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!

The column with the exclamation mark is used to display the locked users. They are marked with an exclamation mark on a yellow background and appear at the top of the overview table. A user is locked after 3 unseccessful login attemps.

Create a User

After clicking on [Create], a new input mask appears. It is possible 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, a name for the user group (e.g. “reviewer”) can be entered aswell, 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.

Finally, the user must be saved via [Save].

Assigning authorisations to users

There are two sub-dialogues in the dialogue for assigning authorisations.

In the sub-dialogue [Authorisations], roles, countries and companies are assigned.
In the sub-dialogue [Choose periods], periods are assigned. By default, authorisations are assigned across all periods.

Authorisations

After the user is saved, the [Authorizations] button appears on the function bar. Open the [Authorizations] dialogue 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 [Create] button. The created user with the authorisations is displayed under the input line. Afterwards futher authorisations can be made.

An authorisation can be removed again via [Delete].

When the changes are completed, confirm them by clicking [Save].

Choose periods

In the Period selection sub-dialogue, it is possible to restrict the user's authorisations to certain periods. This is relevant if, for example, an auditor should only have access to the periods within the set audit period. If [Period independent] is ticked, the user receives authorisation for all periods. If this checkbox is not set, a manual selection can be made from all created periods for which periods the user should be authorised. By default, authorisations are granted for all periods.

Elster certificate

After a user has been created successfully, 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). 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.

Edit, view and delete users

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 [Authorisations] button to add new permissions or delete the existing ones for the selected user (See: Authorisations).
The [Display function] is used for a detailed view of the user with the respective authorisations. However, changes are not possible via this function.
When clicking on the [] button in the main dialogue, a new page with the detail view of the selected user opens where the deletion has to be confirmed. 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.

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.