Company Overview

There are three different display variants for the companies. The [List], the [VAT group structure] and the [Matrix]. When entering the dialogue, the list view is always displayed first.

List

In this view, the companies are listed in tabular form. The rows contain the companies, the columns contain the corresponding information on the individual companies. The columns displayed can be selected via the function [Show/Hide Columns]. 

Only from this view can existing companies be edited, deleted or examined in the detailed view.

VAT group structure

VAT group structure:

• purple         → the representative or consolidated VAT group member

• light purple → VAT group members 

• blue            → company subdivision

• red              → standalone company

The view of the VAT group structure is useful to get an overview of every company.

Matrix

The matrix overview always covers all periods that are in the same calendar year as the currently selected periods. This view therefore makes it easy to see, among other things, which company exists in which periods.

The companies are only shown by their unit number, as the name and the complete unit ID can change within a year. 

The following information can be found in the individual fields of the table:

• The Unit ID: The Unit ID is composed of the Unit number, the reporting country and the Unit type. If it is not an representative VAT group member, the unit ID of the representative VAT group member is appended afterwards. The unit ID always ends with "---".  The individual pieces of information are separated by a hash. The unit ID can therefore always be used to identify which tax group a company belonged to and when.

• If a company reports on a quarterly basis, it is marked with a red Q.

• If a company reports manually, it will be marked with a green M.

• If a company reports the ESL, it is marked with a blue Z.

Creating a company

A company is created in the five subdialogues [Company settings], [Organizational unit data], [Report relevant data], [Employee data] and [Additional information for the notification forms].

The dialogues must be filled one after the other with the relevant data and then saved with [Save]. How to fill the individual subdialogues is described in the following sections.

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Company parameters

General Information

The period is already specified in the first subdialogue [Company settings]. If it does not correspond to the desired period, it can be changed in the [Home] dialogue. The change is noted in the view, so that the processing can be continued in dialogue [Company]. It is recommended to create the companies in their hierarchy from top to bottom, i.e. first of all, as the parent company, then intermediate bodies and finally subsidiaries, and first intermediate companies and then partial companies.

SAP system type and allocation of interfaces

Using the drop-down menu [SAP system type] the SAP system or group that is relevant for the company can be selected. This is possible only if the SAP systems have been created in the [Settings → Connecttion parameter] area.

Additional information can be added in the field for entering free text.

Open

In the section [Assignment of interfaces], import interfaces can be assigned, which are created under [Settings → Interface configuration]. On the one hand, this includes different import variants, i.e. a web service or network drive interface, or also a simple definition of the import file, including file type and coding. If no information is stored, the default setting is used. The standard setting either applies universally or must be stored. See: Interface configuration.

VAT Group data

In the subdialogue [VAT group data] it can be defined whether the company will send its return independently or as a member of a VAT group. The [type of VAT group member] is used to define the exact type of the company. The following options are available:

Parent unit is used for the proper organisation of reporting data in the VAT groups. Depending on the selected company type only certain companies are available in the drop-down menu:

• Representative VAT group member and Standalone never have parent companies, thus the field is deactivated.

• VAT group member, Company subdivision and Consolidated VAT group member can select the representative VAT group members and consolidated VAT group members as their parent units.

Reporting Parameters

This subdialogue contains information about individual company’s VAT return. It can also be defined here whether the company submits ESL.

Employee data

The [Employee data] subdialogue contains information of the responsible persons for VAT return.

Additional Information for VAT declarations

Contribution to VAT Return

The subdialogue [Contribution to VAT Return] is only visible for representative VAT group members and standalones. If a third party e.g. a tax auditor or lawyer has made a contribution to the VAT return, the contact details can be recorded here. He/ she can be selected in the dropdown next to [Conributer].

Under Participation in the tax return in the selection list [Contact person], select the user who has participated in the tax return of this company (all selectable except superuser).

The data of this user will be transmitted to the tax office as a contributor to the tax return.

Data Supplier

The data supplier can be freely specified here for the preliminary VAT return (incl. special advance payment), the annual declaration and the ESL.

In the transmission protocol the data supplier is found under "transmitted by".

The data provider is specified in the transfer log for the preliminary VAT return.

In the transmission protocol of the ESL the sending company is found.

Bank Details

The bank details of a company can be stored here.

Edit, delete and restore companies

Click on the [Edit] button of the selected company to open the [Detail view: Company]. Here the data of the already saved companies can be changed. The ID and VAT group data (except periods) cannot be changed anymore. Click [Save] to save the entered data and go back to the companies’ overview page.

Click on the [Show] button of the selected company to open the [Detail view: Company]. The data can be viewed, but cannot be changed.
To delete a company, click on the [Delete] button. The deleted company does not disappear, it is moved to the archived and can be viewed using the Display function. Previously deleted companies can be restored using the [Restore ] button. The restored companies are shown under the Active again.

Changing the VAT entity type of a company

If the Type of VAT group member of a company changes, this cannot be adjusted directly under Edit company. Rather, the company must be deleted in the current period and recreated with the corresponding new entity type. If only the tax group structure changes, but no change of the tax group type has to be made (e.g. from tax group company to intermediate tax group company), a change is possible directly, because in the tax group a company can be assigned to another parent company. 

Due dates VAT return

Since reporting periods and deadlines of other countries usually differ from the German due dates, individual due dates with different parameters can be defined here. For example, a change of the deadline when certain VAT limit values are exceeded.

On the left side the due dates are shown in an overview of the representative VAT group member and all standalones.

The right part of the page [Due date] can be used to create conditions for the due date. Enter the name for the new condition and click the [Create] button.

Having created the condition, dates for every reporting period [month / quarter / year] can be added. These conditions can be defined individually per period and company.

After that the defined conditions can be selected in the [Reporting parameters] subdialogue for each company.

 
To ensure a better overview the defined due dates can also be seen in the [VAT – Month overview].