> For the complete documentation index, see [llms.txt](https://kb.bevica.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://kb.bevica.com/documentation/guides/warehousing-and-logistics/hmrc_excise_warehouse_reporting.md).
# HMRC Excise Warehouse Reporting
Prepare and submit HMRC excise warehouse reports from Bevica.
{% hint style="info" %}
Bevica HMRC Reporting is a separate extension to Bevica Essentials. Please contact your system administrator or your TVT contact if you would like further information or would like to install Bevica HMRC Reporting.
{% endhint %}
Bevica provides a specialised HMRC Excise Management layer designed for drinks‑industry operations, especially those running **bonded warehouses**. Its reporting and control features sit on top of Business Central’s item tracking and warehouse modules and ensure compliance with UK excise legislation.
Requires Bevica Essentials extension to be installed
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**Prerequisites**
Set up system, purchasing, inventory and sales.
Knowledge of HMRC reporting requirements.
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### Introduction
The reporting elements required for HMRC Excise warehouse reporting is held by Bevica within the **HMRC Ledger Entry** page. As each Duty Free inbound or outbound movement is posted, details are collated and stored in this page.
Primary records holding default & setup information:
* Location
* Item
* Customer Ship-To
* Vendor
* Vendor Order Address
Documents used to record information which is copied to the HMRC Ledger Entry:
* Sales Orders
* Sales Return Orders
* Purchase Orders
* Purchase Return Orders
* Assembly Orders
* Transfer Orders
* Item Journals
### Quick Links
* [Setup](#setup)
* [Locations](#location)
* [Duty Declarations](#duty-declarations)
* [Duty codes](#duty-codes)
* [Item Details](#item-details)
* [Customer Ship-to](#customer-ship-to)
* [Vendor & Order Address details](#vendor-and-order-address-details)
* [Open Documents](#open-documents)
* [Sales Orders](#sales-orders) / [Return Orders](#sales-return-orders)
* [Purchase Orders](#purchase-orders) / [Return Orders](#purchase-return-orders)
* [Assembly Orders](#assembly-orders)
* [Transfer Orders](#transfer-orders)
* [Item Journals](#item-journals)
* [HMRC Ledger Entry](#hmrc-ledger-entry)
* [Deferred Duty Declaration Reporting](#deferred-duty-declaration-reporting-w5d-ex606)
* [Sales Order Duty Declaration](#sales-order-duty-declaration)
* [HMRC Warehouse Return reporting (W1)](#hmrc-warehouse-return-reporting-w1)
* [ARC tracking](#administrative-reference-code-arc-tracking)
### Setup
### Location
Each excise controlled location must be setup to trigger reporting. Navigate to **Locations** and open the desired Location card. Populate the following fields.
| Field | Mandatory | Notes |
| ---------------------- | --------- | ----------------------------------------------------------------------------------------------- |
| HMRC Tracked | Yes | Set this field to Yes to trigger HMRC reporting. |
| Warehousekeeper's No. | Yes | Enter the reference issued by HMRC. |
| Warehouse VAT No. | Yes | Enter the reference issued by HMRC. |
| HMRC Deferment Account | Yes | Set this to the default deferment account to be used on Home Use clearances from this Location. |
### Duty Declarations
Set the number series for deferred duty declaration reports. Navigate to Bevica Setup, Duty Declaration section and populate the **HMRC Duty Declaration No. Series** field with a new number series.
### Duty Codes
Create the appropriate duty codes required for the range of items that are Duty controlled.
### Item details
The following fields are used in reporting, ensure they are populated/checked.
| Field | Type | Mandatory | Notes |
| ------------------ | ---------------------------------- | --------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Duty Code | Lookup to the Duty Code list. | Yes | Used to calculate the appropriate excise duty amounts. |
| Unit Volume | | Yes | Used to calculate the appropriate excise duty amounts. |
| Alc. % by Vol. | | Yes | Used to calculate the appropriate excise duty amounts. |
| HMRC Item Category | Lookup to predefined list of codes | Yes | • UK Whiskey/Whiskey
• Spirits
• Wine
• Made Wine
• Cider/Perry
• Beer
• Low Alcohol Beverage
|
| Proprietor No. | Lookup to the Customer list. | No | Set this where all the stock for this item belongs to another entity. All item movements will be tagged as belonging to this customer number; Item Ledger Entries & HMRC Ledger Entries. |
### Customer Ship-to
A number of defaults can be added to Ship-to records.
* **HMRC Movement Type.** On Duty Free Ship-to records you can set a default **HMRC Movement Type**. This is copied to outbound sales documents.
* **HMRC Deferment Account.** On Duty Paid Ship-to records you can set a deferment account to be used on Duty Paid sales orders using that delivery point.
* Any resulting Home Use **HMRC Ledger Entries** will be set with this deferment account.
* Any resulting replenishment **Item Ledger Entries** (positive Duty Paid entries) will skip posting DUTY charge Item. **Duty Ledger Entry** entries are also skipped.
### Vendor & Order Address details
You can set a default **HMRC Movement Type** on both the Vendor and Order Address cards. This is copied to inbound purchase documents.
### Open Documents
Open documents hold transactional information required by HMRC.
{% hint style="info" %}
**Note. Movement Types**
* **Export:** includes shipment as stores and deliveries to HM ships
* **Removals to UK Warehouses:** includes duty free shops, store-floors, wineries, rectifiers and compounders and Isle of Man.
* **To Other Duty Free Uses:** includes diplomatic privilege and visiting forces, samples. See [Notes on completing your W1 Excise Warehouse Return](https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/946770/W1-Notes-12-20.pdf) for more information
{% endhint %}
### Sales Orders
Duty Free sales orders require the **HMRC Movement Type** field to be populated prior to shipping. The available options are:
* Export
* Removals to UK Warehouses
* EU Removals (NI only)
* To Other Duty Free Uses
* Authorised destruction
This value can be defaulted from the order's Ship-to record or populated manually. Bevica automatically recognised where Duty Paid orders need to declare a **Home Use** movement, so the field can be left blank in these cases.
### Sales Return Orders
Duty Free sales return orders require the **HMRC Movement Type** field to be populated prior to receipting. The available options are:
* Import
* Arrivals from UK Warehouses
* EU arrivals (NI only)
* From Other Sources
This value must be manually entered on each document.
### Purchase Orders
Duty Free Purchase Orders require the **HMRC Movement Type** field to be populated prior to receipting. The available options are:
* Import
* Arrivals from UK Warehouses
* EU Arrivals (NI only)
* From Other Sources
This value can be defaulted from the order's Vendor or Order Address records or populated manually.
### Purchase Return Orders
Duty Free purchase return orders require the **HMRC Movement Type** field to be populated prior to shipping. The available options are:
* Export
* Removals to UK Warehouses
* EU removals
* To Other Duty Free Uses
This value must be manually entered on each document.
### Assembly Orders
The **HMRC Movement Type** field is populated automatically.
* Assembly Output: Increases in operations
* Assembly Consumption: Reduction/Losses from operations
### Transfer Orders
Where the outbound or inbound movements are Duty Free the **HMRC Movement Type** fields must be populated prior to shipping/receiving.
**Outbound HMRC Movement Type** options are:
* Export
* Removals to UK warehouses
* NI removals
* To other duty free uses
This value must be manually entered on each document.
**Inbound HMRC Movement Type** options are:
* Import
* Arrivals from UK warehouses
* NI removals
* From other duty free uses
This value must be manually entered on each document.
### Item Journals
The item journal is used to adjust stock and as such has the full range of HMRC Movement Types to choose from.
Where the Duty Free movement is positive the available options are:
* Import
* Arrivals from UK warehouses
* NI arrivals
* From other sources
* Gains in storage
* Increase from operations
Where the Duty Free movement is negative the available options are:
* Export
* Removals to UK warehouses
* NI removals
* To Other duty free uses
* Losses in storage
* Reduction/Losses from operations
* Authorised destruction
### HMRC Ledger Entry
The HMRC Ledger Entry holds all the relevant information to produce duty declarations and warehouse returns. Every Duty Free movement for tracked Locations will create a record in this list. You may experience error messages when posting transactions if any mandatory information is missing, i.e. HMRC Movement Type.
### Deferred Duty Declaration Reporting (W5D/EX606)
The Duty Declaration routine creates a separate document per **Warehousekeeper's No. / Proprietor No. / Deferment Account**, collating all **Home Use** HMRC Ledger Entries. This can be used to report on W5D and EX606.
To run the routine, navigate to **HMRC Duty Declarations** and, from the page ribbon, select **Duty Declaration Report**. Ensure the **Up To Date** field is correct and select **Print**.
The routine selects all Home Use HMRC Ledger Entries up to and including the **Up To Date** that have not already been reported and produces one or more Duty Declaration reports, assigning each a new sequential reference number and creating a record in the HMRC Duty Declarations page.
From the HMRC Duty Declarations page you can also see the individual HMRC Ledger Entries collated against each report. See the **No. HMRC Ledger Entry Lines** column which may be hidden by default.
{% hint style="info" %}
**Note. Excise Duty Calculation**
* Each Home Use HMRC Ledger Entry line displays the excise duty applicable, **Excise Duty Value (LCY)**. This is calculated using line details.
* The Duty Declaration report, sums the volume for each Duty Code within the report and calculates applicable duty. Because of rounding, manually summing individual **Excise Duty Value (LCY)** values will not match the value reported via the Duty Declaration report.
{% endhint %}
### Reprinting a Duty Declaration Report
To reprint an already reported duty declaration navigate to the HMRC Duty Declarations page and, from the page ribbon, select **Duty Declaration Report**. Tick Reprint and populate the **Reference No.** field. Select Print.
### Sales Order Duty Declaration
Where you need to declare duty amounts prior to stock being moved to Home Use you can run the duty declaration report attached to a Sales Order. This can be used to report on a W5.
To run the routine, from a Sales Order:
* Tick **Sales Order Duty Declaration** field found in the Shipping and Billing fasttab.
* Navigate to **Duty Declaration Report** on the page's ribbon, **Print/Send** section.
* Click Print or Preview & Close.
The report is for information only, taking **Quantity** values from the sales lines to calculate applicable excise duty.
On posting the Sales Order, HMRC Ledger Entries are created as normal with the **Duty Declaration No.** field set to the sales order number. The duty declaration can be reprinted from the **Posted Sales Shipment** page.
The **HMRC Duty Declaration** routine will skip any HMRC Ledger Entries flagged as having been reported via the sales order so that amounts are not reported twice.
### HMRC Warehouse Return reporting (W1)
The Warehouse Return page summarises all Duty Free Inbound and Outbound movements by **Warehousekeeper No, HMRC Item Category** and **HMRC Movement Type.**
Search for 'HMRC Warehouse Return' or 'W1' and open the correct option. On opening the page, it will automatically filter all figures to the last calendar month. This can be changed by amending the **Date Filter** field.
### Warehouse Reporting Setup
Prior to using the page to report on warehouse movements you must populate the fields with the sections required. The format is governed by **HMRC Warehouse Return** documentation.
Open the page and **Edit List.** For each Warehousekeeper No. and HMRC Item Category populate the following fields.
| Field | Mandatory | Notes |
| ------------------- | --------- | ------------------------------------------------------------------------------------------------- |
| Warehousekeeper No. | Yes | Set the code the line relates to. |
| HMRC Item Category | Yes | Set the code the line relates to. |
| Online Box No. | Yes | Enter the box number as set by HMRC. |
| HMRC movement | Yes | Set this to the default deferment account to be used on Home Use clearances from this Location. |
| Description | | Type a description. |
| Status | Yes | Set Opening Balance or Closing Balance on the appropriate lines. |
| Reporting Volume | Yes | Set if the Litres column should be displayed in Volume Alcohol (Litres) or Volume Liquid (Litres) |
Example:
### Adjustments
Misc. and authorised adjustments can be made to the HMRC Ledger Entry that impact the HMRC Warehouse Returns report. These appear under the **Adjustment** row. To add an adjustment entry, navigate to the HMRC Ledger Entry page and on the ribbon select Actions, **Create Adjustment Entry.** This will open a new page where you need to populate the following fields.
| Field | Mandatory | Notes |
| ----------------------------- | --------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Registered Date | Yes | Select a date within the month you want to report on the adjustment. |
| Warehousekeeper No. | Yes | Populate the appropriate reference. |
| HMRC Item Category | Yes | Populate the appropriate reference. |
| Direction | No | For information only |
| Quantity (Base) | Yes | Set the number of units. Inbound adjustment values should be set as positive numbers, Outbound values negative. |
| Quantity | No | Set the number of units. Inbound adjustment values should be set as positive numbers, Outbound values negative. This field is used for information only. |
| Total Volume Alcohol (Litres) | Yes\* | Enter the appropriate value. \*Depending on the line's HMRC Item Category the HMRC Warehouse Return may use this field or Total Volume Liquid (Litres). |
| Total Volume Liquid (Litres) | Yes\* | Enter the appropriate value. \*Depending on the line's HMRC Item Category the HMRC Warehouse Return may use this field or Total Volume Alcohol (Litres). |
| Description | No | Enter an internal reason/reminder for the adjustment. |
To amend an existing Adjustment HMRC Ledger Entry navigate to the HMRC Ledger Entry page and on the ribbon select Actions, **Amend Adjustment Entry.**
{% hint style="info" %}
HMRC Ledger Entries created from transactions cannot be amended.
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### Administrative Reference Code (ARC) tracking
An ARC is assigned to inbound and outbound bonded movements, these are assigned outside of Bevica.
You can add an ARC to the following documents and track if they have been discharged or not:
* Purchase Order
* Purchase Return Order
* Transfer Order
* Sales Order
* Sales Return Order
Once the document has been posted the ARC and ARC status can be updated on the following documents:
* Posted Purchase Receipt
* Posted Return Receipt
* Transfer Order Receipt
* Transfer Order Shipment
* Posted Sales Shipment
* Posted Return Shipment
To update details on these posted documents, navigate to the relevant document and then **Update Document** on the page ribbon.
### Receipt Label Printing
Labels can be printed from **Warehouse Put-Aways** and **Warehouse Movements.**
From either of those pages:
1. Select the line.
2. From the subform options bar go to Functions **Print Labels** (may be hidden by default).
3. Enter the number of labels you want for the line and Print.
The labels are A2 size.
### Permissions
Permission Set **Bevica HMRC Ledger Reporting** should be assigned to any user posting transactions to the HMRC Ledger or running any of the reporting.
---
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