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Autocount GST Manuall PDF
Autocount GST Manuall PDF
Accounting
(Malaysia GST)
Hands-on Training Manual
2nd Edition
Apr 2015
PeterTan
Contents
1. Installation 4
6. Transaction Purchase 23
6.1. Purchased from GST-Registered Supplier 23
6.2. Cash Purchase from GST-Registered Supplier 24
6.3. Purchased from Non GST-Registered Supplier 25
6.4. Use of GST Adjustment and Taxable Amount columns 26
6.5. Purchase Return (Transferred from Invoice) 27
6.6. AP Invoice Entry 28
6.7. AP Payment 29
7. Transaction Sales 30
7.1. Local Supply Issue Full Tax Invoice 30
7.2. Cash Sale Simplified Tax Invoice 31
7.3. Full Tax Invoice Export 32
7.4. Sales Credit Note 33
7.5. AR Invoice Entry 34
7.6. AR Payment 35
8. Transaction G/L 36
8.1. Cash Payment with GST 36
8.2. Cash Payment without GST 37
8.3. Cash Payment Blocked input tax 38
8.4. Journal Entry 39
9. GST Processor 40
9.1. Run GST Processor using wizard 40
9.2. GST-03 43
9.3. Generate GST Return File 44
9.4. Generate GAF 45
9.5. Other Reports 46
9.6. Saving GST Processor 47
9.7. Commit GST Processor 48
9.8. Payment of GST due / Payment of Input Tax Credit 49
1. Installation
a. Before installation or upgrades, always backup your existing database.
b. Install AutoCount Accounting version 1.8 (32/64bit) or AutoCount Express 1.8 (32/64bit).
c. A separate new program folder (Accounting 1.8) and short cut icon will be created. Your existing folder
and shortcut of version 1.3/15/1.6 will remain untouched.
d. For existing user who upgrades from earlier version (1.3, 1.5 or 1.6), you need to request for new
license code that can be worked on version 1.8. For education purpose, license code is not needed.
e. For learning purpose, create a new account book with company name: AutoCount GST Exercise.
f. AutoCount Backup Server:
Upon saving the newly created account book, the following screen Add to Scheduled Backup will be
prompted, if you do not want to add this account book into the list of scheduled backup, click Cancel.
In order for the scheduled backup to work, you must install AutoCount Backup Server. By default,
during installation, if you have chosen Standalone Installation OR Network Installation > Server
Installation, AutoCount Backup Server will be automatically installed. Should it not been installed, just
look for the installer (AutoCount Backup Server Setup.exe) on the DVD and double click to install it.
Task Name: Assign a name for this scheduled backup task. A Task ID will be auto generated.
Server Backup Directory: The path of backup destination. E.g. D:\AutoCount Backup\
Backup File Prefix: Set the prefix for the name of backup file to be generated. E.g. ACSB
Apply password to your Backup File: this is to set password for the backup file to be generated.
This password will be needed when restoring the backup file.
Backup Start Date/Time: set the date/time for the very first backup file to commence
Repeating: set if you want to repeat the backup task.
Repeat Type: choose how you would like the backup task to be repeated: Every Hour, Every Day,
Every Week Day or Every Month.
Notify on failed/success: check the checkbox so that you will be notified of the failure/success of
the scheduled backup task via the email address provided by you.
Email: key in the email address if you have chosen to be notified on failed/success.
Backup Service Port: set the backup server service port. Usually this is auto-set.
Backup Service Host: this is the host PC where backup server is installed.
Save: to confirm adding the task of scheduled backup for this account book.
Cancel: to choose not to add the task of scheduled backup for this account book. The service will then
keep prompting a reminder message such as: Warning: Database xxx does not exist in
Scheduled Backup until you go ahead and set the task.
Enable Goods & Services Tax: check this checkbox to activate GST functions. A GST menu will be visible
on the main menu bar.
GST Rate: By default the GST rate is set to 6.00
Rename Tax to: default name is GST. In some countries, it may be named VAT.
Must specify Tax Code: this checkbox if checked will make it compulsory to assign a tax code for each of
the transactions. No null value is allowed.
Tax Reporting Currency Code: This feature is used in Singapore version.
Enable Tax Document Number Management: This feature is used in other countries where the
government controls the tax document numbers.
Allow Different Tax Currency Rate: This is used in Singapore version.
Use Inclusive GST for all Sales documents: Check this if most of your sales pricing are inclusive of
GST. You may, however, change the Inclusive to become Exclusive (or vice versa) during transaction
entry.
GST Setting From Other Account Book: this is used to import settings from another account book.
Items can be imported are: customized reports, GL accounts (including account type, journal type and
currency, MSIC code), tax codes, stock items default tax code, debtor/creditor default tax code.
GST Start Date: the earliest start date (month) will be the effective date of GST in Malaysia i.e.
04-2015. In actual case, your start date will depend on your registration date. Just follow the
instructions as shown on your registration approval letter.
GST Taxable Period (months): In most cases, taxable period will be 3 (months). Some companies
(e.g. whose annual turnover is > 5 million) may have monthly taxable period. However the
taxable period will be assigned by Royal Malaysian Customs Department (RMCD) upon your
registration as GST company. Just follow the instructions as shown on your registration approval
letter.
Apply GST Logic Option: two options to control when to apply the tax logic.
Apply Tax Logic only after GST Start Date: means GST function will only work on or after the GST
Start Date. Apply Tax Logic for all date: means apply GST function as soon as GST is enabled. If
you are upgrading from version 1.5 to version 1.8 and had not enabled GST before this, the system
will automatically choose the first option. If you have been using GST function for Sales tax, the
system will automatically select the second option when upgrading.
Must Process A/R Bad Debt Relief After Six Month: if this option is checked, you must claim A/R
Bad Debt Relief (for documents that fulfilled conditions) during GST Processor wizard. Uncheck this
option will allow you to decide whether or not to claim A/R Bad Debt Relief (for documents that
fulfilled conditions) during GST Processor wizard.
Must Process GST on D/O: if this option is checked, you must process GST on D/O (where invoice was
not issued within 21 days) during GST Processor wizard. Uncheck this option will allow you to decide
whether or not to process GST on D/O (where invoice was not issued within 21 days) during GST
Processor wizard.
Must Process GST on Payment: if this option is checked, you must process GST on Payment
(deposit/payment received before basic tax point) during GST Processor wizard. Uncheck this option
will allow you to decide whether or not to process GST on Payment (deposit/payment received before
basic tax point) during GST Processor wizard.
However, for Security Deposit that no need to account for output tax, you may check the checkbox
of 'Is Security Deposit?' in A/R Deposit entry window, so that it will be excluded from the process of
GST on Payment during GST Processor wizard.
Note: Its advisable to make early preparation, understand the setting and practice with GST features
before effective date. You may make the GST setting in advance and have a try run.
a) Create a backup file from existing account book (e.g. AC Sdn Bhd)
b) Restore the backup file to generate a new account book (name it AC2 Sdn Bhd). Perform GST setting in
this account book. Including update/insert GL Accounts, assign MSIC Codes, GST Code Maintenance, set
default Tax Code by Debtors/Creditors/Stock Items, Customize reports you may test run with some
transactions to feel the whole cycle of GST processes.
b) When getting close to the effective date, logon to your real account book (AC Sdn Bhd), go to Tools >
Options > General > Goods & Services Tax, click on GST Setting From Other Account Book.
3. select contents to be
copied..
Define the Server Name, select the Database to copy from (in this case it means AC2 Sdn Bhd), select
the options to be copied. Click Copy.
c) Now your account book is equipped with GST settings, you may start perform entries/transaction
records involved GST.
Click this
Click next
Click next
Click next
Click next
Click Finish
Check to
select. You may change the proposed account no., account Click Save
Uncheck description and account type.
to ignore.
Click Save
3. Check Default
2. Click on Edit
4. OK
1. Highlight a tax
code of input tax
3. Check Default
2. Click on Edit
4. OK
1. Highlight a tax
code of output tax
You may set default tax code for any of the Stock Items, especially if the tax code for such item is
different from default tax code in general.
Go to Stock > Stock Item Maintenance, select the stock item, click on Edit, set the default Supply Tax
Code and Purchase Tax Code:
Appendix
How to use Easy Item for stock item setting (setting of default tax code by items)
1. Click on
Find Stock Item
2b. Click on
2a. key in keyword / define search Search
criteria for searching purpose.
3. Check
All
4. Easy
Item
5. click to 6. Range
select all Set
8. Save
You may set default tax code for any of the debtors/creditors. For example, default tax code for an
overseas customer can be set to ZRE which means Output Tax 0% - Zero Rated Supplies (Exports);
default tax code for a supplier who has not registered as GST Taxable person should be NR (Input Tax
0% - Non GST supplier)
Assign default
tax code
Assign default
tax code
For sales and purchase documents, the priority will be given in the following order: Debtor/Creditor
Stock Item Tax Code Maintenance. Please be aware that even though default tax code is set, you are
able to select other tax code during transaction/entry.
For GL, AR and AP entries, the priority will be given in the following order: Debtor/Creditor Account
Maintenance. Please be aware that even though default tax code is set, you are able to select other tax
code during transaction/entry.
For example:
Scenario 1:
If you are making wholly standard rated supply, you may set the default tax code as follow:
At Tax Code Maintenance: default input tax code (TX_S), default output tax code (SR_S)
At Creditors Maintenance: set default tax code (NR) for those suppliers who are not GST-registered;
(IM-GDS) for overseas suppliers of standard rated goods; (IM-SVC) for overseas suppliers of
standard rated services.
At Debtors Maintenance: set default tax code (ZRE) for those overseas customers.
At Account Maintenance: set default input tax code (BL) for expenses accounts where input tax is
blocked.
Scenario 2:
If you are making both standard-rated supply (majority) and zero-rated supply, you may set the default
tax code as follow:
At Tax Code Maintenance: default input tax code (TX_S), default output tax code (SR_S)
At Stock Item Maintenance: for zero-rated items, default input tax code (ZP) and default output tax
code (ZRL); you may use Easy Item to easily set the default tax codes for large volume of stock
items. Alternatively you may also update the related fields using Export to Excel and Import From
Excel.
At Creditors Maintenance: set default tax code (NR) for those suppliers who are not GST-registered;
(IM-GDS) for overseas suppliers of standard rated goods; (IM-SVC) for overseas suppliers of
standard rated services.
At Debtors Maintenance: set default tax code (ZRE) for those overseas customers.
At Account Maintenance: set default input tax code (BL) for expenses accounts where input tax is
blocked.
3. Summary style
(recommended)
4. OK
MSIC Code:
MSIC Code is your major industry code (5 digit) according to Malaysia Standard Industrial
Classification which is downloadedabe from www.statistics.gov.my
The total output tax of each MSIC code will appear in Form GST-03 (item 19). Should the MSIC
Code is not defined, the output tax amount will be shown in the box of Other.
Assign MSIC Code to G/L accounts that affect the value of Output Tax. Example of accounts that
need to assign MSIC Code are: Sales, Cash Sale, Return Inwards, Discount Allowed, Rental
Received..
Should there are more than one MSIC code, you need to have multiple accounts for each type of
Sales, Case Sales, other incomes and assign each of them with related MSIC code respectively.
A/C Type A/C No A/C Description Input Tax Code Output Tax Code
Examples:
6. Transaction Purchase
Supplier Standard
To: <You> <Address><ID> Inv.No. 0011
Date: 02/mm/yyyy
TAX INVOICE
---------------------------------------------------------------------------------------------------------
Item TaxCode Description Qty UOM Unit Price Total
---------------------------------------------------------------------------------------------------------
1. SR Goods Standard 5 Unit 600.00 3000.00
2. ZRL Goods Zero 5 Unit 300.00 1500.00
3. SR Services 1 Unit 200.00 200.00
---------------------------------------------------------------------------------------------------------
Subtotal (Ex): 4700.00
GST: 192.00
Total: 4892.00
Effects on
Ledger
(double entry)
Supplier Standard
<Address><ID>
Inv.No. CS-22
Date: 03/mm/yyyy
--------------------------------------------------------
1. 0001 1 x 500.00 500.00 SR
2. 0002 1 x 300.00 300.00 ZRL
--------------------------------------------------------
Total sales inclusive GST@ 6% 800.00
GST 28.30
Cash Payment 800.00
Change 0.00
Effects on
Ledger
(double entry)
Supplier Standard
To: <You> <Address><ID> CN.No. CN-11
Date: 05/mm/yyyy
Credit Note Inv.No. 0011
---------------------------------------------------------------------------------------------------------
Item TaxCode Description Qty UOM Unit Price Total
---------------------------------------------------------------------------------------------------------
1. SR Goods Standard 1 Unit 600.00 600.00
---------------------------------------------------------------------------------------------------------
Reason: Goods Returned Subtotal (Ex): 600.00
GST: 36.00
Total: 636.00
Effects on
Ledger
(double entry)
Supplier Standard
To: <You> <Address><ID> Inv.No. 0033
Date: 07/mm/yyyy
TAX INVOICE
---------------------------------------------------------------------------------------------------------
Item TaxCode Description Qty UOM Unit Price Total
---------------------------------------------------------------------------------------------------------
1. SR Goods Standard 2 Unit 600.00 1200.00
2. ZRL Goods Zero 2 Unit 300.00 600.00
---------------------------------------------------------------------------------------------------------
Subtotal (Ex): 1800.00
GST: 72.00
Total: 1872.00
Effects on
Ledger
(double entry)
6.7 AP Payment
10/mm/yyyy make a cash payment RM 1256.00 to 400-S001 Supplier Standard, knock off invoice no:
0011.
Effects on
Ledger
(double entry)
7. Transaction Sales
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
7.6 AR Payment
Effects on
Ledger
(double entry)
8. Transaction G/L
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
9. GST Processor
GST Processor is used to gather all info related to GST and produce reports such as GST-03, GST Return
File, GAF and other summary reports.
1. Click New
2. Click Next
3. Click Next
4. Click Next
5. Click Next
6. Click Next
7. Click Next
9. Click Yes
8. Click Next
This is
tax
summary
9.2 GST-03
You may view the GST-03 (GST Return Form), save a softcopy as a record.
GST Audit File (GAF) must be made available upon request from RMCD. You may generate GAF and keep
a softcopy file after you have finalized the content of the taxable period.
4. This is the
content and
format of
GAF
1. Preview
2. Tax Summary
All in one
Click on Close
to save the
processor
without
Committing..
1. Click Commit
3. Click Yes
4. The status
changed to
Committed
The journal entry has credited the tax amount payable (RM211.73) to GST Control Account.
Create a Cash Payment to record the payment of tax to RMCD.
Effects on
Ledger
(double entry)
You may notice that documentscan be claimed bad debt relief will also be auto-detected when
running GST Processor wizard. However should you have done it at Manage AR Bad
Debt, it will be reflected as well.
Create AR Payment
2. Save
Effects on
Ledger
(double entry)
Effects on
Ledger
(double entry)
1. New
2. Define/Type Name
of recipient 3. Define date
Effects on
Ledger
(double entry)
1. New
2. Define/Type Name
of recipient
3. Define date
4. Define gift
and amount
8. New
9. Define/Type Name
of recipient
Effects on
Ledger
(double entry)
Example:
10 m+1, yyyy: Invoice (No. 1234) received from 400-S003 Supplier Overseas Goods, to purchase (import)
10 units of item 00001 at RM600 each.
15 m+1, yyyy: Charges by RMCD: Customs duty (10% x 6000) = RM 600
GST (6% x 6000) = RM 360 and (6% x 600) = RM 36
Effects on
Ledger
(double entry)
2. Click on Imported
Goods Document.
8. The PV details
is filled.
3. Search
4. Check to select
the related
Purchase Invoice.
5. Define the % of duty 6. Assign G/L
or just key in the account and
Custom charges. Tax Code.
7. OK.
Effects on Ledger
(double entry)
Example:
11 m+1, yyyy: Invoice (No. 2222) received from 400-S004 Supplier Overseas Services, to purchase
(import) 1 unit of item 00003 at RM2000.
12 m+1, yyyy: Full payment made to 400-S004 via bank transfer.
Effects on
Ledger
(double entry)
1. Define Creditor,
Description, Date,
Payment Method, and
Payment amount
3. Save
5. Journal Entry
generated.
Effects on Ledger
(double entry)
During GST Processor, the system will detect all Delivery Orders that are still outstanding at the end of the
taxable period, and:
- have not been transferred to Invoice, or
- have been transferred to Invoice but not within 21 days.
You will be required to generate journal entry on the DO date to account for output tax.
In the subsequent taxable period or later taxable period, on the date of invoice where such DO are
transferred to, a reversed journal entry will be generated to offset the total output tax posted from the
invoice.
Example:
20 m+1, yyyy: Create a DO to 300-S001, 5 units of item 00001 @ RM 1000, plus 6% GST.
21 m+1, yyyy: Create a DO to 300-S001, 2 units of item 00001 @ RM 1000, plus 6% GST.
05 m+2, yyyy: Full document transfer from DO (20 Jan) to Invoice. (within 21 days)
25 m+2, yyyy: Full document transfer from DO (21 Jan) to Invoice. (more than 21 days)
D/O 1
D/O 2
Invoice
transferred
from D/O 1
Invoice
transferred
from D/O 2
14.2 Run GST Processor for taxable period of m+1, yyyy (run at
the end of m+2, yyyy)
Click Next,
Next
2. Yes
3. Yes
1. Finish
Posting summary
1. Commit
3. OK
2. Admin
password
4. Yes
1. Reverse Transferred DO
2. Next, Next
4. Yes
5. Yes
3. Finish
6. Journal entry
generated
Effects on
Ledger
(double entry)
During GST Processor, the system will detect any unapplied AR Payment or AR Deposit at the end of the
taxable period, and allows you to generate journal entry on the date of AR Payment or AR Deposit to
account for output tax of such payment in advance.
When the said AR Payment or AR Deposit is knocked off against AR Invoice in the subsequent taxable period
or later taxable period, a reversed journal entry will be generated to offset the total output tax posted from
the invoice.
Example:
22 m+3, yyyy: Create a AR Payment from 300-S001, Cash RM 1000, do not knock off any invoice.
03 m+4, yyyy: Create a new AR Invoice Entry for 300-S001, total RM 5000 + GST.
Knock off the AR Payment against this invoice.
1. Next
3. Yes
2. Finish
In order to Edit AR Payment, which was locked for taxable period of m+3, yyyy and before,
you need to set Exception of Period Lock.
Go to Tools > Manage Fiscal Yea:r
1. Click Manage
Period Lock
3. Manage
Exceptions
2. click on the
related month
4. click to select
6. Apply
Cash Book Entry
5. check
Admins
8. Close, OK,
Close.
Go to AR Payment, Edit the AR Payment dated 22 m+3, yyyy. and knock off against the AR
Invoice on 3 m+4, yyyy.
3. Next
5. Yes
4. Finish
Example:
Monthly taxable period: Apr 2015. Tax return submitted on 25 May 2015.
On 30 May 2015, received a supplier invoice dated 28 Apr 2015.
(1) Before all, please make sure that you have already assigned the following Tax Accounts in GST
Settings (accessible via GST Processor or can be done automatically by using the proposed GST
accounts via the Tax Code Maintenance Wizard.):
- Deferred Input Tax Account
- Deferred Output Tax Account
(2) Go back to month of April (with exception setting, of course) and insert a Purchase Invoice or AP
Invoice Entry as per document date (28 Apr 2015), at the same time assign different GST date (31
May) so that GST amount will be included in the taxable period of May 2015.
(3) On 28 Apr (Document date), the tax amount will be posted to a Deferred Input Tax Account.
(4) On 31 May (GST Date), the system will automatically transfer the tax amount form the Deferred
Input Tax Account to Input Tax Account.
(5) GAF will be affected as well.
GST Date is available in the following documents: (Edit > Set GST Date)
- Sales: Invoice, Credit Note, Debit Note and Cash Sales
- Purchase: Purchase Invoice, Purchase Return and Cash Purchase
- AR and AP documents
- Cash Book and Journal Entry
WARNING! Reset GST Processor will not remove or erase your data in the system, it just erase the
history of Processor. Please be aware that you are not supposed to edit your data after submitted the
tax return (thats why the period is locked automatically after Committed). Even though you may do
so by using Manage Exception or Reset GST Processor, you must understand the consequences of
modifying entries that will affect GST values and reports.
~ End ~