Report 340 replaced two earlier reports (Sales Statutory Books and Purchases Statutory Books) that all Spanish companies submitted as hard copies to the Spanish tax authorities. The new report can be uploaded to the tax authorities' website, or it can be submitted by using a software package that is available free of cost from the tax authorities.
Report 340 contains information about all invoices and taxes that are related to invoices that a company issued or received during a specific period. Report 340 should be submitted to the tax authorities during the first 20 days after the reporting period. The reporting period can be a month or a quarter, depending on the size of the company.
Entries that are included in Report 340
Report 340 includes the following entries:
- Sales entries – Entries of value-added tax (VAT) report lines that correspond to sales invoices and project invoices. These records are Type 2 issued invoices.
- Sales credit memos (corrective invoices) – Entries of VAT report lines that correspond to corrective invoices.
- Purchase entries – Entries of VAT report lines that correspond to purchase invoices. These records are Type 2 received invoices.
- Purchase credit memos – Entries of VAT report lines that correspond to corrective invoices.
- Auto-invoices and auto-credit memos – Entries of VAT report lines that correspond to invoices and credit memos that are automatically created when goods or services are delivered by a vendor in the European Union (EU).
- Invoices that include equivalence charge – Equivalence charge is a type of Spanish sales tax.
- Invoices including different VAT% or equivalence charge percentage (EC%) – Entries of invoices that have more than one VAT percentage or equivalence charge (EC) percentage.
Generate a Spanish VAT book and export the Report 340 ASCII file
Select Tax > Setup > Sales tax > Spanish VAT books.
In the VAT book and Description fields, enter a name and description for the VAT book.
In the Number sequence code field, select a number sequence code.
On the Setup FstTab, select the Add button, and then follow these steps to set up sales tax codes on the sales tax transactions that should be included on the report:
In the Sales tax code field, select a sales tax code.
In the Equivalence charge code field, select the EC, if it's required.
Set the Non-Deductible VAT option to Yes to activate non-deductible VAT for a sales tax code.
Purchasers aren't allowed to deduct non-deductible VAT from their own VAT liability.
Set the Reverse Charge option to Yes to activate reverse charges for a sales tax code.
Reverse charges are part of the VAT law. In some cases, goods or services are delivered by a foreign company. When reverse charges are activated, the VAT on these goods and services is payable by the recipient company, not by the foreign company.
Select the Spanish VAT reports button to open the Spanish VAT reports page.
Select the Create new button to create a new report. On the Spanish VAT list page, fill in the VAT book, Description, Settlement period, From date, and Start numbering fields, and follow these steps:
In the Method of numbering field, select a value.
Set the Replacement declaration option to Yes to replace the previous declaration.
In the Previous declaration number field, enter the 13-digit number of the previous declaration.
The Previous declaration number field can be edited only if the Replacement declaration option has Yes.
Select OK to return to the Spanish VAT reports page. The system enters information from the Spanish VAT list page on the Spanish VAT reports page. You can't modify the values in the Settlement period, Method of numbering, and From date fields on the Spanish VAT reports page.
On the General tab, follow these steps:
In the Presentation type field, select the type of media to use to export the file:
Telematic – Upload the report to the tax authorities' website, or submit the report by using the free software that is provided by the tax authorities.
- CD-R – Send the report to the tax authorities on a CD-ROM.
Select either Telematic or CD-R. If you select Report, you receive an error message.
Set the Reported option to Yes to generate the final report.
In the Contact person field, enter the name of the contact person.
In the Telephone field, enter the telephone number of the contact person.
In the Document field, enter the four-digit document number. If you enter a number that contains fewer than four digits, leading zeros are added to create a four-digit number. For example, if you enter 1, the system automatically converts the value to 0001 and stores the new value.
In the Electronic field, enter the 16-digit electronic code. This number is mandatory and is provided by the tax authorities.
Select the Totals button to open the Totals page. On this page, you can view the following values:
- Number of operations – The total number of sales or receivables in the Deliveries field group, and the total number of purchases or payables in the Acquisitions field group.
- Amount – The total amount of the sales or receivables in the Deliveries field group, and the total number of purchases or payables in the Acquisitions field group.
Select the VAT report lines button to open the VAT report lines page. On this page, you can view the details of VAT transactions. You can delete or exclude lines from the report if they don't have be reported when you export the report.
Select the Output button, and then select either Print or Export to ASCII file. If you selected Export to ASCII file then complete the following steps:
If the VAT report contains no transactions, you receive an error message. Before execution the following step, please, check information on General tab. You should fill in information in Contact information and Document number field groups. Otherwise you would get error message.
- On the Export to ASCII page, select the file to export, and then select OK. Tax law forbids the export of ASCII files for years before 2009. However, you can print records for years before 2009.
- On the Spanish VAT register book page, in the Format mapping field, select the format.
The information is retrieved from the VAT report lines page.
The format of the Report 340 text file complies with the regulatory requirements and contains the following record types:
- Type 1 – The Type 1 record contains information about the company that submits Report 340. This company is known as the deponent. The information is retrieved from the Company Information table and the Spanish VAT books page.
- Type 2 – The report should include at least one Type 2 record. Type 2 records contain information about the goods and services that were purchased and sold during the specified period. Customer and vendor information is retrieved from the Customer and Vendor records.
If there are no Type 2 records, the file isn't generated.
Validate the file format and submit the Report 340 file to the tax authorities
You can validate the file format by using one of the following methods:
Upload the file to the Spanish tax authority website. You can test the file on a specific page of the site. However, you must have a valid e-certificate.
E-certificates are issued only to Spanish citizens.
Upload the file by using the free software that is provided by the tax authorities.