The start page of the user dialogue contains the list of all existing users. The functions of this dialogue are described below.
Good to know!
] and appear at the top of the overview table.
Create a User
Good to know!
A user is locked after 3 unseccessful login attemps.
After clicking on the [
] button, a new input mask appears. It is necessary to fill in the following fields:
User-ID | The User ID is automatically assigned by the VAT@GTC as a serial number. |
Login | This name is entered by the user to log in. Instead of a name, you can also enter a name for the user group (e.g. “reviewer”, in order to assign the same roles and object values to several users. |
Domain | „---“ this entry is permanently stored. |
First name | Optional field. |
Last name | The last name is a required entry. |
Description | User’s position or job title can be entered as description. |
Phone number, Email | These fields are optional. However, filling them out is recommended in case it is necessary to contact the user (e.g. in case of emergency or competing access). Please mind to enter area codes for international companies. |
| Job title | Optional field for better comprehensibility of the roles. |
Expiration date | Using the calendar function, a user can be created for a limited period of time. If this is not required, leave the field empty. |
Password | The VAT@GTC administrator provides every user with an initial password. |
Confirm password | If the confirmation password differs from the initial password, an error message pops up. |
Assigning authorisations to users
After the fields have been filled out and assured by [
] the [Authorizations
] button appears on the function bar. Open the [Authorizations
] dialogue box to assign country, role and company.
The function "Copy based on" simplifies giving multiple users the same authorisations.
Country | Select a reporting country, the role applies to. If the company is registered in more than one country (e.g. DE and SE), one employee can work on the German VAT return and another on the Swedish return. The employees can be granted to different permissions so that each one can see and edit only what is relevant for them. “---“ means that the role is relevant for all available countries. |
Role | Choose the corresponding role from the dropdown list that contains all available active roles. If one user has several roles, every role has to be assigned separately. |
Company | Select the company(ies) for the corresponding role. The dropdown list contains all available active companies. Multiple selection is possible. Even if several companies have been selected, they are displayed as one authorisation in the overview. |
Cascading | By using the function [Cascading] the authorisation can be handed down to subordinated companies. |
Once countries, roles and companies have been assigned, it is important to add the authorisations for every user by clicking the [
] button. The created user with the authorisations is displayed under the input line. After you have made your changes, confirm them by clicking [].
Elster-Certificate
After a user has been created successfully in the VAT@GTC, a certificate for electronic submitting of the VAT return [file type .pfx] can be assigned. It serves to identify and secure the electronic transmission of the tax data to the local tax office and can also be used for the online portal of the Federal Central Tax Office (BZSt). The PIN query secures the electronic Elster certificate against unauthorised access. |
Elster certificate can also be saved under [Master data: Home: My Profile].
Good to know!
From the VAT period 2011 onwards, the companies are obliged to submit their annual VAT declaration electronically according to § 18 (3) UStG (Value Added Tax Act). If you want to send the VAT declaration using the VAT@GTC, the transmission must be authenticated by the ELSTER User certificate. The German fiscal authorities do not require the electronically authenticated transmission from certain companies.
ELSTER certificates are issued by the financial administration and can be ordered online via the ElsterOnline portal. A written application is therefore no longer required. The certificate is issued as a software certificate, USB stick or signature card.
Restrict authorisations: choose periods
It is possible to restrict user’s permissions to a certain period. This is relevant, for example, if the auditor needs to be granted access to the data only for the audit period.
If the [Period independent] checkbox is activated, the user is granted permissions for all periods. If the checkbox is not activated, you can select relevant periods from the dropdown menu.
Available functions depend on the assigned roles and authorisations. The [Edit 
] function allows to change already existing users. The password can be reset here.
In addition, use the [
] button to add new permissions or delete the existing ones for the selected user. Save the applied changes with [
]. Here you can also choose another period or make authorisations period-independent.
The [
] function provides a detailed overview of users with the corresponding permissions. However, this function does not allow applying changes to the selected users.
If you click on the [
] button in the main dialogue, a new page with the detail view of the selected user opens where you can decide whether the user should actually be deleted. Deleted users will be archived. Select [Archived data] in the display function to view all archived users.
Good to know!
The user is archived if s/he has not logged in to the VAT@GTC over a long period of time or has not changed the password after the password reset.
The default period is 400 days. The user has 15 days to change the password. Both setting can be customised.
Deleted users can be restored by using the [Restore
] button. Afterwards they appear in the user overview as active users. When restoring the user, do not forget to provide the user with the initial password.
Forgot password - send E-mail
If a STMP server is set up under Connection Information settings, the user can request a new password and receive it by e-mail.
The new password complies with the strictest password guidelines and meets the predefined minimum length for passwords. After the first login, the password must be renewed.