Enter expenses correctly
An expense is more than storing a receipt. UurKlus uses date, amount, VAT, paid status and ledger account to keep your costs, VAT return and open items correct.
How it works
The normal route for a receipt or purchase invoice.
- 1 Enter the invoice date. If you received a domestic VAT invoice later, also record its receipt date. For ordinary reverse-charged services from abroad, the supply, service period or advance payment determines the VAT period.
- 2 Choose a category and supplier. The category helps UurKlus suggest the right ledger account.
- 3 Enter amount and VAT. Indicate whether the amount is including or excluding VAT.
- 4 Check the VAT treatment, rate and entitlement to deduct. Your VAT profile and the use of the purchase determine deduction: taxable, exempt, mixed or non-deductible. Keep evidence for partial deduction.
- 5 Record the actual due date and payment status. An unpaid invoice remains in payables; record later payments and allocations through Unpaid suppliers.
- 6 Only turn on fixed assets for investments depreciated over several years.
Found a mistake after filing the VAT return?
Correct source data where needed and use Reconciliation to compare an already filed return with the current books. For a difference already posted, use the route without a new journal entry. Assess related differences together: up to EUR 1,000 in the next return; more than EUR 1,000 by supplementary return as soon as possible and within 8 weeks of discovery.
Read how VAT corrections workImportant fields
These choices determine processing.
Helps recognition and automatic ledger selection. Prefer specific over generic.
Determines where costs appear in reports, for example materials, fuel or office.
The transaction determines the route: deductible Dutch VAT in 5b; applicable reverse charge in 2a, 4a or 4b with permitted deduction in 5b. Supplier country alone is insufficient. Foreign local VAT does not belong in 5b; import VAT requires a separate import document.
Only VAT you are entitled to deduct belongs in 5b. KOR or wholly exempt turnover means zero deduction. Mixed use requires a supported allocation; food and drink consumed on catering premises as an end user is non-deductible. VAT deduction is different from income-tax expense deduction.
Paid posts directly against bank/cash. Unpaid leaves a supplier debt open.
For larger investments such as machines or inventory. Costs then run through depreciation.
What happens in bookkeeping?
UurKlus creates the posting based on your choices.
The costs and any VAT are posted, and payment runs through the linked bank account.
The costs are posted, but the counter account is creditors until you register payment.
Deductible Dutch VAT appears as input VAT in box 5b.
UurKlus calculates payable VAT in 2a, 4a or 4b and puts only the deductible part in 5b. Check this extra carefully.
Net acquisition costs plus non-deductible VAT go to fixed assets. Depreciation spreads costs over the useful life; assess any VAT revision separately.