Purchase Special Tax Invoice
For oil products, companies who are registered as VAT Payers, are obliged to use Special Tax Invoice for oil products instead of standard VAT invoices and waybills. Special Tax Invoice is a mix of waybills and VAT invoices, so whenever trade or movement of oil products take place, only special tax invoice gets registered, and it replaces both waybills and VAT invoices. Even though Special VAT Invoice document form, list page, statuses and actions are almost like standard VAT invoices and waybills. calculations and logic are the same, just document form is different, and it resembles both VAT invoice and waybill form. Also, instead of standard addresses of buyer and seller, companies who sell, purchase, transfer, import or export oil register location codes for oil logistic purposes, and instead of Item list created by them, they use predefined list of oil codes provided by Revenue Service, with codes, names and HS codes. Besides they fill in purchase document and import document tabs to provide information about origin of oil product being transported. In Revenue Service one of two types of Special Tax invoices,one of them is Purchase STI.
Required Settings
- For integration with Georgian Revenue Service (RS.GE) we should have filled field VAT registration No. on the page Company Information.
- On the page User Setup, for users should be filled fields RS.GE Login and RS.GE password with the credentials of an active RS.GE user. To have an access on the integration with RS.GE all of the users should have filled correct credentials. If even one out of the users in the list has the incorrect username or password, none of them will be able to work with integration.
- On the page Tax Setup GE should be filled section RSGE Integration with the relevant information.
- On the page RSGE Unit of Measure Setup user can match the unit of measure of BC to units of measure on RS.GE.
- Initially, user can import and update a list of units of measures from RS.GE by clicking on the button “Show Units”, which opens the page RS.GE Unit Of Measure and after clicking the button "Load Units of Measure".
- On the page RSGE Cross Reference, user can add barcodes for concrete vendor’s items, to match them with the ones in BC.
- User, who should work with sales/purchases/transfers and with related waybills, should be added as a warehouse employee on the page Warehouse Employees.
- Before importing or exporting STIs,in system should be imported following data to match them automaticaly: Special Oil Items- chosen for specific Items in Special Oil Items field, Account oil Locations -Import of Special Oil Location Codes for company itself and for buyers.
Purchase STI
Importing Purchase STI from RS.GE
To import Purchase STI, Choose the 
icon, enter Purchase STI List choose the related link.
- First click "Process" on ribbon, and then Load VAT invoices if you want to import all the Purchase STIs by date, or
- Click the button "Load VAT Invoice", to import only one Purchase STI, using it’s unique ID (STI No.), which is generated on RS.GE.
- Bellow you can see the fields filling automatically with importing STIs:
| Section | Imported Fields filled automatically | Manually filled |
|---|---|---|
| General | No., ID, External Status, Document Type, F series, F Number, External Document No., Date Of Operation, Subscription Date, Vendor VAT Registration No., Vendor No. , Vendor Name | |
| Shipment | Transportation Starting ID, Transportation Starting Address, Transportation Ending ID, Transportation Ending Address.Transportation Starting Date,Transportation Ending Date" | Transp. Ending Location can be chosen manually from Locations page. |
| Vehicle | Transportation Type, Automobile Registration No. | If Automobile Registration No. is not Georgian No., then it can’t be validated. |
| Driver | Driver No., Driver Foreign Citizen | Driver Name- generated from Driver List based on selected Driver No |
| Lines | Special Item No., SSF CODE, Quantity(l), Quantity (Kg), Assigned Quantity, Amount, Excise Amount, VAT Amount, VAT Type, Description | Item No.- must be matched manually from system |
| Shipping Agent | Shipping Agent VAT Reg. No., Shipping Agent Name | Shipping Agent No.- filled manually. |
IF Purchase Document for imported STI already exists in Business Central, it’s possible to connect it to imported Purchase STI:
- To match imported Items from the RS.GE, to the Item in the Business Central:
• Go to section "Lines", where STI items from RS.GE come with the Special Item No. and it finds the Item in BC which has on its card indicated the same number in the field Special Oil Item. • It’s necessary only to choose preferable Item No. in each line.
- To attach Purchase STI to purchase document go to "Assigned Lines" section and choose Released Purchase Order/Posted Purchase Receipt document:
• Source Document Type: Released/Posted. • Source Document No.: Purchase order/ Purchase Receipt Document.
- Attaching the Vendor Ledger Entry lines to the Purchase STI document:
• From the section "Purchase STI Source" attach the Vendor Ledger Entry relatively based on the assigned document. • Choose assigned document in Vendor Ledger Entry No. field, and other fields in this section will be automatically filled: Source Type, Source No., Source Date. The last field Agreement No. can be chosen from Vendor Agreements.
IF preferable Purchase document isn’t in system to assign it to STI, it’s possible to create it:
- Go to Process on ribbon, and click the button Create Order.
- After changing the status to Release in created Purchase Order, it appears also on the "Assigned Line" section.
When Importing corrected Purchase STI from RS.GE, it is imported both, automatic import of primary variant of it and the corrected one:
- In imported Corrected STI In General section, External Status can be – Approved Correction/Sent Correction/Draft of Correction, In Adjustment section fiels- Adjustment Invoice ID.
- Primary document will have External Status- Primary.
The history of imported corrected STI’s you can see on Purchase STI card, click "History" on ribbon and choose: Prev. Adjustment, Next Adjustment. When importing newly sent Purchase STI from vendor,External status in "General" section is SENT, and with clicking button "Approve" appears options to Reject or Approve.
- After clicking Approve, its internal status from “Pending approval” changes to “Approved” in the system. And external status from “Sent” changes to “Approved”.
- After clicking Reject, its internal status from “Pending approval” changes to “Completed” in the system. And external status from “Sent” changes to “Rejected”.
Note. If Purchase STI is imported with Document Type- Internal Shipment, it’s possible to create Transfer order from it. Open Purchase STI card, click Process on ribbon > Create Order Note.Load updates on RS.GE, or from RS.GE to system happen by clicking the button “Load Updates” on the ribbon=>Process.
Adjustments in Purchase STI
Adjustment can be made by just clicking EDIT icon on the top of document when External Status is Sent/Approved. STI can be edited, and it won’t be as correction.
Note. When the process is completed, it’s possible to attach Purchase STI to declaration by clicking button Assigne to Declaration on the ribbon > Process.
Purchase STI Fields
Here are listed and explained all the functions and fields that a Purchase STI card contains.
Ribbon
- Process
| Button | Description |
|---|---|
| Assign to Declaration | Valid for STI Statuses:Confirmed/Primary/Corrected. |
| Create Order | After importing, system can create Transfer or Purchase orders via this button. |
| Load Updates | Used to Load Updates with changing statuses. |
- Approve
| Button | Description |
|---|---|
| Approve | Valid for STI Statuses: Not confirmed. |
| Reject | Valid for STI Statuses: Not confirmed. |
- History
| Button | Description |
|---|---|
| Prev. Adjustment | If STI is corrected, this button shows previous adjustment from the STI you have opened. |
| Next Adjustment | If STI is corrected, this button shows next adjustment from the STI you have opened. |
- Navigate
| Button | Description |
|---|---|
| Assign Document | Link existing document in BC to imported STI. |
Sections on Purchase STI card
- General
| Field | Description |
|---|---|
| No. | This is the number that is generated by the BC system automatically.The Document No. should be assigned to a document based on No Series Setup. |
| ID | To be imported from RS.GE on import of all Sales STI Documents, or on activating document created from BC. Activation should be done by clicking button “Save&Send” on STI Document Card. |
| External status | Statuses to be imported/exported based on proper actions:1.Deleted – Refers to Saved, Activated or Activated Corrected STI Document that has been deleted by issuer by clicking button delete in BC or RS.GE. After Clicking this button, the status is changed to Deleted.2.Sent– Refers to STI Document that has been activated and issued to the buyer by clicking button “Save&Send” in BC, or button “Send” in RS.GE. 3.Confirmed – Refers to STI Document that has been Confirmed by the buyer by clicking proper button on RS.GE on Received STI Document. 4.Rejected – Refers to the STI Document that has been rejected by the buyer by clicking proper button on RS.GE on Received STI Document. 5.Canceled – Refers to already Approved STI Document by Buyer, on which Seller is requesting cancelation.6.Corrected – Refers to STI Document on which Adjustment was created, i.e. a replacement STI Document with different document number exists and awaits approval or is approved by buyer. 7.Draft – Refers to draft Tax Document that is created and saved as a draft in BC or RS.GE by clicking button “Save as Draft”. 8.Primary – primary version of the STI document which was corrected. |
| Document Type | This field indicates, what is the type of the STI. Exactly this kind of field we have on RS.GE in STI document. Types: Retail supply, Wholesale supply Internal shipment, while import- transportation till storage place, While export- transportation from storage place Field will be imported from RS.GE after loading purchase STIs. |
| F Series | New field. Option field, with predefined values:ეა/ეს/ეშ.(“ეა” - when invoice type = Retail supply. “ეს” - when invoice type = wholesale supply. “ეშ” - for the rest). |
| F Number | Field will be updated after upload to RS.GE after uploading Sales STIs. |
| External Document No. | Field will be imported from RS.GE after loading purchase STIs. |
| Date of Operation | Date Field will be imported from RS.GE after loading purchase STIs. |
| Subscription Date | Use existing field, with it’s own name. Field will be imported from RS.GE after loading purchase STIs. |
| Fully Assigned | Field specifies if all of the quantity given in the waybill is assigned to the documents into Business Central. |
| Declaration No. | The Number of Declaration this STI is Attached. |
| Fully Attached to Declaration | Fully Attached to Declaration. |
| Attached to Declaration | Attached to Declaration. |
- Shipment
| Field | Description |
|---|---|
| Transportation starting ID | Field will be imported from RS.GE after loading purchase STIs. |
| Transportation Starting Address | Field will be imported from RS.GE after loading purchase STIs. |
| Transportation Starting Date | DATETIME field, hour and minute.Field will be imported from RS.GE after loading purchase STIs. |
| Transportation Ending ID | Field will be imported from RS.GE after loading purchase STIsThis field will have it’s own master table. Page - Registered locations for transportation of oil products (STI). |
| Transportation Ending Address | Field will be imported from RS.GE after loading purchase STIs. |
| Transportation Ending Date | DATETIME field, hour and minute.Field will be imported from RS.GE after loading purchase STIs. |
| Transp. Ending Location | After importing able to choose from Locations page. |
- Vehicle
| Field | Description |
|---|---|
| Transportation Type | Option field with predefined values:1. Automobile 2. Railway 3. Pipeline 4.Other 5.Talons 6.Plastic cards 7.Assignment. Field will be imported from RS.GE after loading purchase STIs. |
| Automobile Registration No. | Field will be imported from RS.GE after loading purchase STIs. |
- Driver
| Field | Description |
|---|---|
| Driver No. | The unique ID of the driver who is the rider of the automobile that transports the goods. Integration with RS.GE portal includes exchange of this information. |
| Driver Name | The name of the driver, or initials, which can be automatically imported from the RS.GE portal, in the case of indicating Driver No. Integration with RS.GE portal includes exchange of this information. |
| Driver Foreign Citizen | This check box shows if driver is foreign citizen or not. Integration with RS.GE portal includes exchange of this information. |
| Driver VAT Registration No. | This field shows the VAT registration number of the driver. |
- Lines
| Field | Description |
|---|---|
| Item No. | After importing Purchase STI from RS.GE, system identifies from special item list existing special oil items in system, and user should chouse in Item No. field preferable Item. |
| Special Item No. | Fills from importing Purchase STI, by recognizing special item from Special Oil Items list. |
| SSF Code | Fills from imported Purchase STI, from Special Item No. SSF Code. |
| Description | Fills from imported Purchase STI, from Special Item No. Description. |
| Quantity(I) | Field will be imported from RS.GE after loading purchase STIs. |
| Assigned Quantity | This field specifies the assigned quantity from system in Purchase or Transfer Orders.Which will be automatically filled after creating . |
| Quantity(kg) | Field will be imported from RS.GE after loading purchase STIs. |
| Amount | Amount of Oil products. |
| Excise Amount | Field will be imported from RS.GE after loading purchase STIs. |
| VAT Amount | Calculated the same way as in VAT invoice.Field will be imported from RS.GE after loading purchase STIs. |
| VAT Type | This field specifies the VAT Type from RS.GE and it can be Standard, O-Based, or Non-Taxable. |
| Fully Assigned | Field specifies if all of the quantity given in the certain line is assigned to the documents into Business Central, or not. |
- Assigned Lines
| Field | Description |
|---|---|
| Source Document Type | Options: Released/Posted. |
| Source Document No. | Purchase order (if released),Posted purchase receipts (if posted). |
| Source Line No. | The line No. of assigned document line. |
| Assigned Quantity | Assigned Quantity |
- Purchase STI Source
| Field | Description |
|---|---|
| Vendor Ledger Entry No. | Able to match with the assigned Vendor. |
| Source Type | Type of Source document Purchase/Transfer. |
| Source No. | Source Document number. |
| Source Date | Date of source document. |
| Agreement No. | Able to choose Agreement of Vendor. |
- Shipping Agent
| Field | Description |
|---|---|
| Shipping Agent VAT Reg. No. | Field will be imported from RS.GE after loading purchase STIs. |
| Shipping Agent No. | Field will be imported from RS.GE after loading purchase STIs |
| Shipping Agent Name | Field will be imported from RS.GE after loading purchase STIs |
VAT Entries
For correct VAT accounting and transferring VAT Amount from Purchase VAT Account to VAT Settlement account, added posting functionality on Purchase STI.
Posting occurs if fulfills conditions:
- Document Type = “Retail supply”, or “Wholesale Delivery”
- External Status = “Approved” or “Approved Correction”
- Source is filled
VAT Posting Setup
In VAT Posting Setup should be field settlement account that is used for overlaping VAT.
| Field | Description |
|---|---|
| VAT Settlement Account | Specifies the G/L account for VAT Settlement |
VAT Posting
| Field | Description |
|---|---|
| Post | Specifies posting action, that makes records in G/L entries and VAT Entries |
| Preview Posting | Specifies previewing entries, shows entries that will be recorded in G/L Entries and VAT entries after posting |
| Cancel Posting | Specifies cancel of posting, after this action, entries will be reversed and recorded in G/L and VAT Entries |
| Posting Date | Specifies date on which the transaction is registered in G/L and VAT entries. System fills Posting Date according to Registration Date, but changing manually is available. |
| Posting Status | Specifies posting status for Purchase STI. Before posting status is "Open", after posting invoice it changes into "Posted". After canceling posting, status changes again from "Posted" into "Open" |
During Posting system takes VAT Business Posting Group and VAT Product Posting Group from STI lines, checks their combination in VAT Posting Setup and takes G/L accounts from related fields:
Debit Account: VAT Settlement Account
Credit Account: Purchase VAT Account
VAT Entries that are posted on Purchase STI, Sales STI, VAT Invoices, has value YES in the field “Settlement”, otherwise NO.
In Purchase STI, upon Load Update, Load Invoice/Load Invoices, if External Status changes from "Approved" or "Approved Correction" to "Canceled", system checks Posting Status and if it is "Posted", restricts status update and makes related record in log.