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Reporting for multiple VAT registrations

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  • 13 minutes to read

This article explains how to do reporting for multiple value-added tax (VAT) registrations from a single legal entity. The functionality is available for the following countries or regions:

  • Austria
  • Belgium
  • Denmark
  • Finland
  • France
  • Germany
  • Netherlands
  • Norway
  • Poland
  • Spain
  • Sweden
  • Switzerland
  • United Kingdom

The scope of reporting is limited to generation of the following reports:

  • VAT declaration
  • EU sales list
  • Intrastat

For an overview of the functionality, view the following TechTalk session from September 29, 2021: VAT Reporting for Multiple Tax Registrations in Single Legal Entity

Prerequisites

Configure the Tax Calculation service. For more information, see Tax Calculation.

Enable features in the feature management

  1. Go to Workspaces > Feature management.

  2. In the feature list, select and enable the following features:

    • Support multiple VAT registration numbers
    • EU sales list transfer based on tax transactions only

Note

If you transfer between warehouses in different countries that have a tax registration, you must also enable the Tax in transfer order feature and configure the Tax Calculation service for tax in transfer orders. For more information, see Tax feature support for transfer orders.

Set up the Multiple VAT registrations feature

For information about how to set up the Multiple VAT registrations feature, see Multiple VAT registration numbers.

Enable features

In the Feature management workspace, enable the following features:

  • Intrastat reporting for multiple VAT registrations
  • EU Sales list reporting for multiple VAT registrations
  • Sales tax declaration for multiple VAT registrations
  1. Go to Tax > Setup > Tax configuration > Tax calculation parameters.
  2. On the General tab, set Enable tax service to Yes.
  3. On the Multiple VAT registrations tab, set VAT declaration, EU Sales List, and Intrastat to Yes to activate VAT reporting, EU sales list reporting, or Intrastat reporting respectively, for the selected legal entity.

Note

Only country-specific functionality that is applicable to the country of the selected legal entity is available. Formats for the VAT declaration, EU sales list, and Intrastat are available for countries of other VAT registrations. Other country-specific functionality that is applicable to the countries of other VAT registrations isn't available in this legal entity.

Set up intra-community reporting for multiple VAT registrations

Set up country/region properties

  1. Go to Tax > Set up > Foreign trade > Foreign trade parameters.

  2. On the Country/region properties tab, set up the following country types: EU, EFTA, or Third country/region.

    The following information applies to documents about movements of goods between European Union (EU) countries, except movements within the same country (for example from Belgium to Belgium):

    • By default, the list code is EU trade, and it's transferred to the EU sales list.
    • Documents are transferred to Intrastat.

Set up Intrastat

Set up Intrastat parameters

All tax registrations have the same settings for Intrastat parameters.

  1. Go to Tax > Set up > Foreign trade > Foreign trade parameters.

  2. On the Intrastat tab, set up the parameters on the following FastTabs:

    • Default transaction codes
    • Minimum limit
    • Transfer
    • Check setup
    • Rounding rules
    • Commodity code hierarchy

    Foreign trade parameters1.

For more information about how to configure Intrastat, see Intrastat overview.

Set up Intrastat reporting formats

  1. Go to Tax > Set up > Foreign trade > Foreign trade parameters.

  2. On the Intrastat tab, on the Electronic reporting for countries/regions FastTab, select the Intrastat reporting format for each country of your tax registration.

  3. In the File format mapping field, select the Electronic reporting (ER) format for Intrastat file export, for example, select Intrastat (NL) for Netherlands.

  4. In the Report format mapping field, select the ER format for printable report layout, for example, select Intrastat report.

    Foreign trade parameters2.

    Note

    You can select an ER format if the ISO Country/region codes field on the ISO Country/region codes FastTab is blank in this format.

    The following table shows the earliest ER format versions that you can select the format for.

    Release Country ER format
    10.0.19 All Intrastat model.version.16
    10.0.19 Netherlands Intrastat (NL).version.1.3
    10.0.20 France Intrastat INTRACOM (FR).version.13.5
    Intrastat SAISUNIC (FR).version.1.3
    10.0.20 United Kingdom (Northern Ireland) Intrastat (UK).version.1.2
    10.0.21 Austria Intrastat (AT).version.16.3
    10.0.21 Germany INSTAT XML (DE).version.22.9.9
    10.0.21 Spain Intrastat (ES).version.16.7
    10.0.21 Sweden Intrastat (SE).version.16.4
    10.0.23 Finland Intrastat (FI).version.2.3
    10.0.23 Denmark Intrastat (DK).version.25.4
    10.0.23 Poland Intrastat (PL).version.25.5
    10.0.25 Belgium Intrastat (BE).version.2.9

For more information, see Download ER configurations from the Global repository of Configuration service.

Set up transaction codes

A system of two-digit transaction codes is used to differentiate types of trade at the European level. For more information, see European business statistics compilers' manual for international trade in goods statistics — 2021 edition - Products Manuals and Guidelines - Eurostat (europa.eu).

As of January 1, 2022, a unified system of two-digit transaction codes is used in EU countries.

  1. Go to Tax > Set up > Foreign trade > Transaction codes.

  2. Create the required transaction codes.

    transaction codes.

For each transaction code that you create, you must set up the rules that are used to calculate invoice amounts and statistical amounts for transfer orders, and for sales orders and purchase orders.

  • For transfer orders, set up one of the following rules:

    • Empty: The amount will be 0 (zero).
    • Financial cost amount: The amount will equal the financial cost.
    • Total cost: The amount will equal the total cost of the transaction.
    • Manual: The amount will equal the amount that is specified in the Invoiced amount and Statistical value fields on the transfer order line. These values are taken from the Amount field on the transfer order line.

    transfer order.

  • For sales orders and purchase orders, set up one of the following rules:

    • Empty: The amount will be 0 (zero).
    • Invoice amount: The amount will equal the amount that is invoiced for the commodity.
    • Base amount: The amount will equal the invoice amount that would be invoiced before any discount is applied.

Set up Intrastat compression rules

All tax registrations have the same setup for compression rules.

  1. Go to Tax > Setup > Foreign trade > Compression of Intrastat.
  2. Select the values to use in the Compression function. Select all the values that are reported in any of the countries where you have tax registrations.

For example, in 2022, the following values should be reported in some countries.

Mandatory elements

Direction (flow), Commodity code, Country/region (partner member state), Transaction code, Tax exempt number (partner's VAT number) on dispatches, and Country/region of origin are reported in all countries from the following table.

Optional elements

Value Austria Belgium Denmark Finland France Germany Netherlands Poland Spain Sweden United Kingdom (Northern Ireland)
Delivery terms No Yes No No No No No Yes Yes No Yes
Mode of transport Yes Yes No Yes Yes Yes No Yes Yes No No
State of origin (Region of origin) No Yes No No No Yes No No No No No
County of origin (Region of origin) No No No No Yes No No No Yes No No
Statistics procedure Yes No No No Yes No Yes No Yes No No

Additional elements for country purposes

Value Austria Belgium Denmark Finland France Germany Netherlands Poland Spain Sweden United Kingdom (Northern Ireland)
Transport document (Invoice, Identification of packing slip or product receipt) No No No No No No Yes No No No No
Port ((Air)port of (un)loading) No No No No No No No No Yes No No

Note

Select all values that must be reported on the Compression of Intrastat page.

Set up the EU sales list

Set up sales tax codes

  1. Go to Tax > Sales tax > Sales tax codes.

  2. Create unique sales tax codes for each of your tax registrations.

  3. On the Report setup FastTab, in the EU sales list section, set the Excluded option to Yes if tax transactions that have a selected sales tax code should not be transferred to the EU sales list.

  4. In the Country/region type section, in the Country/region type field, define the tax transaction type for VAT reporting: EU, Domestic, or Third country.

    This setting is mandatory in some countries, such as the United Kingdom.

    sales tax code.

Set up item sales tax groups

  1. Go to Tax > Sales tax > Item sales tax groups.
  2. In the Reporting type field, select the reporting type for EU sales list reporting: Item, Service, or Investment (for Belgium).

Set up EU sales list parameters

All tax registrations have the same settings for EU sales list parameters.

  1. Go to Tax > Setup > Foreign trade > Foreign trade parameters.
  2. On the EU sales list tab, set up the parameters on the Transfer and Rounding rules FastTabs.

Note

If one of your tax registrations is in Poland or Hungary (countries that report purchases in addition to sales), set the Transfer purchases option to Yes.

Set up EU sales list reporting formats

  1. Go to Tax > Set up > Foreign trade > Foreign trade parameters.

  2. On the EU sales list tab, on the Electronic reporting for countries/regions FastTab, select EU sales list reporting formats for each country of your tax registration.

  3. In the File format mapping field, select the ER format for EU sales list report electronic format. For example, for Netherlands, select EU Sales list (NL).

  4. In the Report format mapping field, select the ER format for printable report layout. For example, select either EU sales list by rows report, or EU sales list by columns report.

    foreign trade parameters 3.

    Note

    You can select an ER format if the ISO Country/region codes field on the ISO Country/region codes FastTab is blank in this format.

    The following table shows the earliest ER format versions that you can select the format for.

    Release Country ER format
    10.0.19 All EU Sales list model.version.9
    10.0.19 Netherlands EU Sales list (NL).version.1.10
    10.0.20 France EU Sales list (FR).version.1.2
    10.0.20 United Kingdom (Northern Ireland) EU Sales list XML (UK).version.9.6
    EU Sales list TXT (UK).version.9.7
    10.0.21 Austria EU Sales list (AT).version.9.5
    10.0.21 Germany EU Sales list (DE).version.9.5
    10.0.21 Spain EU Sales list (ES).version.9.2
    10.0.21 Sweden EU Sales list (SE).version.13.7
    10.0.23 Finland EU Sales list (FI).version.2.5
    10.0.23 Denmark EU Sales list (DK).version.13.4
    10.0.24 Poland EU Sales list (PL).version.14.7
    10.0.25 Belgium EU Sales list (BE).version.2.3

Generate intra-community reporting for multiple VAT registrations

Transfer and report Intrastat

  1. Go to Tax > Declarations > Foreign trade > Intrastat.

  2. Select Transfer.

  3. In the Tax registration number dialog box, select the tax registration number to transfer transactions for, and then select OK.

    transfer intrastat.

  4. In the Intrastat (Transfer) dialog box, select the documents to transfer: Free text invoice, Customer invoice, Customer packing slips, Vendor invoice, Vendor product receipts, Project invoice, or Transfer order. Then select OK.

    Intrastat Transfer dialog box.

  5. Transactions for the selected tax registration and documents are transferred. Review the transactions, and make any adjustments that are required.

    Note

    In the 10.0.19, 10.0.20 release, Intrastat Transfer function has country-specific logic that isn't yet covered in the Intrastat transfer for Multiple Tax ID feature for the following countries: Czech Republic, Finland, Germany, Hungary, Italy, Latvia, Lithuania, Poland, and Spain.

  6. Select Output > Report.

  7. In the Tax registration number dialog box, select the tax registration number to generate the Intrastat report for, and then select OK.

    Intrastat Reporting dialog box.

  8. In the Intrastat Report dialog box, in the From date and To date fields, define the period to generate the Intrastat report for.

  9. Set the Generate file option to Yes to generate an electronic reporting file. Then, in the File name field, enter the name of the output electronic file if applicable.

  10. Set the Generate report option to Yes to generate an Excel report. Then, in the Report file name field, enter the name of the output Excel file if applicable.

    Intrastat report dialog box.

  11. The dialog box also contains country-specific fields that are required in the country-specific Intrastat report. Set these fields as required.

  12. Select OK to generate the report.

Transfer and report the EU sales list

  1. Go to Tax > Declarations > Foreign trade > EU sales list.

  2. Select Transfer.

  3. In the Tax registration number dialog, select the tax registration number to transfer transactions for, and then select OK.

    ESL transfer dialog box.

  4. In the Transfer transactions for EU sales list dialog box, select the documents and reporting types to transfer.

    ESL transfer dialog box2.

  5. Select Select to adjust the default filter for transactions that should be transferred, and then select Transfer.

  6. Transactions for the selected tax registration, documents, and reporting types are transferred. Review the transactions, and make any adjustments that are required.

  7. Select Reporting.

  8. In the Tax registration number dialog box, select the tax registration number to generate the EU sales list report for, and then select OK.

  9. In the EU reporting dialog box, in the From date field, specify the first date to generate the EU sales list report for.

  10. Set the Generate file option to Yes to generate an electronic reporting file. Then, in the File name field, enter the name of the output electronic file.

  11. Set the Generate report option to Yes to generate an Excel report. Then, in the Report file name field, enter the name of the output Excel file.

    ESL report dialog box.

  12. The dialog box also contains country-specific fields that are required in the country-specific EU sales list report. Set these fields as required.

  13. Select OK to generate the report.

Set up VAT reporting for multiple VAT registrations

  1. Go to Tax > Set up > Parameters > General ledger parameters.

  2. On the Sales tax tab, on the Electronic reporting for countries/regions FastTab, select the VAT reporting formats for each country of your tax registration.

    GL parameters.

    Note

    You can select an ER format if the ISO Country/region codes field on the ISO Country/region codes FastTab is blank in this format.

    The following table shows the earliest ER format versions that you can select the format for. For more information about how to run VAT declaration for specific country, review the related article.

    Release Country ER format Link to article
    10.0.19 All Tax declaration model.version.85
    Tax declaration model mapping.version.85.138
    10.0.19 Netherlands VAT Declaration XML (NL).version.85.14
    VAT Declaration Excel (NL).version.85.14.17    		 VAT declaration (Netherlands)
    10.0.20 France VAT Declaration Excel (FR).version.85.15 VAT declaration (France)
    10.0.21 United Kingdom MTD VAT importing model mapping (UK).version.31.36
    Tax declaration model mapping.version.95.158
    VAT Declaration Excel (UK).version.32.30.16
    VAT Declaration JSON (UK).version.32.31    		 Prepare for integration with MRD for VAT
    10.0.21 Sweden VAT Declaration XML (SE).version.95.11
    VAT Declaration Excel (SE).version.95.11.13    		 VAT declaration (Sweden)
    10.0.21 Switzerland Tax declaration model.version.96
    Tax declaration model mapping.version.96.164
    VAT Declaration XML (CH).version.96.16
    VAT Declaration Excel (CH).version.96.16.9    		 VAT declaration (Switzerland)
    10.0.22 Austria VAT Declaration XML (AT).version.101.23
    VAT Declaration Excel (AT).version.101.23.17    		 VAT declaration (Austria)
    10.0.23 Germany VAT Declaration XML (DE).version.101.16
    VAT Declaration Excel (DE).version.101.16.12    		 VAT declaration (Germany)
    10.0.21 Norway Tax declaration model.version.112
    Tax declaration model mapping.version.112.192
    VAT Declaration XML (NO).version.112.54
    VAT Declaration Excel (NO).version.112.54.39    		 VAT return with direct submission to Altinn
    10.0.23 Spain VAT Declaration TXT(ES).version.101.28
    VAT Declaration Excel (ES).version.101.28.17    		 VAT declaration (Spain)
    10.0.25 Denmark VAT Declaration Excel (DK).version.101.8 VAT declaration (Denmark)
    10.0.29 Poland Standard Audit File (SAF-T).version.129
    Standard Audit File model mapping.version.131.283
    JPK-V7M XML format (PL).version.129.221
    JPK-V7M Excel format (PL).version.129.221.70    		 VAT declaration (Poland)

    Note

    The VAT declaration of Poland (JPK-V7M) is supported by using the Electronic messaging functionality only. For more information, see VAT declaration with registers (JPK-V7M, VDEK).

Generate a VAT declaration for multiple VAT registrations

  1. Go to Tax > Declarations > Sales tax > Report sales tax for settlement period.

  2. In the Report sales tax for settlement period dialog box, in the Settlement period field, select a settlement period.

  3. In the From date field, specify the first date to generate the VAT declaration for.

  4. In the Sales tax payment version field, select one of the following values:

    • Original: Generate a report for sales tax transactions of the original sales tax payment or before the sales tax payment is generated.
    • Corrections: Generate a report for sales tax transactions of all subsequent sales tax payments for the period.
    • Total list: Generate a report for all sales tax transactions for the period, including the original and all corrections.

    Report sales tax.

  5. Select OK to generate the report.

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