Month-end and tax filing · ปิดงวดและยื่นภาษี
This chapter brings the other chapters together into the routine of a month:
- what to check before closing the month;
- which reports to file with the Revenue Department, and by when;
- how to record the tax you pay;
- how to close the year;
- what to do when Panya refuses something.
The monthly checklist#
Work through these steps in order after the last day of the month. Each step links to the chapter that explains the screen in detail.
| # | Step | Where | Why |
|---|---|---|---|
| 1 | Post every document of the month, the payroll run included, and clear the drafts | Each document list; the dashboard warns about drafts; 8 Payroll → Payroll runs | Drafts are not in the books or the tax reports |
| 2 | Record the cheques that cleared and the deposit slips | 3 Finance → Cheques, Cheque deposit slips | With cheque clearing on, money reaches the bank account only when the cheque clears |
| 3 | Reconcile every bank account with its statement | 3 Finance → Bank reconciliation | Finds missing or double entries, and books bank fees and interest |
| 4 | Count the stock and adjust it | 4 Inventory → Stock adjustments | The stock valuation must agree with the inventory account |
| 5 | Post accruals and other adjustments | 5 Accounting → Journal vouchers | For example accrued rent, depreciation and prepaid expenses |
| 6 | Record the month-end exchange rates and revalue foreign balances, if you have them | 7 Setup → Exchange rates; 5 Accounting → FX revaluation | Open foreign currency receivables and payables are restated at the period-end rate |
| 7 | Run the integrity checks | 6 Reports → Integrity checks | Every check should pass before you file or close |
| 8 | Prepare and file VAT (ภ.พ.30) | 6 Reports → VAT reports | See VAT: ภ.พ.30 |
| 9 | Prepare and file withholding tax (ภ.ง.ด.1, 2, 3, 53, 54) | 6 Reports → All reports → Withholding tax | See Withholding tax: ภ.ง.ด.3, ภ.ง.ด.53 and ภ.ง.ด.54 |
| 10 | Pay VAT on services bought from abroad (ภ.พ.36) | 3 Finance → PP.36 VAT | See VAT on imported services: ภ.พ.36 |
| 11 | Review the financial statements | 6 Reports → Trial balance, Profit & loss, Balance sheet | Read them against last month's figures |
| 12 | Close the month | 5 Accounting → Periods & year end | Nothing can then be posted into it by mistake |
The screens behind each step are explained here:
| Steps | Chapter |
|---|---|
| 1, 2, 3, 10 | Finance |
| 4 | Inventory |
| 5, 6, 12 | Accounting |
| 7, 8, 9, 11 | Reports |
Tip: Run the integrity checks (step 7) whenever a figure surprises you, not only at month-end. Each check compares a sub-ledger with its control account. A failing check tells you where to look before the difference spreads into later months.
The tax calendar#
Thai monthly returns are due in the month after the tax month. Filing online through the Revenue Department's e-Filing site gives extra days.
| Form | What it reports | Due on paper | Due online | Prepared in Panya from |
|---|---|---|---|---|
| ภ.พ.30 | Output VAT less input VAT for the month | 15th | 23rd | 6 Reports → VAT reports (PP.30 summary) |
| ภ.ง.ด.1 | Tax withheld from individuals on s.40(1)/(2) income: salaries from the payroll runs, and commissions or fees for a position paid through payments, at the progressive rates | 7th | 15th | 6 Reports → All reports → Withholding tax, PND.1 tab, and its RD Prep file |
| ภ.ง.ด.2 | Tax withheld from individuals on s.40(3)/(4) income (royalties, interest, dividends) | 7th | 15th | 6 Reports → All reports → Withholding tax, PND.2 tab, and its RD Prep file |
| ภ.ง.ด.3 | Tax withheld from individuals on other income | 7th | 15th | 6 Reports → All reports → Withholding tax, PND.3 tab, and its RD Prep file |
| ภ.ง.ด.53 | Tax withheld from companies and partnerships | 7th | 15th | 6 Reports → All reports → Withholding tax, PND.53 tab, and its RD Prep file |
| ภ.ง.ด.54 | Tax withheld from foreign companies with no business in Thailand | 7th | 15th | 6 Reports → All reports → Withholding tax, PND.54 tab |
| ภ.พ.36 | VAT on services bought from abroad | 7th | 15th | 3 Finance → PP.36 VAT |
Panya prepares payroll: the monthly payroll run computes the salaries' social security and withholding tax, and its tax is on the ภ.ง.ด.1 with the s.40(1)/(2) income you pay individuals through payments, such as commissions (see Payroll and 05-finance.md). The social security contributions (สปส.1-10) are due to the Social Security Office by the 15th of the next month, from 8 Payroll → Social security report (see Paying social security and the tax). It prepares the annual summaries ภ.ง.ด.1ก and ภ.ง.ด.2ก (see 08-reports.md), but not the annual and half-year corporate income tax returns (ภ.ง.ด.50 and ภ.ง.ด.51). Its financial statements are the starting point for both corporate income tax returns.
Note: When a due date falls on a weekend or a public holiday, the Revenue Department usually moves it to the next working day. Check its announcements for the month.
VAT: ภ.พ.30#
- Open 6 Reports → VAT reports, choose the tax month, and review the Output tax report and the Input tax report on the Output VAT and Input VAT tabs. The reports keep their Revenue Department titles in Thai, รายงานภาษีขาย and รายงานภาษีซื้อ, with the English below them.
- Every tax invoice, credit note, debit note, deposit received and receipt that recognised VAT on services appears under the month of its tax point.
- Input VAT claimed in a later month appears in the month you chose to claim it.
- Non-creditable input VAT is left out.
- Check the reports against your documents. A credit note shows as a negative line in the month it was issued.
- Read the PP.30 summary above the report. It gives every line of ภ.พ.30:
- sales, less zero-rated (0%) and exempt sales;
- taxable sales and output VAT;
- purchases with claimable input VAT, and the input VAT;
- the VAT payable, or the excess.
Enter these figures in ภ.พ.30 on the e-Filing site.
- Print or export both reports (Excel or PDF) and keep them with the return. A VAT-registered business must keep these reports.
- Record the VAT for the month with a journal voucher dated the last day of the month (or the day you file):
| Account | Debit | Credit |
|---|---|---|
| 2120 ภาษีขาย (Output VAT) | the month's output VAT | |
| 1150 ภาษีซื้อ (Input VAT) | the month's input VAT | |
| 2122 ภาษีมูลค่าเพิ่มค้างจ่าย (VAT payable) | the difference |
When input VAT is larger than output VAT, the difference is a debit to a VAT-refundable asset account instead. Add one to the chart of accounts if you need it.
- When you pay, post another journal voucher: debit
2122, credit the bank account. You may also combine the two entries into one voucher.
Important: Post the VAT voucher only after you have filed. If you later find a missing purchase invoice, claim its input VAT in a later month rather than reopening a filed month. See the Claim input VAT in field in Purchasing.
Withholding tax: ภ.ง.ด.3, ภ.ง.ด.53 and ภ.ง.ด.54#
- Open 6 Reports → All reports → Withholding tax, choose the month, and open the PND.1, PND.2, PND.3 and PND.53 tabs. Each lists the tax you withheld on payments, by return: PND.1 and PND.2 for individuals' s.40(1)–(4) income (with the form's summary by income type), PND.3 for individuals' other income, PND.53 for companies. A tab with no rows needs no return that month.
- Download the RD Prep file of each form and import it into the Revenue Department's RD Prep program. The file comes in UTF-8 and TIS-620 encodings: use the one your RD Prep version reads. Then file through e-Filing.
- Payments made through e-WHT are listed but left out of the file, because the bank has already remitted that tax.
- Print the 50 ทวิ certificate of each payment from the payment's screen and give the copies to each supplier. See Finance.
- For payments to foreign companies, open the PND.54 tab.
- ภ.ง.ด.54 is filed one payment at a time on the e-Filing site; there is no RD Prep file.
- There is no 50 ทวิ either: give the supplier a copy of the filed form and its receipt.
- Record paying the tax with a journal voucher: debit
2130ภาษีเงินได้หัก ณ ที่จ่ายค้างจ่าย (WHT payable), credit the bank account.
VAT on imported services: ภ.พ.36#
When you pay a foreign supplier for a service used in Thailand, you pay the VAT yourself. Panya records it on the payment.
- Open 3 Finance → PP.36 VAT and choose the month of the payments.
- File ภ.พ.36 and pay it.
- Record the payment on the same page with the Revenue Department's receipt number. Panya then:
- pays the PP.36 VAT payable from the bank account;
- for a VAT-registered company, turns the amount into input VAT for the month of payment, so it appears in that month's ภ.พ.30.
See PP.36 VAT in Finance.
Closing the month#
Once the month is filed and checked, close it so that nothing can be posted into it by mistake:
- Open 5 Accounting → Periods & year end.
- Find the month in the current fiscal year and choose Close. Periods close in order, earliest first.
- To correct something in a closed month, either post the correction in the current month, or reopen the month. Periods reopen in reverse order, latest first, and only by a user allowed to reopen periods.
Tip: Rather than reopening a month you have already filed, enter the correction in the current month. For example, use a credit note or debit note, cancel a document on a later date, or claim input VAT in a later month. The filed reports then stay exactly as filed.
Closing the year#
At the end of the fiscal year, after the last month's checklist:
- Count the stock and post the final adjustments, including depreciation and accruals.
- Revalue open foreign currency receivables and payables at the year-end rate. This is required at the end of the accounting period by Revenue Code s.65 bis(7). See Accounting.
- Run the integrity checks and print the trial balance, profit and loss, balance sheet and general ledger for your auditor. See Reports.
- Open 5 Accounting → Periods & year end and close the fiscal year.
- Panya posts the closing entry (
CL), which moves the year's revenue and expenses to retained earnings (3200). - It also closes every period of the year. A closed year takes no posting at all, not even a closed-period adjustment: to correct it later, reopen the year, post, and close it again (see Accounting).
- Panya posts the closing entry (
- Open the next fiscal year with Open next fiscal year, if it is not already open.
- Download a full data export of the organization as an archive of the year. See Organization administration.
When Panya refuses something#
Panya checks every document before it posts it. When it refuses, it says why.
Stock#
| Message | Why | What to do |
|---|---|---|
| insufficient stock of … in warehouse …: on hand …, requested … | The warehouse has fewer units than the document takes out on its date | Enter the purchase or goods receipt first, or date the document later. Negative stock is allowed only if the company setting allows it |
| product … already has stock movements up to …; date this on or after it | A back-dated stock document would change costs that later documents rely on in a way Panya cannot recalculate | Date the document on or after the date shown |
Periods and posting#
| Message | Why | What to do |
|---|---|---|
| accounting period for … is closed | The document date is in a closed month | Date it in an open month, or reopen the month (see Accounting) |
| no accounting period covers … | The date is outside every open fiscal year | Open the fiscal year in Periods & year end |
| the fiscal year containing … is closed; reopen the year first | A closed-period adjustment is dated in a closed fiscal year | Reopen the year, post the adjustment, then close the year again |
| the cancellation date cannot be before …, when … was cancelled | A document that depended on this one (a receipt, payment, credit note or refund) was cancelled on a later date | Date this cancellation on or after that date |
| journal entry is not balanced: debits … != credits … | A journal voucher's debits and credits differ | Correct the amounts; press F2 on the last line to fill the balancing amount |
| document has no lines | The document has no lines with a quantity and price | Add at least one line |
Settling documents#
| Message | Why | What to do |
|---|---|---|
| cannot allocate … to …: outstanding balance is … | A receipt or payment applies more than is still open on the document | Reduce the amount applied; the rest can stay as an advance |
| only … of advance is available | The advance used is larger than the party's unapplied advance in that currency, counted from the document's date: an advance received later, or already used or refunded by later documents, is not available | Use less of the advance, or date the document later |
| … is dated …, after this document: it can be settled only on or after that date | A receipt or payment is dated before a document it settles | Date it on or after that document |
| the refund cannot be dated before … (…) | A refund of a credit note's or return's credit, or of a deposit, is dated before the credit note, return or deposit | Date the refund on or after it |
| … has VAT due on payment; settle it with a receipt or payment instead | A service invoice's VAT falls due when it is paid, so its credit cannot settle it directly | Settle it with a receipt or payment |
| … is already on billing note … | The invoice is already on another billing note | Cancel that billing note first, or bill the remaining documents |
Quantities on linked documents#
| Message | Why | What to do |
|---|---|---|
| … line …: … outstanding, … on this document | More is delivered or invoiced than the order or delivery note has left | Reduce the quantity, or enter the extra on a separate line |
| line …: only … remain returnable | A credit note or return takes back more than was sold or bought, counting earlier notes and the other lines of this one on the same original line | Reduce the quantity |
| this note credits … of VAT, but only … of the original document's VAT is left | Credit notes or returns would take back more VAT, or more value with or without VAT, than the original had | Reduce the note |
Tax and currency#
| Message | Why | What to do |
|---|---|---|
| enter the supplier's tax invoice (or credit note) number to claim input VAT | Input VAT can be claimed only with the supplier's tax invoice | Enter the supplier's document number. When paying a service invoice, enter it in Supplier receipt / tax invoice no. |
| input VAT cannot be claimed more than 3 years after the tax invoice date (s.82/3) | The claim month is too late (Revenue Code s.82/3) | Choose an earlier claim month; input VAT that is too late cannot be claimed |
| the claim month … is closed: choose an open month to claim the input VAT | The claim month chosen on a purchase is a closed period | Choose an open month |
| the supplier's tax invoice … is already recorded on …; post it again only if it is a different invoice | The supplier's tax invoice number is already on another posted purchase or deposit paid of that supplier | Check the earlier document; confirm only if it is a different invoice |
| the original document carries VAT: a note on it carries VAT at the original's rate | A credit note, return or debit note follows its original's VAT | Keep the original's prices type |
| withholding line …: e-WHT withholds at most …% | Through e-WHT, a 5%, 3% or 2% WHT type withholds at the e-WHT rate | Use the e-WHT rate, or pay without e-WHT |
| withholding lines are filed on different returns (PND.1 and PND.3): pay them separately | The withholding lines of one payment belong to different returns; a payment is filed on one return only | Pay the lines of each return in a separate payment (see 05-finance.md) |
| … delivered the goods on …, the VAT tax point (s.78(1)): date the tax invoice in that month | A tax invoice billing a delivery note must be dated in the month of delivery | Date the tax invoice in the delivery month |
| deposit … carries VAT at …%: deduct it on a document with the same VAT rate | A VAT deposit can only be deducted where VAT is charged at its rate | Deduct it on a document with VAT, or refund it |
| no USD rate on or before …: add it in Setup or enter the rate | A foreign currency document has no exchange rate | Add the day's rate in 7 Setup → Exchange rates, or type the rate on the document |
| no VAT rate is configured for … | No VAT rate covers the document date | Add the rate in 7 Setup → VAT & WHT |
Bank reconciliation and imports#
| Message | Why | What to do |
|---|---|---|
| match or book every statement line first | A statement line has not been matched to the books | Match it, or book it (for example a bank fee) |
| the statement differs from the books by … | The reconciliation does not balance | Find the missing item with the two lists on the reconciliation screen |
| … row(s) rejected, nothing imported: row …: … | An import of an Excel or CSV file found errors; nothing was saved | Correct the rows listed and import the file again |
Plan and set-up#
| Message | Why | What to do |
|---|---|---|
| file storage is full: … of … used; upgrade the storage plan or remove files to add more | The organization's file storage is full. Only new attachments stop; documents can still be entered and posted | Remove files, or ask an owner to choose a larger storage plan on the organization's Plan & usage tab |
| account mapping '…' is not configured for this company | A default account the document needs has no account | Set it in 7 Setup → Default accounts |
| customer is inactive / supplier is inactive / document contains an inactive product | The record was deactivated | Reactivate it, or choose another |
Correcting mistakes#
Panya never edits a posted document: the books, the tax reports and the audit trail stay exactly as they were posted. To correct a document:
| Situation | What to do |
|---|---|
| The document is wrong and nothing depends on it | Cancel it, with a reason and a date, then enter it again. Cancelling posts a reversing entry on the date you choose and reverses its tax records |
| The customer was charged too much or returned goods | Issue a credit note on the original tax invoice; do not cancel a tax invoice the customer has already received |
| The customer was charged too little | Issue a debit note |
| A receipt or payment was applied to the wrong invoice | Cancel it and enter it again |
| A receipt or payment has documents that depend on it (an advance used later, a cheque on a deposit slip, a PP.36 filing) | Cancel the later document first; Panya names it in its message |
| The mistake is in a closed or filed month | Cancel or correct with a date in the current month, so the filed reports stay as filed |