WelcomeThis spreadsheet has been designed specifically for VAT
registered B&B's and guest houses to help reduce the time you
need to spend on record-keeping and is an ideal format to send to
your accountant (& may reduce their fees - the more accurate
your records, the less time they should spend doing your accounts)
Most pages are password protected to prevent the deletion of any
important formulas. To unprotect sheets go to
Tools/Protection/Un-protect sheet & enter the password "bb"
General guidance
indicates pages which include mandatory fields indicates pages
from which data is used for VAT returns Before entering any figures
for your current year, save a copy as a template to be used in
subsequent years Information & data should be entered in the
areas highlighted in the pale yellow or green Other cells contain
formulas which are linked to these cells Most pages are not
suitable to print, so I have set the print area option on these
pages so that accidental printing of 30 or so pages shouldn't
occur
Business information Ensure you enter the dates for year end
& first VAT quarter on this page Tariff for long stay guests
This page contains some notes obtained from the HMR&C website
detailing the special VAT circumstances regarding accommodation for
long stay guests. The page also includes a calculator which can be
used to calculate the nightly tariff at the special VAT rate that
equates to your normal room rate ie the gross tariff chargeable to
the guest which gives you the same net income. Diary, availability
This page can be used to record & check room availability
Income details C-F G H J K N P-T V W Y Guest name & address
Room number Long stay guest - enter Y or N Arrival date in format
dd/mm/yy Number of nights stay Nightly tariff (including VAT)
Amounts due for additional services (incl VAT) Deposit payment date
in format dd/mm/yy Deposit amount paid Standard VAT rate applicable
at time of stayFor guests staying over 28 days, from the 29th day
onwards VAT is not charged on the accommodation element of the
charge. If you have a long-term guest you should enter the income
details on this page on separate lines - one line for the first 28
days (entering N in column H) and another line for day 29 onwards
(with Y in column H). Because VAT is still charged in full on the
charges for food, the proportion of a charge for bed & board
needs to be split with the food element being entered in column P
and only the accommodation element being entered in column N There
are some additional notes about this on the page titled 'Tariff for
long stay guests'
Invoice generator To generate a sales invoce enter the letter X
in column B. The data from that row will then be used to generate a
sales invoice Note - at any one time only have one X in columns
B
Bank & cash receipts
Enter the following receipts information on this page; Column C
D E F H I J K O-S
Date money banked/received From Details P-in bk # / BACS Total
received " " VAT %age Other receipts
in the format dd/mm/yy who the money is from what money is for
enter the paying-in slip number/BACS or AC (for automated credit)
This may make reconciliation easier amount banked in business
current account cash received not banked amount banked in
alternative account enter current VAT rate currently at 15% (this
will change Jan '10) Non-sales receipts should be entered in these
columns
If no amounts are entered in columns O-S, all bankings will be
treated as sales receipts(optional)
G
Uncleared items
*
As part of your bank reconciliation, delete the figures in this
column as they appear on your bank statement
Payments & expenses
Enter the following payment information on this page; (once a
few entries have been made, Excel uses a predictive text feature,
so for example expense types in column M can be typed instead of
using the drop down menu & you may only need to type the first
one 1 or 2 letters - making data entry a lot quicker) Column B C D
E F H I J K L M
(optional) (optional)
Date of payment Payee Details Invoice reference DD / Chq # Total
paid " " " " Expense type
in the format dd/mm/yy who payment is made to what payment is
for supplier invoice number enter chq number or DD/SO for direct
debit & standing orders paid via current account paid by credit
card paid with petty cash paid by business owner paid by other
means choose expense type from drop-down menu by clicking on arrow
in column N (amounts are automatically allocated to the correct
expense column) Should an invoice relate to different expense
types, you should separate these & enter in 2 or more
columns.
(optional)
G
Uncleared items
*
As part of your bank reconciliation, delete the figures in this
column as they appear on your bank statement
Bank reconciliationThis page is optional - as a sole trader you
may not want to complete this page. At the end of any period there
will be some cheques & maybe bank receipts which have not
cleared the bank. It is very important to make sure your bank
reconciles (ie agrees with the balance on your bank statements), to
ensure that all bank transactions have been entered correctly. If
you don't do this, your accountant will & that can be
expensive! On a weekly or monthly basis you should perform this
simple process; * 1. As transactions entered on the bankings &
payments pages appear on your bank statements, tick the items on
the statements & delete the red 'uncleared items' amounts from
column E (bankings) & column G (payments) 2. On the 'bank
reconciliation' page enter the brought forward balance (balance at
start of year) in H41-45 Enter bank statement reconciliation date
in F31 & the balance as per the statement in H31 3. If all
items are correctly entered the 'difference' figure in cell F22
should be zero Profit & loss account This page will give you a
cumulative profit figure using data entered on other pages.
Disclaimer
This program has been designed to assist in the preparation of
your accounts, however BC Bookkeeping cannot be held liable for
incorrect output from this Calculator.Correct information can only
result from this Calculator if correct details are entered.
Barry Chapman Bookkeping
Enter details here : Name Tax reference Business name Business
description Business addressline 1 line 2 line 3 line 4 postcode
dd/mm/yyyy 31-Dec-09 31-Mar-09
Financial year end date
VAT quarter dd/mm/yyyy (enter first VAT quarter of the financial
year)
Notes as per HMR&C Vat GuideVAT Notice 709/3 Hotels and
holiday accommodation 3. The reduced value rule for long stay
guests 3.1 What is the reduced value rule? This rule allows the
charge for sleeping accommodation to be relieved from VAT when a
guest stays for over 28 consecutive days. However, the supply of
accommodation does not become exempt from VAT, it is still taxable
and the normal input tax rules apply. See Notice 700/15 The Ins and
outs of VAT. 3.2 How does it work? You need to establish that you
are providing accommodation in a hotel, inn, boarding house or
similar establishment. The reduced value rule does not apply to
holiday accommodation. If a guest stays in your establishment for a
continuous period of more than 28 days, then from the 29th day of
the stay you should charge VAT only on that part of the payment
that is not for accommodation. If you make an inclusive charge for
bed and board you must apportion it reasonably and charge VAT on
the full amount that is not for the accommodation. When you do
this, you must calculate the amount of your charge that is for
meals, drinks and other services, and also treat at least 20% of
the remainder as being for facilities. However, if the true value
of the facilities is more than this, you must charge VAT on the
true amount. 3.3 Who does the rule apply to? The reduced value rule
applies to individuals who stay with you for more than 28 days in a
hotel, inn or any similar establishment. The rule does not apply to
bookings by companies where the accommodation is used by a
succession of short-term occupants, and each stays less than 28
days at a time. A guests stay must be continuous to qualify for the
reduced value rule. For example, if a guest stays for three weeks
every month, you must always charge them VAT in full. If another
guest stays for five weeks, leaves for a week, and returns to stay
for five more weeks, the reduced value rule applies only to the
fifth week of each separate stay. However, a guests departure is
not seen to end their stay provided the guest: is a long-term
resident and leaves for an occasional weekend or holiday is a
student who leaves during the vacation but returns to the same
accommodation for the following term or pays a retaining fee (see
paragraph 7.4). In these cases the time away is ignored and you
only have to charge VAT in full for the first 28 days of the
overall stay. It does not matter whether the guest returns to the
same room or not.
ExampleVAT @ 15.00% enter your own room rates Charges shown
including VAT : Total VAT inclusive charge VAT inclusive charge for
meals Balance for facilities and accommodation VAT for facilities
& accommodation Net cost for facilities & accommodation VAT
exclusive value of facilities at 20.00% 115.00 46.00 69.00 9.00
60.00 12.00 15.00 Charges shown excluding VAT : Total VAT exclusive
charge VAT inclusive charge for meals Balance for facilities and
accommodation VAT exclusive value of facilities at 20.00% 100.00
40.00 60.00 12.00 15.00 6.00 9.00 1.80 7.80 6.00 1.80 7.80 6.00
9.00 6.00 VAT due normal reduced rate value
Reduced room rate calculator Calculate your own revised VAT
inclusive rateVAT @ 15.00% Gross enter your own VAT inclusive room
rate (excluding meals) Cost for facilities & accommodation
Normal VAT rate 69.00 9.00 60.00 VAT Net
Reduced VAT rate
61.80
1.80
60.00
Gross charge for accommodation only to be entered in column N on
the 'Income details' page (with charges for all meals including
breakfast entered in column P)
DateDay Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue
Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri
Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Date 31-Dec-08
1-Jan-09 2-Jan-09 3-Jan-09 4-Jan-09 5-Jan-09 6-Jan-09 7-Jan-09
8-Jan-09 9-Jan-09 10-Jan-09 11-Jan-09 12-Jan-09 13-Jan-09 14-Jan-09
15-Jan-09 16-Jan-09 17-Jan-09 18-Jan-09 19-Jan-09 20-Jan-09
21-Jan-09 22-Jan-09 23-Jan-09 24-Jan-09 25-Jan-09 26-Jan-09
27-Jan-09 28-Jan-09 29-Jan-09 30-Jan-09 31-Jan-09 1-Feb-09 2-Feb-09
3-Feb-09 4-Feb-09 5-Feb-09 6-Feb-09 7-Feb-09 8-Feb-09 9-Feb-09
10-Feb-09 11-Feb-09 12-Feb-09
RoomsDouble Double
Room typeDouble Double
Room numberDouble Double Double
1
2
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4
5
6
7
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue
Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu
Fri
13-Feb-09 14-Feb-09 15-Feb-09 16-Feb-09 17-Feb-09 18-Feb-09
19-Feb-09 20-Feb-09 21-Feb-09 22-Feb-09 23-Feb-09 24-Feb-09
25-Feb-09 26-Feb-09 27-Feb-09 28-Feb-09 1-Mar-09 2-Mar-09 3-Mar-09
4-Mar-09 5-Mar-09 6-Mar-09 7-Mar-09 8-Mar-09 9-Mar-09 10-Mar-09
11-Mar-09 12-Mar-09 13-Mar-09 14-Mar-09 15-Mar-09 16-Mar-09
17-Mar-09 18-Mar-09 19-Mar-09 20-Mar-09 21-Mar-09 22-Mar-09
23-Mar-09 24-Mar-09 25-Mar-09 26-Mar-09 27-Mar-09 28-Mar-09
29-Mar-09 30-Mar-09 31-Mar-09 1-Apr-09 2-Apr-09 3-Apr-09
Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun
Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed
Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri
Sat
4-Apr-09 5-Apr-09 6-Apr-09 7-Apr-09 8-Apr-09 9-Apr-09 10-Apr-09
11-Apr-09 12-Apr-09 13-Apr-09 14-Apr-09 15-Apr-09 16-Apr-09
17-Apr-09 18-Apr-09 19-Apr-09 20-Apr-09 21-Apr-09 22-Apr-09
23-Apr-09 24-Apr-09 25-Apr-09 26-Apr-09 27-Apr-09 28-Apr-09
29-Apr-09 30-Apr-09 1-May-09 2-May-09 3-May-09 4-May-09 5-May-09
6-May-09 7-May-09 8-May-09 9-May-09 10-May-09 11-May-09 12-May-09
13-May-09 14-May-09 15-May-09 16-May-09 17-May-09 18-May-09
19-May-09 20-May-09 21-May-09 22-May-09 23-May-09
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon
Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
Sun
24-May-09 25-May-09 26-May-09 27-May-09 28-May-09 29-May-09
30-May-09 31-May-09 1-Jun-09 2-Jun-09 3-Jun-09 4-Jun-09 5-Jun-09
6-Jun-09 7-Jun-09 8-Jun-09 9-Jun-09 10-Jun-09 11-Jun-09 12-Jun-09
13-Jun-09 14-Jun-09 15-Jun-09 16-Jun-09 17-Jun-09 18-Jun-09
19-Jun-09 20-Jun-09 21-Jun-09 22-Jun-09 23-Jun-09 24-Jun-09
25-Jun-09 26-Jun-09 27-Jun-09 28-Jun-09 29-Jun-09 30-Jun-09
1-Jul-09 2-Jul-09 3-Jul-09 4-Jul-09 5-Jul-09 6-Jul-09 7-Jul-09
8-Jul-09 9-Jul-09 10-Jul-09 11-Jul-09 12-Jul-09
Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue
Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri
Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun
Mon
13-Jul-09 14-Jul-09 15-Jul-09 16-Jul-09 17-Jul-09 18-Jul-09
19-Jul-09 20-Jul-09 21-Jul-09 22-Jul-09 23-Jul-09 24-Jul-09
25-Jul-09 26-Jul-09 27-Jul-09 28-Jul-09 29-Jul-09 30-Jul-09
31-Jul-09 1-Aug-09 2-Aug-09 3-Aug-09 4-Aug-09 5-Aug-09 6-Aug-09
7-Aug-09 8-Aug-09 9-Aug-09 10-Aug-09 11-Aug-09 12-Aug-09 13-Aug-09
14-Aug-09 15-Aug-09 16-Aug-09 17-Aug-09 18-Aug-09 19-Aug-09
20-Aug-09 21-Aug-09 22-Aug-09 23-Aug-09 24-Aug-09 25-Aug-09
26-Aug-09 27-Aug-09 28-Aug-09 29-Aug-09 30-Aug-09 31-Aug-09
Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed
Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat
Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon
Tue
1-Sep-09 2-Sep-09 3-Sep-09 4-Sep-09 5-Sep-09 6-Sep-09 7-Sep-09
8-Sep-09 9-Sep-09 10-Sep-09 11-Sep-09 12-Sep-09 13-Sep-09 14-Sep-09
15-Sep-09 16-Sep-09 17-Sep-09 18-Sep-09 19-Sep-09 20-Sep-09
21-Sep-09 22-Sep-09 23-Sep-09 24-Sep-09 25-Sep-09 26-Sep-09
27-Sep-09 28-Sep-09 29-Sep-09 30-Sep-09 1-Oct-09 2-Oct-09 3-Oct-09
4-Oct-09 5-Oct-09 6-Oct-09 7-Oct-09 8-Oct-09 9-Oct-09 10-Oct-09
11-Oct-09 12-Oct-09 13-Oct-09 14-Oct-09 15-Oct-09 16-Oct-09
17-Oct-09 18-Oct-09 19-Oct-09 20-Oct-09
Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu
Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun
Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue
Wed
21-Oct-09 22-Oct-09 23-Oct-09 24-Oct-09 25-Oct-09 26-Oct-09
27-Oct-09 28-Oct-09 29-Oct-09 30-Oct-09 31-Oct-09 1-Nov-09 2-Nov-09
3-Nov-09 4-Nov-09 5-Nov-09 6-Nov-09 7-Nov-09 8-Nov-09 9-Nov-09
10-Nov-09 11-Nov-09 12-Nov-09 13-Nov-09 14-Nov-09 15-Nov-09
16-Nov-09 17-Nov-09 18-Nov-09 19-Nov-09 20-Nov-09 21-Nov-09
22-Nov-09 23-Nov-09 24-Nov-09 25-Nov-09 26-Nov-09 27-Nov-09
28-Nov-09 29-Nov-09 30-Nov-09 1-Dec-09 2-Dec-09 3-Dec-09 4-Dec-09
5-Dec-09 6-Dec-09 7-Dec-09 8-Dec-09 9-Dec-09
Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri
Sat Sun Mon Tue Wed Thu
10-Dec-09 11-Dec-09 12-Dec-09 13-Dec-09 14-Dec-09 15-Dec-09
16-Dec-09 17-Dec-09 18-Dec-09 19-Dec-09 20-Dec-09 21-Dec-09
22-Dec-09 23-Dec-09 24-Dec-09 25-Dec-09 26-Dec-09 27-Dec-09
28-Dec-09 29-Dec-09 30-Dec-09 31-Dec-09
Double
Double
Double
Double
Double
Double
Double
Double
Double
Double
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9
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15
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17
KeyDouble Double Double Double Double Double Double Double
Double
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25
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available booked
INVOICEBusiness NameInvoice to : Address Line 1 Address Line 2
Address Line 3 Postcode Phone Number VAT number DateVAT @
DESCRIPTION NET 17.50% GROSS
Accommodation Additional charges Meals Bar sales
0 night/(s)
-
-
-
Telephone Room service Other services
TOTAL DUE DEPOSIT PAID BALANCE DUE
0.00
0.00
0.00 0.00 0.00
We hope you enjoyed your stay with us. Please visit again
soon.
Name
Address Line 1
Address Line 2
Address Line 3
15.00%
61.80
1.80
60.00
2.91% 13.04% 3/23 20.00% 15.00%
2.61%
Year to date totals P-in bk # / BACS
Date
From
Details
Year to date totals
Date
Details
Invoice reference
DD / Chq #
Current account reconciliation
Dedit
Credit
Balance bfwd
*
0.00
Bankings
0.00
Payments
0.00
Balance cfwd
0.00
Difference
0.00
0.00
0.00
Balance cfwdBalance per statement as at : Less o/s cheques Plus
o/s bankings
0.00 0.000.00
* Balance bfwdBalance per statement as at : Less uncleared
cheques from last year Plus uncleared bankings from last year 0.00
1-Jan-09
carry forward
* First VAT quarter of the financial year * This financial year
Brought forward
figures to next year
Mar-09
Jun-09
Sep-09
Dec-09
Mar-10
VAT on sales EC acquisitions Total VAT due VAT on purchases
Payment due/(refund due)
1 2 3 4 5 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Net sales Net purchases Sales to EC Purchases from EC
6 7 8 9
0 0 0 0
0 0 0 0
0 0 0 0
0 0 0 0
0 0 0 0
0 0 0 0
Profit & Loss Account For the year ended
31-Dec-09
Net sales Cost of sales Food Drinks Laundry costs Toiletry
Consumables Other direct costs
0
0 0 0 0 0 0
Gross profit Overheads Telephone Print,post & stationery
Insurance Advertising & website costs Computer consumables
Sundry expenses Fuel Motor Repairs Misc motor Mileage allowances
Travelling expenses Rent Rates & water Heat & light Repairs
& renewals Other property expenses Cleaning Property insurance
Legal fees Accounts fees Bank charges & interest Mortgage
interest Other Loan/HP interest PAYE & NI Net wages
#DIV/0!
0
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Net profit
0