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EC Sales List

Posted 4 years ago in Xero news by Andrew Tokeley
Posted by Andrew Tokeley

Being able to create an EC Sales List is great news for all of Xero’s UK users; it’s nice to be able to tick off another highly requested Xero Community feature

If you’re not a UK user, don’t leave! I’ve listed a couple of other updates at the bottom of the post that may be of interest to you.

For the rest of you, below is a quick overview of what we’ve done (and what’s still to come).

There are three primary features of the EC Sales List:

  • EC Sales List – the main report itself, including custom validation to ensure the necessary information is present and in the correct format to be submitted to HMRC Online Services.

  • Audit report  – an accompanying report that lists all the transactions that make up the main report.

  • HMRC export  – as well as standard export formats for PDF, Excel and Google Sheets, there is a custom HMRC format that can be easily submitted via the HMRC portal.

EC Sales List

The main report looks as you’d expect  – for each contact, we provide the total amount of EC sales split by goods and services. The transactions that appear are determined by the use of the tax types EC Sales Goods or EC Sales Services. These are generally linked to the tax rates you use for EC Sales such as Zero rated EC Goods Income or Zero rated EC Services.

You can run the report for any period and for convenience we have added date selection options for this month, last month, this quarter, last quarter or a financial year.

EC Sales list in Xero accounting software

We’ve also tightened up the way VAT numbers are recorded against your contact records. For EC Sales reporting, all VAT numbers must include a two character country prefix. If you haven’t entered the prefix or have included an invalid VAT number, we’ll warn you (in red on the EC Sales List report) and you can drill through to the contact record to update.

Audit report

The audit report contains the full list of all the individual transactions that were used to derive to totals on the main report. This is great for tracking down miscoded transactions and confirming the results.

EC Audit report in Xero accounting software

HMRC export

And finally, once you’re happy with the numbers, you can export the report to a format that can be easily uploaded to the HMRC.

What’s left to do?

In a future release, you’ll be able to save and publish the report. This work is being completed as part of a wider re-write of all our reports, the first of which should be out over the next few months.

We’ve also got a few other UK VAT related updates to work on – top of the list is a better way to handle VAT Reverse Charges and EC Acquisitions. We’ll let you know when these are on their way.

What else has been released?

We’ve included a couple of smaller updates:

  • Including files with online invoices  – when you attach files to invoices, you can optionally flag which files should also be made available, via a link, on the invoice when viewed online.

  • Attaching files to pay runs and payslips (note this has not yet been included in Payroll)
  • Embedding your profile into your own website  – grab the HTML snippet from your profile page and copy it into your blog or website.

  • Editing invoice themes on paid invoices  – we have had a few requests on Xero Community and elsewhere to let you change the invoice theme on paid invoices…and now you can!

As always, full details on these and other features can be found in our release notes.


March 10, 2014 at 9.51 am

‘include files with online invoices’ feature will be great for us. Can you load the file and mark as ‘include with invoice’ through the API?

Sonya Jones
March 10, 2014 at 1.30 pm

Hi James, this functionality is not available via the API yet but certainly something we’re looking to offer in the future. To be kept up to date with API improvements vote on our API suggestion site.

Donna Dicks
March 11, 2014 at 4.43 am

10 days ago one of my Xero clients asked if she could attach an extra file to her invoices from Xero & I said no…today I told her yes! So nice to be working with software that is always improving 🙂 happy client happy me!!

Susanna Russell-Smith
March 11, 2014 at 9.47 pm

So pleased to have this EC Sales List – it was such a palaver to produce before!

Paul Horner
March 22, 2014 at 12.03 am

I have a question on the HMRC submission file which is exported from Xero. It doesn’t seem to export with any filename suffix?? I assume this is CSV, so do I first need to rename the file and add a .csv suffix beofre i can submit to HMRC?

Andrew Tokeley in reply to Paul Horner
March 24, 2014 at 12.12 pm

@Paul – yep, well spotted, it should have the .csv suffix. Was actually fixed this in today’s release so check again. Thanks for raising.

Paul Horner
March 24, 2014 at 10.51 pm

Well done guys.

Carl Partridge
May 8, 2014 at 5.07 am

This is long overdue – I’m delighted to see it finally included in Xero. The implementation is great too, thanks guys.

All we need now is proper support for Reverse Charging of purchases and Xero will finally be a solution I can recommend to UK companies that are VAT registered!

Andrew Tokeley
May 8, 2014 at 1.24 pm

@Carl – thanks for the thanks. You’ll be glad to hear we’ve started work on Reverse Charges (and EC Acquisitions) and progressing well – can’t give a timeframe yet but, we know it’s important…

January 21, 2015 at 12.37 pm

I have one issue… I’ve been reading about the EC sales and reverse charges etc, and I’m confused. Is it not the same thing? HMRC is saying that if we’re issuing the invoice to the company outside the UK, the VAT should be actually “outside the scope” not “zero rated”
So slightly confused what that EC list refers to?
Can anyone confirm please?

This is my interpretation reading on: HMRC Reference:Notice 741A

2.1 What is ‘place of supply of services’?
For VAT purposes, the place of supply of services is the place where a service is treated as being supplied. This is the place where it is liable to VAT (if any). There are a number of place of supply rules for determining where services of different kinds are made:
? where the place of supply of services is in a Member State of the European Community (EC), that supply is subject to the VAT rules of that Member State and not those of any other country. If the Member State is not the UK, such supplies are said to be ‘outside the scope’ of UK VAT
? where the place of supply of services is outside the EC, that supply is made outside the EC and is therefore not liable to VAT in any Member State (although local taxes may apply). Such supplies are said to be ‘outside the scope’ of both UK and EC VAT.

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