A claimant must keep a record in a single account known as the ‘refunds for bad debts account’ for each claim and unless HMRC otherwise allow, the record must show the following information for each claim (Value Added Tax Regulations 1995 (SI 1995/2518), reg. 168(2)):

1in respect of each supply the VAT chargeable, the period in which the claimant accounted for and paid the VAT, information to identify the supply’s time, nature and purchaser (such as the date and number of any VAT invoice) and any payment received;

2the ‘outstanding amount’;

3the amount claimed; and

4the period in which the claim was made.

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