Login and Logout
The application has its own user authentication module [Login with username and password]. This prevents access by unauthorised third parties. If integrated in a company portal, Single Sign On [SSO] can be used to log in. In this case the login dialogue is not shown at all.
Login
When the VAT@GTC login dialogue pops up, enter username and password to start the application.
Good to know!
After the first login to the VAT@GTC, the “Change password” dialogue pops up asking the user to change the initial password. The same has to be done after the password was reset. The user has 15 days to enter a new password. When this is not done in time, the user will be locked. The same happens when the user does not log in to VAT@GTC for a long period of time or enters a wrong password several times. When the user account has expired, a new initial password must be assigned to the affected user. Only the VAT@GTC user with the corresponding rights for the [User] dialogue can unblock the affected user. This period can be configured by the user.
Logout
The user can logout from the system manually or this can be done automatically. There is a [LogOut] button in the upper right corner of the VAT@GTC for the manual logout. Please always log out from the system using the [LogOut] button, when the work in the web tool is done. Simply closing the web browser is not enough, since the system [the server on which the VAT@GTC is installed in the company] does not receive the notification that the user has finished the work. With a proper logout, the system resources are protected and the documents and companies are not locked for other users.
An automatic logout occurs after a long period of inactivity. When clicking on any functions of the VAT@GTC, the user is redirected to the “Logout” page. For this reason, it is recommended to save the data regularly, to avoid the loss of important information and of applied changes.
Basic Structure
The VAT@GTC contains the following five main dialogues depending on its configuration:
Master data | This dialogue is used to create the generic data sets such as periods, company data and tax codes. After implementation of the VAT@GTC it is important to enter once the complete Master data. Subsequently master data are regularly copied from the previous period and can be changed if required. |
Value Added Tax | This dialogue is used to create and send VAT declarations. These are the monthly and/or quarterly preliminary VAT returns, annual VAT returns, as well as VAT special prepayments. |
ESL | The [ESL] dialogue appears only if the [Submits ESL] checkbox in the [VAT Return Data] tab of the [Company] dialogue in the [Master data] main area is ticked. The ESL can be filed on monthly or quarterly basis. |
Vat ID check | [VAT ID Check] is used to check the VAT IDs. This dialogue only appears if the relevant package was ordered and theappropriate flag was implemented which is not part of the standard product. |
Settings | This dialogue contains administrative settings, such as countries, users and roles. |
Every of these five main dialogues contains a set of individual dialogues. These dialogues are described in detail further in this manual. The number of dialogues displayed to a user per period and company depends on the settings in the Master data or during the creation of a VAT declaration.
Recommendation for use
Not Recommended |
Recommended |
The VAT@GTC should not be closed by simply closing the web browser. |
Close the VAT@GTC using the [LogOut] button. |
Do not Use the [Back] function of the browser to return to the previous dialogue in the VAT@GTC. |
Use the [Back] function of the VAT@GTC instead. The [Back] button is especially relevant, when several sub-dialogues are processed under one dialogue and can be saved only when the processing is completed. |
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After clicking the [Send] button please wait until the new page is loaded. |
Dialogue functions and symbols
Certain symbols and buttons are recurring; they are described in general terms below.
Dialogue function | |||
Create |
| Create a new data set. | |
Edit |
| Edit existing data set. | |
Authorisation |
| Authorisations of the selected user can be viewed and edited after clicking this button. | |
Changelog |
| Changelog contains a list of changes to the data sets in the current dialogue. Such a file can be created, since all the changes in the [Master data] main area, particularly in the [Company] dialogue, are saved to the VAT@GTC database. By clicking on the symbol, a web browser prompt appears asking, whether the file should be opened or saved. | |
View |
| View the complete data set. | |
| By clicking the [Print view] button a new window opens with a print view of the current dialogue. | ||
Excel |
| This item allows to export the current view into an Excel sheet and to save the file in xls format to locally. After clicking on the symbol, a web browser prompt appears, asking whether the file should be opened or saved. | |
Export |
| Data sets can be exported. | |
Explanation |
| Shows a text with an explanation to the selected field on mouseover. | |
Add |
| Add a new data set. | |
Import |
| Data sets can be imported. | |
Copy |
| The copy button is used to copy the existing data sets to the current input field. This facilitates the creation of a new data set, since the user doesn’t have to fill out all the fields manually. | |
Entering a comment |
| By clicking this button, a comment and an appendix can be entered. | |
Comments available |
| Indicates that a data set contains comments. | |
Create Correction |
| The plus sign next to the status of a transferred VAT declaration allows users to make corrections. Available only in the [Yearly Status] dialogue. | |
VAT form templates |
| Country-specific templates can be uploaded in the [Countries] dialogue. | |
LogOut |
| Logout from VAT@GTC. | |
Delete |
| Delete [archive] data set. | |
My profile |
| [My profile] can be found in the [Home] dialogue. | |
Reporting periods (Deadline) |
| Deadlines for reporting can be defined here. | |
Arrow functions | |||
Back |
| To return to the previous page, always use the VAT@GTC [Back] button, not the button of the web browser. | |
Next (Forward) |
| This arrow can be found in the dialogues [company subdivisions] and [resubmissions]. Redirects directly to the corresponding Display. | |
Save |
| Save data set. | |
Language settings |
| The country flag shows the currently selected language. | |
Offseting entry |
| Offsetting entry during VAT return creation. | |
Transfer |
| In case of manual filing via the TC (Transfer-Client), a VAT return can be marked as [sent]. | |
Restore |
| Restores the archived data set. | |
| Resetting reconciliation Standards |
| Reonciliation standards can be reset for all companies. | |
Symbols | ||
Error message | | The [Error] symbol indicates that VAT@GTC has specified some faults (e.g. reconciliations with findings). The error must be corrected before continuing. Good to know! When the Symbol apperas, click on it to get detailed Information About the error message. |
Entire selection | --- | The dashes in a drop-down menu mark the whole values available. |
Check mark |
| Indicates that the Action has been performed successfully. |
Check mark in a box |
| Indicates that processing is completed. |
Warning | | This symbol indicates that VAT@GTC has specified some deviations (e.g. reconciliations with findings that are within the defined tolerance limit). The error does not have to be corrected in order to continue. |
Info |
| The date, time and user are shown on mouseover this symbol during the creation of the VAT return |
Mandatory field | | Indicates mandatory field that must be filled in. |
Milestone Status | |||||
Import | Reconciliation | Adjustment | Finalise | Transfer | |
| Import successful | Reconcilations with no findings | - | - | - |
| No Import started | Reconcilations not started yet | No Manual adjustmens have been made | VAT declaration in work (not finalised yet) | VAT declaration not submit yet |
| - | Performed reconciliations with findings | - | - | - |
| - | Individual reconciliations with fingings | - | - | - |
| - | Corrected error messages | - | - | - |
| - | - | Necessary Adjustments started, but not finished yet | - | - |
| - | Reconciliations with no findings | Manual Adjustments have been made and the VAT declaration is closed | Finalised VAT declaration | VAT declaration submitted |
| Manual Input - no Import required | - | - | - | - |
Status Send VAT Return | |
| VAT return processing not started yet. |
| VAT return in work. |
| VAT return closed. |
| The Submission file for the VAT return has been created. |
| Filing of the return has failed. |
| VAT return filed. |
| VAT payable was payed and voucher was uploaded. |
| If the company status is [finalised], though the V00-Report has not been imported (even though [Import] is selected in [Master data] main area), the additional symbol beside the status of the VAT declaration notifies that the reporting data of this company should be checked carefully. The user has either forgotten to import the report, or the reporting data have been entered manually, which can result several errors. In this case it might be reasonable to set the correspondent company to [manual]. |
| After finalising the VAT declaration, it can be sent to the tax office. Click on this button within the [yearly status] to directly open the [Send VAT return] dialogue. |
| The figure in the square indicates the number of corrections that were already carried out. |
Views, sort search and filter the data
Display It is possible to either view only active or only archived data in the VAT@GTC dialogues. Active data are all relevant data in the VAT@GTC. Should the data be no longer needed, it is possible to move them to the archive by clicking on the delete button. These data can then be found under the [archived] in the table overview of the corresponding dialogue. The VAT@GTC does not delete data completely, these data are archived and can be viewed or even reactivated later again.
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Sort
| The double arrow by the side of the column header in the table indicates that the column is not sorted. By clicking on the arrow the entries can be sorted either in ascending or descending order. |
| The “up” arrow by the side of the column header in the table indicates that the table is sorted in ascending order. |
| The “down” arrow by the side of the column header in the table indicates that the table is sorted in descending order. |
Show / hide columns Use the [Show / hide columns] function to define which columns will be displayed in the selected dialogue.  |
Search The search function is available in most dialogues and an be used for the targeted search within the large amounts of data. In order to facilitate the search process, the results, corresponding to the entered parameters will be shown immediately, when the user enters the first characters.
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Filter In certain overview dialogues, the user can select a period, Company or Company Code to filter the data and thus see only the data that are needed to avoid unnecessary Information. It is recommended to select the period before selecting the Company, since only those companies can be selected that exist in the Chosen period and forwhich the user has at least read Rights. After selecting a period and a company in the [Taxcode] and [Mapping of taxcodes] dialogues, it is necessary to select a company code. This can only be done if the company code has been created in the dialogue [Mapping of tax codes] beforehand.
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Concurrent access
In the case when several persons edit the same data simultaneously, certain Arrangements have been made to avoid inconsistencies and/or mutual overwriting of the data in the VAT@GTC.
The user who is trying to open the same dialogue (that has already been opened by another user), is getting a corresponding warning which is shown in the upper part of the screen with a notification for this user that the data are currently being edited by another user. Consequently, the data are represented in the form of [read-only view].
If the user, though, has the [superuser] rights, s/he can nevertheless edit the data in the dialogue. When the user tries to save the changes, a warning is shown again, notifying that there is a possibility of data overwriting due to simultaneous editing of one document. It is recommended to contact the colleague directly and agree on the best way and succession to work with the data. The contact details (email address and the telephone number) of the person can be found in the VAT@GTC.
Reporting processes
The VAT@GTC allows to create four different VAT declarations and to submit them directly to the tax office. Almost the whole process is performed automatically. The necessity of manual interference may vary, depending on the settings in the [Master data] main area. The following points represent the short overview of standard process steps.
Preliminary VAT return | |
Monthly VAT return | Quarterly VAT return |
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ESL (European Sales Listing) | |
Monthly ESL declaration | Quarterly VAT return |
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Annual VAT return |
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Special prepayment |
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