The user will then be prompted to enter their email and click the Submit button.

The user will then receive an email, with a link to change their password.

To change the password, click on the Click here to proceed link.

Enter the new password, and confirm it. Then click the Submit button. The user can now

login with their email address and new password.

IMPORTS

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Imports

IMPORTS

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Imports

In the base edition of the Business Tax Portal, data can be imported two ways. The first way

is through a CSV import. This can be entered into a template downloaded from the Business

Tax Portal, or exported from your Finance Management Solution (FMS). Depending on your

FMS, it can also be possible to set up a link between your FMS and the Business Tax Portal.

If this is something you wish to explore, please contact your account manager.

Register Product



Add Users



• Reset passwords

Import Data



Submit Data


IMPORTS

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The Import Summary and Import Library

To import a CSV file, navigate to the Import link on the menu on the left hand side of the

page.

Import Summary

From this page you can see an Import Summary:

Last FMS import – The date and time of the most recent FMS import. These are set up in

the FMS connections page of the menu.

Last CSV import – The date and time of the most recent CSV import.

Number of outstanding import errors – The number of imports with errors currently sat in

the portal. It is not possible to submit imports with errors to HMRC with the Business Tax

Portal.

Last import ID – The Last Import ID is calculated sequentially. It counts both successful and

failed imports.

IMPORTS

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Import Library

Underneath the import summary is the Import Library.

Import ID – The Import ID is calculated sequentially. It counts both successful and failed

imports.

Tax Registration – The tax registration number for the data of the company that is being

imported.

Date – This is the date and time that the import occurred, rather than the date of the return.

Type – Was it a CSV import, or did it come from the link with the FMS?

Name – The name of the import is the name of the csv file that has been imported.

Status – The status section illustrates if it has completed, and will therefore appear on the

homepage of the business tax portal, and be ready to submit to HMRC. Or it will

demonstrate that the import had errors.

Errors - The Errors section of the Import Library consists of links, which allow you to drill into

the import and view any errors.

There is also a Delete section consists of radio buttons, which we tick, and then click on the

Delete selected imports button. All records can be selected with the button

at the top of the Import Library. Once the imports that you wish to delete are selected, click

the button.

IMPORTS

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Importing a CSV File

Downloading a Sample CSV file

For further information about Making Tax Digital and your obligations please refer

to HMRC for guidance https://www.gov.uk/government/publications/making-tax-

digital/overview-of-making-tax-digital

To import a CSV file, you can either download a template by click on .

This will download a CSV file that looks like this:

Whilst it is easier to view a CSV file in Excel, it is recommended that you edit your

CSV imports in a text based application. The reason for this is that when you save

a CSV file in Excel, the date fields can be reformatted. If the dates are not in a

certain format, which is yyyy-mm-dd.

Instead of opening the CSV file in Excel, you can save the sample file, and right click

on it. From these options, select “Open With” and choose something text based,

such as Notepad. This allows you to update any details, without worrying about

reformatting.

For further information about Making Tax Digital and your obligations please refer

to HMRC for guidance https://www.gov.uk/government/publications/making-tax-

digital/overview-of-making-tax-digital

IMPORTS

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Consolidating Data from Multiple Companies with a Single VRN

The Base Edition of the Business Tax Portal allows you to import 9 box data for multiple

companies linked to a single VRN. The data for each of these companies would be imported

into the Business Tax Portal separately, and then the portal would consolidate these figures.

The below figures are an example of what happens within the Business Tax Portal Base

Edition when the figures are consolidated:

VRN Company Box

1

Box

2

Box

3

Box

4

Box

5

Box

6

Box

7

Box

8

Box

9

666872725 Owens 2000 100 2100 0 2100 0 0 0 0

666872725 CGGH 0 0 0 1000 1000 0 0 0 0

666872725 HMRC

Filed VAT

Values

2000 100 2100 1000 1100 0 0 0 0

Companies can be defined to represent different things such as individual companies

operating within a VAT group, or separate FMS systems outputting VAT data that requires

consolidation

All CSV data must be in £ sterling.

All CSV data must be in £ sterling.

IMPORTS

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Importing an Existing CSV file

Once you have a CSV file prepared for import, be it an export from your FMS or prepared

from the sample CSV file, it can be imported by either clicking on, or dragging your files into

the box on the import page:

Once a file has been selected, it will appear in the box:

Once this appears, click

If the import is successful, the following message will appear for a few moments:

The import will appear in the Import Library with a Status of Completed.

It will also appear on the homepage ready for submission:

IMPORTS

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Imports with Errors

If the import fails, the following message will appear for a few moments:

The import will appear in the Import Library with a Status of Errors, and a link in the Errors

column.

Clicking on the link in the Errors column will take you to a page where you can view more

details about the errors.

Errors will either be specific to a certain part of the CSV file in the below example, the

company in the “Company” cell, was incorrect:

Or they can be more generic, in the below example the dates were incorrect:

SUBMITTING RETURNS

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Submitting Returns

Once the data has been successfully imported into the Business Tax Portal, it can be

submitted to HMRC.

Register Product



Add Users



• Reset passwords

Import Data



Submit Return


View Returns


SUBMITTING RETURNS

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Submitting the Return

Once the data has been successfully imported into the Business Tax Portal, it will appear on

the homepage and will be ready to submit to HMRC.

To view more details about a tax return, click on the button. This will

take you to a Summary.

From this screen you can see the each of your 9 box figures, and the date and time that it

was imported. When you are ready to submit this return to HMRC, click .

You will then be asked to submit a declaration:

SUBMITTING RETURNS

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You will then be taken back to the homepage of the Business Tax Portal. Whilst the return is

submitting, the icon on the homepage will say “Submission in Process”. This will update to

“Submitted” once it has completed.

To view more details about a tax return, click on the button. This will take

you to a Summary, which you can export to a CSV file.

SUBMITTING RETURNS

© Advanced 2019 28

Viewing Submitted Returns

Once the data has been successfully imported into the Business Tax Portal, it can be

submitted to HMRC.

Register Product



Add Users



• Reset passwords

Import Data



Submit Return


View Returns


SUBMITTING RETURNS

© Advanced 2019 29

Submitting the Return

Once the data has been successfully submitted into the Business Tax Portal, it will appear on

the homepage as Submitted.


you to a Summary.

From this screen you can see the each of your 9 box figures, and the date and time that it

was imported and submitted.

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