Submitting a Return 

1. From your dashboard, scroll to the Tasks table.

2. Select the Pending tasks tab.

3. Find the relevant framework you are a part of and the relevant month you wish to complete the return against and click Complete Return.

4. In the Add Returns window, select Add returns manually and click Next step.

5. Use the lot navigation on the left to move between framework lots.

6. For each lot, click + New Return and choose the return type:

   • Sales Return

   • Invoice Return

   • Nil Return

7. Complete the required fields for each return.

8. Once all lots are completed, click Next Step to review and submit.

You can also select Save as Draft if you would like to return and complete the return later.

Note: If you are unsure of the organisation code for the organisation you made a sale with, refer to our Organisation Codes page for a full list.

If you have no business to report for a framework during that reporting period, you can submit a Nil Return.

1. In the Pending tasks table, find the relevant framework.

2. Click Nil Return in the Actions column.

3. A confirmation window will appear where you can then add an optional comment.

4. Click Confirm to submit the nil return.

Once submitted, a nil return cannot be edited.

If you have a large volume of data, you can upload your returns using an .xlsx template instead of entering them manually. To do so, please follow the steps below: 

1. Download the Template

Sales Return Template

Use this template to report contracts won through the framework. It captures details such as the organisation name and code, contract title and reference, contract value (excluding VAT), and the contract start and end dates. 

Invoice Return Template

Use this template to report invoices raised under the framework. It captures details such as the organisation name and code, invoice date and number, product or service description, quantity, unit price, invoice amount (excluding VAT), and VAT amount. Once uploaded successfully, the system will calculate the corresponding framework rebate fee. 

You can also download either template directly from the Tasks table by clicking Download template above the table. A window will appear where you can select the template type and download it. The window also includes a SHA-256 hash value you can use to verify the file is intact before making any changes to it (this step is optional).

• Click Download template above the Tasks table, select your template type, and click Download

• Alternatively, select Import from .xlsx when starting the return submission process. The template download link is also available on this page if you haven’t already downloaded it.
  
  

2. Complete the Template
   
   

• Enter your return data into the spreadsheet.

• Make sure all required fields are completed and the format is correct before uploading.

If you are unsure of any organisation codes, refer to our Organisation Codes page before uploading your file.

3.  Upload the File
   
   

• In the Pending tasks table, click Complete Return.

• Select Import from .xlsx. On the next screen, choose whether you are uploading a Sales return or an Invoice return. Then drag and drop your completed file into the upload area, or click Choose a file to browse for it. The file must be in .xlsx format and no larger than 5 MB.

Once the system has read the file, a preview of your data will appear at the bottom of the screen. For invoice returns, the total number of line items will be shown, along with a table displaying the following information for each entry:

• Return reference ID

• Lot number

• Invoice date

• Invoice number

• Invoice amount (including VAT)

• NCIS fee due

You can search through the preview using the search bar at the bottom of the screen by return reference ID or invoice number. Once you are happy that the information looks correct, click Next Step to review and confirm the return summary before submitting.

Please note: If the file you upload contains errors, the system will display an error message explaining the issue. After correcting the error, please attempt the upload again.