12.6.2. Tax Declaration Report

VAT Journals can be obtained in SocrateCloud in the the Tax Declaration Report window, found in Performance Analysis -> Accounting Rules -> Taxes.

1. Generate Tax Declarations

Before generating VAT Journals, you need to do or verify the following setup:

• all the documents (vendor and customer invoices) corresponding to the period have been posted correctly;

• the document for the payable VAT corresponding to the period has been generated, completed and posted.

Press the New Record button to add a new VAT declaration (one for each month). The following fields are available:

• Organization - select the organization you run the VAT journal for;

• Accounting Schema - automatically completed with the primary accounting schema;

• Name - enter the name of the declaration,usually VAT month/year;

• Description - optionally, you may enter a short description;

• Transaction Date - enter/select the last day of the month you generate the declaration for;

• Period - select the period/month you generate the declaration for;

• Date From - enter/select the first day of the month you generate the declaration for;

• Date To - enter/select the last day of the month you generate the declaration for;

• Create Tax Declaration button - is used to generate records based on invoices in the Line (Customer) and Line (Vendor) tabs and based on the corresponding accounting lines in the Accounting (Customer) and Accounting (Vendor) tabs, that will be used to generate the TAX Declaration Report;

  • Note: Starting with v14.09 distinct fields have been added to expense reports in order to enter vendor data. As a result it is no longer required to enter data using the "#CUI#FIRMA#NUMARDOC#DATADOC#" format. The vendor does not have to be defined and only it's name and Tax Idare required. The Tax ID must be entered correctly in order to be validated!

  • This new data is used to generate "Vendor" accounting and invoice records that will be used to generate the tax declaration report. As a result the declaration report will also display the invoices from the expense report;

• Delete Tax Declaration button - is used to delete the tax declaration records that were generated using the "Create Tax Declaration" process;

• Close Tax Declaration button - is used to close the tax declaration so that no other changes can be made;

  • Processed - indicates whether the tax declaration has been closed.

2. Generate the tax report (VAT journal)

After creating the declarations, generate the corresponding VAT journals, using the fields and processes provided in the Action section:

• Tax Column Set - select the corresponding journal (see paragraph 3 below, for details about how to construct these sets). Only the sets defined for the declaration organization and for the * (starting with version 13.09).

  • TVA_Sales

  • TVA_Purchases

Press the Create Tax Declaration Report button to generate the selected VAT journal. A new window will be displayed with the following selection criteria:

• Print Format - select the format corresponding to the journal (sales, purchases).

  • Note: If the set selected in the Tax Column Set has suffered any modifications for the print format, leave this field empty so that a new format will be created that will included these modifications. It is necessary to configure a new print format corresponding to the new format.

• Business Partner Group - optionally, you can select a business partner group that you wish to generate the VAT journal for.

• Business Partner - optionally, you can select a business partner that you wish to generate the VAT journal for.

• Invoice - optionally, you can select an invoice that you wish to generate the VAT journal for.

• Organization - select the organization you wish to run the report for if you have selected a "parent" organization.

• Project - optionally, you can select a project that you wish to generate the VAT journal for.

• Exclude Voided Invoices - select if you want to exclude the voided invoices from the VAT journal.

• Include exceptat taxe - select only in specific situations, when some rates are marked as "Tax Exempt", however these need to appear in the VAT journal.

Press the Start button to generate the VAT Journal Report, using the parameters specified above. A print preview of the VAT journal will be displayed and this can then be:

• printed - by pressing the Print button;

• locally exported;

• sent by e-mail;

• archived, for the system history/document archive.

If, in-between Declaration generation and completion moments, other documents appear that need to be captured in the journal, then the respective declaration needs to be erased and re-generated. The Delete tax declaration button can be used to delete the tax declaration after which it can be re-generated the same way it was first generated, as described above.

After submitting the VAT discount, you need to complete the declaration using the Close Tax Declaration button. This way, neither it, nor the documents it entails can be modified! When closing the tax declaration, invoice inclusion is verified using the invoice account date.

3. Building Column Sets for VAT Journals

In order to obtain VAT journal reports, SocrateCloud offers a flexible mechanism that anyone can use to configure the necessary columns that make up the content of each VAT Journal. Thus, based on the legal modifications and the features corresponding to each organization, the VAT Journal reports can vary from an organization to another.

SocrateCloud comes with a number of pre-defined column sets for each of the sales and purchases VAT journals. These sets can be modified so that they correspond as closely as possible to the concrete requirements of each organization. The maintenance and modification of these is done in the Tax Declaration Column Set window, found in Performance Analysis -> Accounting Rules -> Taxes. The following sets are available:

• Name, Description

• Print Format - the default print format for the declaration (must defined on tenant level, so that when updating the tax declaration columns, e.g. new columns, the format will be automatically displayed);

  • Sales Transaction - indicates whether this column set is used for a sales or purchasing declaration;

The Columns tab is used to define the columns that make up the column set. The maximum number of columns that can be displayed is 130. The following fields are available:

• Name - column heading that will appear on the report;

• Description - relevant description for the column;

• Printed - indicates whether the column is displayed on the report (useful for columns used for calculations)

• Delete Empty Lines - indicates whether the lines with no amount in this column will be displayed on the report;

• Sequence - order in which the column is displayed;

• Record Sort No - indicates the priority for sorting the records. No value means that this columns is not used for sorting;

The amounts displayed on the column can have one of the following sources:

• Column - reference to a field on containing data corresponding to the transaction displayed on each row;

• Calculation - the column amount is the result of a calculation between 2 other columns (Operand1 and Operand2):

  • • "Add (Op1+Op2)"

    • "Percentage (Op1 of Op2)"

    • "Add Range (Op1 to Op2)"

    • "Subtract (Op1-Op2)"

• Account

• Tax

We recommend you follow the order suggested in the print screens below. The receipts corresponding to the invoices are displayed on distinct lines right after the invoices they have been matched to. Below, we will present the column sets and a proposed configuration method for the most common sets. The configurations entail the latest legal modifications of the "VAT at Collection" type.

Note: In the case of dual transfer for leasing invoices, the Purchases VAT Journal needs to be adjusted (with the basis corresponding to the advance account; e.g. 471).