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J_1UF_REGISTER_IN_OUT - Register of Incoming and Outgoing Tax Invoices (Ukraine)

J_1UF_REGISTER_IN_OUT - Register of Incoming and Outgoing Tax Invoices (Ukraine)

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Use

You use this program to create the register of incoming and outgoing tax invoices in a format that complies with legal requirements. The register lists all received and issued tax invoices, correction tax invoices, and other relevant documents, such as checks or customs declarations, that match settings you made for grouping versions RES and REP in the Grouping for Tax Base Balances (V_T007K) and Grouping of Tax Base Balances (V_T007L) Customizing activities. Part I of the register is relevant for outgoing tax invoices that you have issued to customers and part II lists incoming tax invoices that you have received from vendors.

As required by law, you must record all VAT-relevant operations and report them to the tax authorities. The report allows you to perform the following tasks:

  • Create an internal XML file of the register that you can print according to your business requirements (for example, on a daily basis)
  • Create an XML file of the register for the current month in an XML format that complies with legal requirements

    You submit this file to the tax authorities at the end of each month.
  • Create an XML file for specific outgoing tax invoices and correction tax invoices

    Documents that meet certain legal criteria must be submitted separately to enable them to be registered in the ERPN (Unified Register of Tax Invoices). This applies, for example, to tax invoices for excise or imported goods, or tax invoices with VAT that exceeds a specific amount defined by law.
  • Create an XML file that you send to the tax authorities to request a list of incoming tax invoices that have been registered by the vendor in the ERPN

Electronic Reporting Mode

You can use the Electronic Reporting Mode to create electronic tax invoices, receive them and process.

To create and process tax documents as part of the electronic VAT reporting workflow, enable the Electronic Reporting Mode on the selection screen of the program. This will allow you to:

  • Create outgoing XML-based files for tax documents and process them accordingly
  • Receive incoming XML-based files for tax documents and process them accordingly
  • Process incoming response files and receipts from ERPN (field in text format)
  • Create and process modification requests in text format
  • Manage attachments

Note that XML files are processed differently with electronic reporting mode active and inactive.

Prerequisites

  • You have created tax invoices or correction tax invoices as financial documents.

    We recommend that you use a separate document type for tax invoices, correction tax invoices, accounting documents, and other documents that are relevant for the register (for example, transport tickets and checks). This enables you to use the document type specified by the tax authorities and ensures continuous numbering and fast data retrieval.
  • Correction tax invoices must have the number of the relevant tax invoice in the Document Header Text (BKPF-BKTXT) field and the number of the clearing or reversal document must be stored in the Reference Document Number (BKPF-XBLNR) field.
  • If you used the special down payment procedure, the clearing document must have the clearing document number in the Document Header Text (BKPF-BKTXT) field and the invoice number in the Reference Document Number (BKPF-XBLNR) field.
  • Accounting documents for the register of incoming tax invoices must have the number of the relevant tax invoice or correction tax invoice in the Document Header Text(BKPF-BKTXT) field.
  • VAT adjustment documents must have the number of the relevant document that was adjusted in the Document Header Text(BKPF-BKTXT) field.
  • For other document types, the reference to the source document (invoice or down payment) must be stored in the Document Header Text (BKPF-BKTXT) or Reference Document Number (BKPF-XBLNR) field. If the document number also contains the financial year, the year must be entered after the document number without any delimiters and it must have four digits.
Note that if the financial year is not entered, the report uses the year from the tax invoice.
You must enter the tax codes relevant for each section in these Customizing activities. The tax groups define how the amounts from the document items are distributed to the columns in the report output. You can use tax grouping version REP for part 2 (register of incoming tax invoices) and RES for part 1 (register of outgoing tax invoices).
  • To process a vendor or customer as a VAT payer, you have filled the Tax Number 1 (STCD1) and Liable for VAT (STKZU) fields in the vendor or customer master data. If these fields are not filled, the report processes the vendor or customer as a non-VAT payer.
  • To process the customer or vendor as a resident, you have entered the country key UA in the vendor or customer master data. If you do not define a country key, the report processes the vendor or customer as a non-resident.
  • You have maintained reasons for using special Tax Codes for tax invoices as defined by law in the Customizing activity Maintain Reasons for Special Tax Codes. Do not maintain reasons 01, 02 and 07, these reasons are maintained by the system automatically based on the customer data.
  • You have maintained how different types of tax documents relevant for the Register of Tax Invoices will appear in the printed form of the register in the Customizing activity Maintain Appearance of Document Types
  • To save files for tax invoices and correction tax invoices, you have defined number range intervals 01 (for internal numbering of tax invoices and correction tax invoice files) and 02 (for internal numbering of attachment files) in the Customizing activity Define Number Range Intervals for Electronic Invoices.
  • You have created folders for incoming and outgoing XML-based files for the Electronic Reporting Mode. The default paths are C:\temp\incomingfor incoming files and C:\temp\outgoingfor outgoing files.
  • You have managed data for Electronic VAT Administration Extracts on the SAP Easy Access screen under Accounting → Financial Accounting → General Ledger → Reporting → Tax Reports → Ukraine → VAT → Manage Electronic VAT Administration Extracts (transaction J_1UFDI_VAT_ADMV).
New entries can be created either automatically by the system when an XML-based Extract file is received and processed according to your Customizing settings (by your BAdI implementation or the default program on the SAP Easy Access screen, under Accounting → Financial Accounting → General Ledger → Reporting → Tax Reports → Ukraine → VAT → Process Incoming Files (transaction J1UFDIPROCIN), or manually if you create a new entry using this activity.
You can also use this activity to edit existing entries.
Note that you can only have one Extract for each combination of Company Code and Year. Each time a new Extract is received and processed, the entry is updated with the latest data.
  • You have defined the name of the accountant who signs the XML file on the print form and their ITN code in the Customizing activity Define Master Data for Users.
  • To modify the way the electronic reporting mode functions, implement BAdI in the Customizing activity BAdI: Electronic Reporting.
  • To modify the way freeform documents (modifications and confirmations) are created and processed, implement BAdI in the Customizing activity BAdI: Freeform Documents.
  • To modify the way electronic documents are linked to documents in the register, implement BAdI in the Customizing activity BAdI: XML Linking.
  • If necessary, you have activated use of 11 decimals instead of 3 in material quantity fields of tax invoices in Customizing under Financial Accounting (New) -> Contract Accounts Receivable and Payable -> Basic Functions -> Tax Reports -> Tax Reporting - Ukraine -> Define VAT Settings for Company Codes.
  • By default, the program uses FEA codes from the 2017 classifier. If you need to use codes from the 2012 classifier, choose option FEA 2012 in the Activate FEA 2012 Codes activity.

Features

You can use the structure J_1UF_REP to generate part II of the register (register of incoming tax invoices) and structure J_1UF_RES to generate part I of the register (register of outgoing tax invoices).

Selection

On the selection screen, you can restrict the number of processed documents, for example, based on company code, document numbers, fiscal year, document date, tax group code, or VAT code. After specifying whether you want to generate part I or part II of the register, you then enter the other selection criteria as required.

Note (only if Electronic Reporting Mode is unselected)
To create the XML file of the register, you first have to run the report for part II. The report stores the results in a temporary database. You then run the report for part I. The report retrieves data from the temporary database and creates the print file for both parts at the same time.
On the selection screen, you also select which XML file you want the report to generate and enter the relevant data according to your requirements.

Electronic Reporting Mode

Activate electronic reporting mode on the selection screen.

Output

The report displays data in an SAP List Viewer (ALV) list. You can use the standard ALV list functions to view, sort, summarize, or adjust data as required. The report creates the XML files selected on the selection screen and saves them to the location you defined.

Activities

To access the report on the SAP Easy Access screen, choose Accounting -> Financial Accounting -> General Ledger -> Reporting -> Tax Reports -> Ukraine -> VAT -> Register of Incoming and Outgoing Tax Invoices (transaction J1UF_IN_OUT).

Electronic Reporting Mode

When the Electronic Reporting Mode is deactivated, the program only processed posted documents. When the Electronic Reporting Mode is active, the program processes both posted and parked documents that meet the requirements for electronic processing.

Incoming Documents

Receiving an electronic document

1. Create a parked tax document on the basis of a source document (invoice or down payment).
2. Make sure that the XML-based invoice you received from the vendor is stored in the incoming folder used by your Electronic Reporting BAdI implementation. The system (your BAdI implementation or the default program J_1UFDI_PROC_IN) analyzes the incoming folder (folder C:\temp\incoming by default) and enters the files that meet the requirements in the system.
3. The system (your implementation of BAdI for XML Linking) compares the incoming files and the tax documents in the register and creates links if any two of them match. The files are matched according to their data if the following requirements are met:
  1. If the Company Code, Partner and Fiscal Year (determined by XML file and accounting document creation date) match.
  2. Both the XML file and the accounting document are corrections or tax invoices (so that there is no links between a correction and a tax invoice).
  3. Total amounts and credit amounts match.
  4. The files and documents are not reversed or parked and deleted.
If more than one XML-based file can be linked to more than one tax document in the register, or if a match cannot be found, the system does not create links and writes errors to the Register log. You can create links manually or edit or delete existing links using the Processing of Incoming XML Files Program (J_1UFDI_MATCHING_XML_WITH_FI).
4. Run the register of incoming and outgoing documents. Search for the tax document. On the ALV output screen, select the register entry.
5. Check that the XML File is Linked indicator is set. This means that your XML file was linked to the register entry. If not, link the document manually. After that, set the status of the document to Document Received.
6. Display the XML-based output file in its original format by clicking the Display XMLbutton, or display the XML-based output file in PDF format by clicking the XML as PDFbutton. Check the document.
If you need, request a modification from the vendor. To do so, select the invoice to send and click the Modification button. You will be prompted with a text window, where you can state your request in a written form. After you are finished with the request, click Save. Default text for modification request is stored in a text object (transaction SO10). Text object Nameis J1UFDI_MODREQ, text IDis FIKO, Text Objectis TEXT.
By default only one modification request is created for every selected document, but you can change this using the Freeform Documents Business Add-In.
7. Create a confirmation of receipt by clicking the Create Confirmation of XML Deliverybutton. Default text for modification request is stored in a text object (transaction SO10). Text object Nameis J1UFDI_CONFIRM, text IDis FIKO, Text Objectis TEXT.
By default only one confirmation of receipt is created for every selected document, but you can change this using the Freeform Documents Business Add-In.
8. Request status of registration of document with ERPN. You can request status of registration of a list of documents or of all documents by a certain date.
To request status for a document list, select the required registry entries and click the ERPN Requestbutton. On the XML Output for Tax Authorities pop-up screen, enter the settings as necessary.
To request status for all documents by a certain date, click the ERPN Requestbutton. On the XML Output for Tax Authorities pop-up screen, specify the required date in the Registration Date field and enter other settings as necessary.
When an ERPN request is sent, ERPN status of the document is changed to Request Sent. When you receive a status notification from ERPN, status of the entry will change accordingly. If the registration failed, the document is transferred into the /failed/ subfolder. If there were no failures, the document is transferred into the /processed/ subfolder.
If a document was marked as Registeredby ERPN but XML data of the document differs from the data provided in the registration notification (document date, document sequence number / activity / branch, document total amount and document VAT amount), document registration status will be changed to Error.
9. If the tax document has already been registered by the vendor with ERPN, you can post it by clicking the Post button.

Annex 7

Every month, you must include any tax documents that have not yet been registered with ERPN in the Annex 7 of the VAT return. You can do this by selecting the register entries and clicking the Annex 7 button. At this point, the entry is marked as included in annex 7 in the In Annex 7 field. You can then change the status of the entry to Vendor Rejection Received manually.

Working with a parked negative correction tax invoice

You may receive a correction tax invoice with negative changes (price or quantity) from your vendor. You need to register the correction tax invoice with ERPN and notify the vendor. After this, you can post the document.

1. Link the received correction tax invoice to the corresponding accounting document.
2. Select the register entry and click the Send to ERPN button. If successful, ERPN Status of the entry should change to Registration Sent.
3. When you receive the confirmation of delivery from ERPN, ERPN Status of the entry should change to Delivered.
4. When you receive a Receipt 1 (registration notification) from ERPN, the ERPN Status of the entry changes according to the receipt:
  • Registered if ERPN registered the correction tax invoice successfully

  • Rejected if ERPN rejected the correction tax invoice

  • Error in case there was an error in the correction tax invoice

5. If the registration failed, fix the errors as prescribed by ERPN. If the registration was successful, post the parked document by clicking the Post button.
6. If you have implemented the Electronic Reporting Business Add-In, you can sign and encrypt the XML file for the entry by clicking the Sign/Encryptbutton. At this point, status of the entry is changed to Document Signed.

Wrong header attributes in an incoming Tax Invoice

If you have received a Correction Tax Invoice with corrected header attributes but with no positions, then you also need to create a Correction Tax Invoice with no positions but with correct header attributes (NK3). Follow the procedure below to do so:

1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice.
2. Select the Tax Invoice and click the More...pushbutton.
3. In the pop-up More...dialog box, select the Correct Errors in Header Attributes radio button and click Continue.
4. On the pop-up Data for Correction Documents screen, specify the details for the new Tax Invoices that the program will create. Click Execute.
The program will create a Correction Tax Invoice with no positions but with correct header attributes (NK3). If you have uploaded the received XML file, you can link it to an accounting document using the Linking/Unlinking of XML Files and Accounting Docs program.
5. Run the program again to display the new document.

Generating Outgoing Tax Documents on the Basis of Incoming Tax Documents

You can use the Register of Incoming and Outgoing Tax Invoices to generate outgoing tax invoices or correction tax invoices from the incoming tax invoices directly in the program. You can do so by selecting the incoming tax invoices and selecting material items to include in the new outgoing document and then generating the new document. Note that you can only create outgoing tax invoices for incoming documents that have been registered with ERPN.

1. Run the Register of Incoming Tax Invoices with the selection criteria to select the Tax Invoice.
2. On the output screen, select the incoming tax invoices or correction tax invoices for which you want to create outgoing tax invoices. Note that you can only select tax invoices together with other tax invoices and correction tax invoices together with other correction tax invoices. Click the Generate Outgoing TI/TC pushbutton.
3. You will see a Select Items to Processscreen. On this screen, you select document items that you want to create outgoing documents for. You can also edit item data if necessary. Select document items and click the Executepushbutton.
4. You will see a Specify Processing Options screen. On this screen, you can specify document creation options and set posting parameters. After you are done, click the Executepushbutton.
5. You will see a Verify Items screen. On this screen, you can check the data before creating documents and posting them. After you are done, click the Postpushbutton.

You can also display outgoing documents that you have created for an incoming document by selecting this document on the Register output screen and clicking the Show Outgoing TI/TC pushbutton.

Outgoing Documents

Creating an electronic document

1. Post or park an accounting tax document to create an item in the register. The entry will have an empty Document Status.
2. Run the register of incoming and outgoing documents. Search for the tax document. On the ALV output screen, select the registry entry and click the Create XMLbutton to create an XML-based file for the entry.
Depending on your settings, you might see a Validation of Data Before Creation of XML screen. If there are any errors in the XML file, you can fix them as described in Checking the Outgoing XML Files for Errors Before Creation.
At this point, status of the entry is changed to Document Created.
Note that according to Ukrainian law, the Correction Tax Invoice positions must contain references to positions of the Tax Invoice that it is correcting. Read more about these references under the References of Correction Tax Invoice Positions section below.
3. If you have implemented the Electronic Reporting Business Add-In, you can sign and encrypt the XML file for the entry by clicking the Sign/Encryptbutton. At this point, status of the entry is changed to Document Signed.
4. Select the register entry and click the Send to ERPN button. If successful, ERPN Status of the entry should change to Registration Sentand the XML file is placed in the outgoing folder (C:\temp\outgoing by default). Document status will not change.
5. When you receive the confirmation of delivery from ERPN, ERPN Status of the entry should change to Delivered.
6. When you receive a Receipt 1 (registration notification) from ERPN, the ERPN Status of the entry changes according to the receipt:
  • Registered if ERPN registered the tax document successfully

  • Rejected if ERPN rejected the tax document

  • Error in case there was an error in the tax document

You can request status of registration of a list of documents or of all documents by a certain date.
To request status for a document list, select the required registry entries and click the ERPN Requestbutton. On the XML Output for Tax Authorities pop-up screen, enter the settings as necessary.
To request status for all documents by a certain date, click the ERPN Requestbutton. On the XML Output for Tax Authorities pop-up screen, specify the required date in the Registration Date field and enter other settings as necessary.
When an ERPN request is sent, ERPN status of the document is changed to Request Sent. When you receive a status notification from ERPN, status of the entry will change accordingly. If the registration failed, the document is transferred into the /failed/ subfolder. If there were no failures, the document is transferred into the /processed/ subfolder.
If a document was marked as Registeredby ERPN but XML data of the document differs from the data provided in the registration notification (document date, document sequence number / activity / branch, document total amount and document VAT amount), document registration status will be changed to Error.
7. If the registration failed, you can make necessary changes, create updated XML-based files, sign them and send them.
8. You can now send the XML-based file to your customer by storing the file in the outgoing folder (default is C:\temp\outgoing) selecting the registry entry and clicking the Send to Custbutton.
9. You may receive a modification request from the customer. Take any action necessary if you do. You can attach the request to the document if required.
10. You should receive a confirmation of delivery of your file to them. When you receive the confirmation, attach it to the entry by clicking the Attach button. Now you can manually change entry status to Confirmation of Delivery Received.

References of Correction Tax Invoice Positions

According to legal requirements, each position of a Correction Tax Invoice must contain a reference to the Tax Invoice position that it corrects. When the program prepares data for XML output of the Correction Tax Invoice, it compares this data with the XML contents of the Tax Invoice and any Correction Tax Invoices that may have been created for this Tax Invoice. To match the positions, it compares the following XML values:

  • Tax rate
  • Code of foreign economic activity
  • Material name
  • Unit of measure (name and code)
  • Price (must be equal for quantity correction or must be enough for price correction)
  • Available quantity (calculated after merging Tax Invoice positions with previously processed Correction Tax Invoice positions)

If the Tax Invoice contains several positions that correspond to one Correction Tax Invoice position, then the program creates a reference to the first one. If the Tax Invoice contains no corresponding items, then the program does the following:

  • If the Correction Tax Invoice position contains a price correction or a quantity decrease, then the program does not create a reference,
  • If the Correction Tax Invoice position contains a quantity increase, then the program creates a reference to the first Tax Invoice position that was not previously included in XML output files created for the Tax Invoice, and which has not been referenced in a Correction Tax Invoice before.
For example, if the original Tax Invoice contains items 1-4, and there is an XML output file for positions 1-2, and position 3 was referenced in a Correction Tax Invoice earlier, then the program will reference position 4.

According to the settings made in Customizing for Financial Accounting (New)under General Ledger Accounting (New) → Periodic Processing → Report → Statutory Reporting: Ukraine → VAT Accounting and Reporting → Define Conditions for Display of Matched Positions, when you click the Create XML pushbutton the program may also output an ALV-based list with Correction Tax Invoice positions where you can check and change the references.

You can also modify the XML values and whether the program will display the ALV list by implementing method NK_FILL_POS_NUM_XML of the Enhancement of Tax Invoice Reports Business Add-In in Customizing for Financial Accounting (New) under General Ledger Accounting (New) -> Periodic Processing -> Report -> Statutory Reporting: Ukraine -> VAT Accounting and Reporting -> Business Add-Ins (BAdIs) -> BAdI: Enhancement of Tax Invoice Reports.

Sending the XML-based negative correction tax invoice

If you created a parked correction tax invoice with reduced tax, you may need to send the XML-based file for it to your customer. Follow the procedure:

1. Park a negative tax document correction to create an item in the register. The entry will have an empty Document Status.
2. Run the register of incoming and outgoing documents. Search for the tax document. On the ALV output screen, select the registry entry and click the Create XML button to create an XML-based file for the entry in the outgoing folder (C:\temp\outgoing by default). At this point, status of the entry is changed to Document Created.
3. Sign and send the correction tax invoice to the customer by selecting it and clicking the Send to Custbutton. Document Statusof the entry should change to Document Sent to Customer.
4. The customer should register the negative correction. Check its status according to the procedure described above.
5. You and the customer should receive a notification of registration from ERPN. If you do, post the document by selecting the register entry and clicking the Post button.

Working with Electronic VAT Administration Extracts

According to the Ukrainian legislation, the taxpayer can register tax invoices and correction tax invoices with the Unified Register of Tax Invoices (ERPN) for the tax amount calculated using the formula in Article 2001.3. of the Tax Code of Ukraine.

The taxpayer can send a request for an Electronic VAT Administration Extract that contains this amount and its breakdown according to the formula. You can use the Processing Incoming Files program to upload this data and the Register of Incoming and Outgoing Tax Invoices to manage it.

If you have received and processed an XML-based Extract file or manually entered Extract data in the Manage activity, the system will display relevant Extract data at the top of the ALV-based list. The system will also track the amount of tax invoices and correction tax invoices you send to ERPN and alert you if you exceed the allowed amount.

Errors in Tax Invoices
If you have created a Tax Invoice or Correction Tax Invoice with an error in it (for example, a wrong Tax Number of the Partner), you can change the wrong data in the partner's master data and re-generate the XML file. However, if you have already registered the document with ERPN, you need to correct this using the procedure below.

Wrong Tax Number of Partner

If you have created a Tax Invoice with a wrong Tax Number of the Partner and registered it with ERPN, then you need to create two Tax Invoices: one Correction Tax Invoice to negate the original Tax Invoice (NK1) and one Tax Invoice with correct Tax Number (NN2). Follow the procedure below to do so:

1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice.
2. Select the Tax Invoice and click the Correct TI Errors pushbutton.
3. In the pop-up More...dialog box, select the Correct Errors in the Tax Number of Partner radio button and click Continue.
4. On the pop-up Data for Correction Documents screen, specify the details for the new Tax Invoices that the program will create. Click Execute.
The program will create two documents:
  • A Correction Tax Invoice with the same wrong Tax Number and the same amounts but with the opposite sign to negate the original Tax Invoice with wrong Tax Number (NK1).

  • A Tax Invoice with the same amounts but with the correct Tax Number (NN2).

5. Run the program again to display the new documents.
6. Generate XML files for the new documents.
7. Register the new documents with ERPN and send to partner.

If you have created Correction Tax Invoices for a Tax Invoice with a wrong Tax Number of the Partner, then you need to follow the procedure above for the original Tax Invoice and then follow the same procedure for each Correction Tax Invoice. By doing this, you create Correction Tax Invoices to negate the Correction Tax Invoices with wrong Tax Number (NK1) and create Correction Tax Invoices with correct Tax Number (NK2).

Error in other header attributes

If you have created a Tax Invoice with any wrong header attributes besides Tax Number and registered it with ERPN, then you need to create a Correction Tax Invoice with no positions but with correct header attributes (NK3). Follow the procedure below to do so:

1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice.
2. Select the Tax Invoice and click the More... pushbutton.
3. In the pop-up More... dialog box, select the Correct Errors in Header Attributes radio button and click Continue.
4. On the pop-up Data for Correction Documentsscreen, specify the details for the new Tax Invoices that the program will create. Click Execute.
The program will create a Correction Tax Invoice with no positions but with correct header attributes (NK3).
5. Run the program again to display the new document.
6. Generate XML files for the new document.
7. Register the new document with ERPN and send to partner.

Errors in Table Section Attributes

If you have created an outgoing Tax Invoice with errors in document items (for example, wrong material nomenclature or FEA code) and registered it with ERPN, then you need to create a Correction Tax Invoice with the negative amounts of the material that contains errors and with positive amounts of the material that is correct. Follow the procedure below to do so:

1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice.
2. Select the Tax Invoice and click the More... pushbutton.
3. In the pop-up More... dialog box, select the Correct Errors in Table Section Attributesradio button and click Continue.
4. On the Tax Invoice and Correction Document Flowscreen, select the document items to correct. The screen will include items from the Tax Invoice and from its corrections. Note that the document items are selected from the XML file.
5. Click the Correct Attributes of Selected Itemspushbutton. In the lower part of the screen, you will see a list of items you selected for correction. You can manually enter or change item attributes or enter a Material Number(MATNR) of the correct material in the Materialfield to replace the wrong attributes of this item with the correct attributes of that material. Click Execute.
6. On the new Posting Parametersscreen, specify tax codes for the material tax rates and the reason for the correction. Click the Executepushbutton.
7. You will see a screen with the changed document items how they will appear in the XML file. Check that everything is correct. If not, go back and change your entries. If yes, click the Postpushbutton.

Wrong Reason for Special Tax Code

If you have created an outgoing Tax Invoice with a wrong Reason (wrong tax code) and registered it with ERPN, then you need to create two Tax Invoices: one Correction Tax Invoice to negate the original Tax Invoice (NK4) and one Tax Invoice with correct Correction Reason Type. Follow the procedure below to do so

1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice.
2. Select the Tax Invoice and click the More... pushbutton.
3. In the pop-up More... dialog box, select the Correct Errors in Reason for Special Tax Code radio button and click Continue.
4. On the pop-up Data for Correction Documentsscreen, specify the details for the new Tax Invoice that the program will create. Click Execute.
The program will create a Correction Tax Invoice with the same wrong Reason and the same amounts but with the opposite sign to negate the original Tax Invoice with wrong Reason (NK4).
5. If you create outgoing tax invoices using the Create Tax Invoices and Corrections program, then correct the Reason for Special Tax Code on the SAP Easy Access screen under Accounting → Financial Accounting → General Ledger → Reporting → Tax Reports → Ukraine → VAT → Outgoing Tax Invoices → Set Up Documents for Customer's Tax Invoicesand generate a new Tax Invoice with the correct Reason.
If you create outgoing tax invoices on the basis of incoming tax invoices in the Register, then use the Register to create a new Tax Invoice.
6. Generate a new Tax Invoice with the correct Reason.
7. Run the Register again to generate XML files for the new documents.
8. Register the new documents with ERPN.

Check the Generated XML File for Errors

When you generate an XML file for a Tax Document, the system checks it for the following errors in the background: The system will check the file for the following errors:

1 Entry in the Total VAT Amount field is not equal to total of VAT Amount items
2 Entry in the Base Amount field is not equal to price multiplied by quantity
3 VAT amount is not equal to base VAT amount multiplied by VAT rate
4 Material Code field is empty
5 Unit of Measurement code or text is empty
6 Exemption code is empty for VAT rate 903

If there are any errors, they will be listed in the XML Errorsfield in the output ALV list.

To run the checks again, click on the Perform Recheck of the Generated XMLpushbutton. If there are any errors, the system will display them in a Log Displaywindow.

Working with a parked negative correction tax invoice

You may receive a correction tax invoice with negative changes (price or quantity) from your vendor. After you have processed the incoming XML file and linked it to an accounting document, you need to register the correction tax invoice with ERPN and notify the vendor. Then, you can post the document.

1. Process the incoming XML file using the Processing Incoming Files program.
2. Link the incoming XML file to an accounting document using the Linking/Unlinking of XML Files and Accounting Docs program.
3. Select the register entry and click the Send to ERPN button. If successful, ERPN Status of the entry should change to Registration Sent.

Correction on taxable part on Tax Invoices based on Incoming Tax Invoices

You may need to generate Correction Tax Invoices that account for the part of non-taxable transactions that you have used in taxable transactions by following the procedure below.

Select the outgoing Tax Invoices and Correction Tax Invoices you have created for non-taxable transactions to include part of it in new Correction Tax Invoice and then generate it. Note that you can only create Correction Tax Invoices for outgoing documents that have been registered with ERPN.

  1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice or Correction tax invoice.
  2. Select the outgoing tax documents and click the More...pushbutton.
  3. In the pop-up More... dialog box, select the Correction of Taxable Partradio button and click Continue.
  4. You will see items of chosen TI/TC. You can change attributes for corrected items, select them and click Execute.
  5. You will see a Posting Options for Correction of Taxable Partscreen. On this screen, you can specify document creation options and set posting parameters. After you are done, click the Execute pushbutton.
  6. You will see a Previewscreen for verifying items. If necessary, go back and change options or/and selected items on previous steps.
  7. Post the document by clicking the Post pushbutton.
  8. Run the Register again to generate XML files for the new document.
  9. Register the new document with ERPN.

Generating Annual Recalculations of Tax Invoices and Correction Tax Invoices

You may need to recalculate your tax liability according to which part of materials you have used in non-taxable operations for a year. To do so, you can use the Register of Incoming and Outgoing Tax Invoices to generate Correction Tax Invoices that account for the difference between the actual part of non-taxable transactions and the part that you have used during the year by following the procedure below.

You need to select the outgoing Tax Invoices and Correction tax invoices you have created during the year to include in the new Correction tax invoice and then generate it. Note that you can only create Correction tax invoices for outgoing documents that have been registered with ERPN.

1. Run the Register of Outgoing Tax Invoices with the selection criteria to select the Tax Invoice or Correction tax invoice.
2. Select the outgoing tax documents and click the More... pushbutton.
3. In the pop-up More... dialog box, select the Annual Recalculation on TI/TC Based on Incoming TI radio button and click Continue.
4. You will see a Posting Options for Annual Tax Recalculation screen. On this screen, you can specify document creation options and set posting parameters. After you are done, click the Executepushbutton.
5. You will see a Creation of Annual Tax Recalculation screen. If necessary, edit item data.
6. Post the document by clicking the Postpushbutton.

Overview of Documents Relevant for the Distributed Cash Method of VAT Accounting

You can view incoming XML files relevant for the distributed cash method of VAT accounting as well as their statuses, information and relevant documents by following the procedure below.

  1. Run the Register of Incoming Tax Invoices with the selection criteria to select the Tax Invoice or Correction tax invoice.
  2. Select the incoming tax documents and click the More...pushbutton.
  3. In the pop-up More...dialog box, select the Distributed Cash Method Document Overviewradio button and click Continue.

You can also use the program to do the following:

  • If you are using another solution other than the register to process XML files, you can change the statuses of register entries manually.
  • Export the ALV-based list in one of the available formats. Select the registry entries to export and click the Export button. In the pop-up prompt, select the format: unconverted to save as a marked up TXT file, Text with Tabs to save as a text file with columns separated by tabs, Rich Text Format to save as RTF, HTML to save as an HTML file and Clipboard to save to clipboard. Click the Continue button, select the output path and click Generate.
  • Attach files to the registry entry by clicking the Attachbutton.
  • View history of status changes for invoices by selecting an invoice and clicking the Display History of Status Changesbutton.
  • View the application log by clicking the View Application Logbutton. This log contains errors that have been encountered when an invoice was sent or received.

Example

The example below shows accounting postings and how they are displayed in the default mode of the register of incoming and outgoing tax invoices.

You posted the following incoming vendor invoice:

Posting Key Account Tax Code Amount
31 Vendor P2 120.00-
40 20000000 Materials P2 100.00
40 64401000 Incoming VAT P2 20.00

You created the following incoming tax invoice for the above vendor invoice:

  • If the VAT amount is not zero:
Posting Key Account Tax Code Amount
40 TAXBASE0 Amount in Tax Return S1 120.00
50 TAXBASE0 Amount in Tax Return D1 120.00-
40 64102010 Tax Credit S1 20.00
50 64401000 Incoming VAT D1 20.00-

The 3rd and 4th items are automatically generated based on tax codes. The tax base is copied to the tax data of the document.
  • If the VAT amount is zero:
Posting Key Account Tax Code Amount
40 TAXBASE0 Amount in Tax Return S0 120.00
50 TAXBASE0 Amount in Tax Return D0 120.00-

The D0 and S0 tax codes have similar settings to the D1 and S1 tax codes but the tax rate for them is set to 0%. Therefore the tax amount is set to zero in the tax table (BSET).

You set up the mapping of tax codes to the columns of the register of incoming and outgoing tax invoices in the Group Tax Balances and Group Tax Base Balances Customizing activities. In this example, you enter the following record for tax grouping version REP in the Group Tax Base Balances Customizing activity:

Tax Code Description Transaction Key Group Number
S1 VAT invoice - 20%, which could be entitled for tax credit VST 10

As a result, the tax base with the S1 tax code is entered in column 10 of the register.

You enter the following record for tax grouping version REP in the Group Tax Balances Customizing activity:

Tax Code Description Transaction Key Group Number
S1 VAT invoice - 20%, which could be entitled for tax credit VST 11

As a result, the tax amount with the S1 tax code is entered in column 11 of the register.






TXBHW - Original Tax Base Amount in Local Currency   RFUMSV00 - Advance Return for Tax on Sales/Purchases  
This documentation is copyright by SAP AG.

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