How do I map my file columns to the required VAT fields?
Short Answer: Use the right-hand 'Required fields' panel to assign columns: set 'Header row', pick 'Transaction date',
set 'Date format', choose 'Description / Narration' tokens, set 'Tax amount', then click 'Continue'.
PreRequisites
1. The "Configure VAT / sales tax statement" dialog is open.
2. Data preview (20 rows) is populated with your file columns you can see headings.
Steps
1. Review the table under 'Data preview (20 rows)' to identify your file's columns and sample values.
You can identify which file column corresponds to each required field.
2. Set 'Header row' to the row number that contains your column headings using the 'Header row' dropdown.
'Header row' shows the row index that contains column names example: '1'.
3. Open 'Transaction date' and select the column that contains your dates example: 'Return Date'.
'Transaction date' is mapped to the correct column.
4. Set 'Date format' by choosing 'First value', 'Second value', and 'Third value' to match the order of day, month, and
year in your date column.
Date parsing will use the selected order.
5. In 'Description / Narration' select the columns to combine for the narration selected columns appear as tokens such
as 'VAT Period', 'Invoice No', 'Customer/ Supplier', 'Column4'. Remove tokens you don't want by clicking the 'x' on
each token.
Description / Narration contains the chosen column tokens.
6. Set 'Tax amount' to the column that contains the tax or gross amounts example shows 'Gross Amount GBP'.
'Tax amount' is mapped to the appropriate column.
7. Review the Data preview to confirm sample rows show values from the selected mappings.
Sample rows reflect the mappings you set.
8. Click 'Continue' to save mappings or 'Cancel' to exit without saving.
Mappings are saved and you proceed, or the dialog closes with no changes.
Troubleshooting
1. Dates appear incorrect day/month swapped or wrong year.
LikelyCause: 'Date format' First/Second/Third does not match the order in your file.
Action: Update 'Date format' to match the actual order in the 'Transaction date' column e.g., First = Day, Second =
Month, Third = Year then recheck the preview.
2. A column shows as 'Column4' instead of a meaningful header.
LikelyCause: Header row is set incorrectly or the source file lacks a header for that column.
Action: Change 'Header row' to the correct row number, or add a header to that column in your source file and reopen
the dialog.
3. 'Continue' is disabled or mapping fails to save.
LikelyCause: One or more required fields are not assigned, or the selected 'Transaction date' cannot be parsed with
the chosen 'Date format'.
Action: Ensure all required fields Header row, Transaction date, Date format, Description / Narration, Tax amount
are filled and date format is correct.
4. Description contains unwanted values or duplicates.
LikelyCause: Multiple tokens selected in 'Description / Narration'.
Action: Remove unwanted tokens by clicking the 'x' on each token in 'Description / Narration'.