The [Countries] dialogue contains 27 EU countries plus Switzerland, Liechtenstein and Great Britain. AMANA opens the reporting forms of the selected countries for processing and enables users to send them, if required.
A green check mark [
] is used in the overview to identify which country forms are available and for which countries an electronical submission is possible.
The [Translations] function allows the users to adjust and change language settings.
Edit country
The [Edit] function in the [Countries] dialogue allows to change cross-period settings in the following tabs: [General Information], [Provided Reconciliations], [Other System Configuration]. These sub-dialogues will be described further in this manual.
General information
In the sub-dialogue [General Information], the configurations of the respective countries can be set and viewed. You can configure which functions are used in the respective country. The checkbox VAT Return must be ticked so that the respective country is available in the country dropdown in the dialogue Master data → Home. The ID (the top line) is predefined and comes from the country codes according to the ISO 3166. It is followed by the currency code, which depends on the currency of the import file.
Further on, it can be seen which forms are filled out in the VAT@GTC and can be sent electronically. The field [Tax group] is used to select the EU member states for which VAT groups are legally possible. Similarly, an attitude towards the pre-tax remuneration process can also be undertaken. The activation of the pre-tax remuneration procedure causes the corresponding control indicators to be marked in the VAT@ GTC in the [Taxcode] dialogue.
The default setting of the rounding procedure in Germany is ROUND_HALF_UP and cannot be changed.
For other countries, it is possible here to set the rounding method for declaration values. The following rounding methods are available:
ROUND_UP | Round to the next larger number. |
ROUND_DOWN | Round to the next smaller number. |
ROUND_CEILING | Round to the next larger number [always positive direction]. |
ROUND_FLOOR | Round to the next smaller number [always negative direction]. |
ROUND_HALF_UP | If the value is exactly ,5 between two rounded values, the value is rounded up [commercial rounding]. |
ROUND_HALF_DOWN | If the value is exactly ,5 between two rounded values, the value is rounded down [mathematical rounding]. |
There are two separate settings for the number of decimal places to be rounded.
- Rounding scale: Here the individual entries per declaration field are considered. If there are four entries in field 81, three of which are import values on three tax codes and one of which is a manual adjustment on one of the tax codes, then all of these entries are rounded individually to this number of decimal places. With this setting, it often makes sense to round to two decimal places, even if no decimal places are requested when submitting the return, so as not to lose any information.
- Rounding scale for sums: This setting affects field totals. If the field total is required without decimal places when submitting the message and should therefore also be shown in the message display, this can be configured via this setting.
The number of decimal places is set to 2 by default. This cannot be adjusted manually. If an adjustment is to be made here, the vat-support@amana.de will help.
Automatic correction
With help of the automatic correction the VAT@GTC automatically customizes the imported values of the SAP reports.
In the dropdown menu it can be regulated if the automatic corrections should be activated or not. In the case the automatic correction was activated either tax base or tax can be adjusted and copied to the VAT return form. This adjustment is related to the reconciliation 1 [Plausibility of VAT amounts in VAT report]. It checks whether the tax base and the tax match. In case of not matching, depending on the settings, an automatic correction will be made to the limit which is set under [Reconciliation]. Consequently, differences below limit are not displayed as reconciliation errors.
There are seven automatic correction options available:
| No automatic correction and no entry in [Limit for autom. corrections (EUR)] mean that any differences will be shown in the Reconciliation 1 in [VAT] area. If the limit for automatically corrections is defined, while the automatic correction is not activated, only errors above the limit will be shown, however the differences remain unchanged. |
| If the correction of base fields is activated, the tax [input VAT and VAT] is considered relevant. Tax values remain unchanged, while tax base is adjusted using the relevant VAT rate. |
| |
| Unlike the [correction of base fields] option, only the output VAT tax is regarded relevant here, so that the adjustments of the base fields for input VAT tax can be made manually. |
| Unlike the [correction of tax fields] option, only the base field of the output VAT tax is regarded relevant here, so that the adjustments of the input VAT tax can be made manually. |
| In this case, the tax field of the output VAT tax is considered relevant and the tax base of the output VAT tax is adjusted. At the same time, on the input tax side, the tax base is assumed to be relevant and the input VAT tax is adjusted. |
| In this case, the tax base of the output VAT tax is considered relevant and the tax field of the output VAT tax is adjusted. At the same time, on the input tax side, the tax is assumed to be relevant and the intra-system tax base is adjusted. |
Good to know
The imported and adjusted tax bases are always carried internally for reconciliation purposes, even in the event that they are not displayed in the form. This applies in particular to the input tax amounts in German VAT returns.
The function [Decleration field updates] refers to the manual adjustments to tax codes that map to multiple fields in the return. Especially abroad, there is the possibility to map a tax code to several fields in the return. This setting is thus initially made for the import. For manual adjustments, you can decide at this point to which fields it is applied:
- Update all fields with the same mapping: A manual adjustment for a tax code is applied to all fields to which this tax code is mapped. This setting is recommended in normal cases.
- Update only fields with fixed base-tax relationship: Only the field on which the manual adjustment was made and possibly a field that is linked by a direct base-tax relationship will be adjusted. This setting should only be made with caution.
Provided Reconciliations
The sub-dialogue [Provided Reconciliations] can be used to decide which reconciliations are relevant for the selected country. A detailed description of individual reconciliations can be found in the [Reconciliations] chapter. The complete list of reconciliations is available only for Germany.
Other system configuration changes can be made in the last sub-dialogue of the [Countries] dialogue.
System settings that can be configured here and their effects on the whole system are described further in this chapter.
| Import | |
|---|---|
Base and tax equal signed
| Some ERP systems distinguish between the tax base and tax with different signs. This is where the users can make sure that the tax base and tax are equally signed. In the [General Information] sub-dialogue it can be decided, whether the sign before tax base or tax should be adjusted. |
| Additive import | If this option is checked, the additive import can be configured per company in the dialogue [Master data → Companies]. In case the additive import is active for a company, it can be decided whether already imported values should be kept or overwritten when importing reporting values into VAT@GTC. If the additive import is selected, the newly imported values are displayed in the declaration with a separate entry and the explicit note that the value was created during an additive import. |
| Master data / Companies | |
Tax ID of VAT tax group / Show Claring account tax office | These two functions activate the Clearing account tax office and Tax ID of VAT tax group fields in the [Master data – Company] dialogue. The Clearing account tax office represents the tax office account of the company in the VAT@GTC and can be regarded as a collective account. All preliminary VAT returns are collected here and can be called up as a single report [Finance plan overview total] or [Finance plan overview subsidiaries]. |
| Master data / Mapping of tax codes | |
| Show Mapping condition and sign handling for year peridos | Depending on the country and form, there are different requirements for how some values are entered in the declaration. It is possible that a mapping is linked to a condition or that a sign change must take place. This option can be enabled here. |
| Show Mapping condition and sign handling for month periods | |
| Decide the import type for the mapping | Depending on the tax matter or field in the form, different values may need to be transferred from the same tax code into a field. The standard case is fields where the tax base must be entered and other fields where the full tax must be entered. However, it may also be that the deductible or non-deductible tax must be entered. If this tick is not checked, only the Tax base and Tax options are offered and automatically allocated. If the tick is activated, there are also the two other options. The import type must then be explicitly selected then. Attention! In the version 22.19, this column is purely informative and has no further effect. |
| VAT | |
| VAT group revenue in form | Additional, purely informative fields can be activated for internal transactions of VAT groups in the German preliminary return. In order for these to appear in the form, the corresponding period must be saved again. The additional fields are not taken into account when sending the declaration. |
Milestone Paid
| When this checkbox is activated, an additional milestone status “paid” appears in the [Send VAT return] dialogue. It can be used to upload the payment document. It is linked to the [Send VAT return] milestone. |
| VAT / ESL / Review | |
Review four-eyes principle | To minimise the risk of errors, the four-eyes-principle ensures that important decisions are not made by solely one person. When the checkbox is activated, the VAT@GTC makes sure that the user who has finalised the VAT return is not allowed to review it (and vice versa, the reviewer cannot finalise the VAT return). This function is available only if the setting [Review Status before sent] is activated. |
Review Status before sent
| After a VAT return has been finalised (status: green), it is possible to add a review status for the selected company. When the VAT return is finalised, a reviewer can check the figures again. |
Review status after sent
| After a VAT return has been sent (status: blue), it is possible to add a review status for the selected company. This review for sent VAT returns can be used as e.g. a confirmation of payment if an external document check has to be performed in addition to the [Paid milestone]. |
| VAT Resubmission | |
| Resubmissions in year period | If manual changes are made to the annual declaration, resubmissions are generated and displayed in the next open period. |
| VAT / Send declaration | |
Document upload for review after closed
| This system setting can only be executed together with the setting [Review Status after closed] and allows to confirm that the review has been performed and to upload a review document before sending the VAT return in the [Send VAT Return] dialogue. |
Document upload for review after sent
| This system setting is only possible together with the setting [Review Status after send] and allows to confirm that the review has been performed and to upload a review document after sending the VAT return in the [Send VAT Return] dialogue. |
Unit status "paid" by document upload
| This system setting is only possible together with the [Paid Milestone] setting and allows to attach a payment document after sending the VAT return. After uploading the document, the status automatically changes from "sent" to "paid". |
Unit status "sent" by document upload | This system setting enables the user to attach a payment document to the notification. After the document has been uploaded, the status automatically changes to "sent". |
| VAT / Yearly return | |
Allocation of total payable amount for corrections in yearly declaration | By activating the clearing of the advance payment debit when the annual declaration is corrected, the advance payment debit is copied from field 816 of the last correction. |
Available Reporting periods
Under this menu item, the reporting periods offered can be configured for the selected country. In contrast to the reporting periods monthly, quarterly and annually, which are common in Germany, the reporting periods 2-monthly, 4-monthly and half-yearly are also an option in Europe. The reporting periods ticked here can then be assigned to a company in the master data.
Use the [Vat form templates] to activate the form.
Before the VAT forms of the different countries can be uploaded, the VAT return type for the selected country has to be activated by using the [Edit] function.
Import VAT Return form
The forms are usually added automatically when a new country is introduced or during the annual update of the VAT@GTC when the server is restarted. It is always possible that the official forms change at short notice or during the year. In addition, there is the possibility that the need to update a reporting form arises due to an error. Especially if many countries are used, this would lead to frequent updates, which can consume some resources and possibly jeopardise compliance with deadlines if the information is provided very late by the tax offices. Therefore, there is the option to upload forms at any time, so that the system does not have to be updated every time. In this case, the file to be uploaded is provided by vat-support@amana.de.
Reload all forms
Depending on the server configuration and environment, problems may occur with the automated upload of the forms when the server is started. In this case, the forms cannot be retrieved correctly. For this case, there is a fallback function to reload the forms in the running application.
Form examples
The following three figures show how the foreign VAT return form templates are displayed in the VAT@GTC.
Belgium:
Switzerland:
Romania:
