Sales 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, calculations and logic is the same, just document form is different, and it resembles both VAT invoice and waybill form. Instead of standard addresses of buyer and seller, companies who sell, purchase, transfer, import or export oil register location codes for oil logistic purposes, use predefined list of oil codes provided by Revenue Service, with codes, names, and HS codes. Customers are defined as VAT Payers based on selected VAT Business Posting Group. VAT Product Posting groups are assigned to Items and a combination of VAT Business and VAT Product Posting groups through VAT Posting Setup created proper VAT Entries. VAT % itself is defined for each combination of VAT Business and Product Posting Group. For any invoice, which is created for the customer that contains combination of VAT Posting Groups, for which there is VAT % value assigned, system calculates VAT. Special tax invoice has not only product lines, but also separate tabs for sales document lines and import document lines, as well as transportation FastTab. Overall, it has everything that waybill and VAT invoice documents have.
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, 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.
Sales STI
Importing Sales STI from RS.GE
To import Sales STI, Choose the 
icon, enter Sales STI List, and then choose the related link.
- First click Process on ribbon, and then Load VAT invoices if you want to import all the Sales STIs by date, or
- Click the button Load VAT Invoice, to import only one STI, using it’s unique ID (STI No.), which is generated on RS.GE. Imported Sales STI from RS.GE fills following fields in systems Sales STI:
| 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. | |
| Customer | Buyer Vat Registration No., Buyer No., Buyer Name. | |
| Shipment | Transportation Starting ID, Transportation Starting Address, Transportation Ending ID, Transportation Ending Address. | Transp. Starting Location and Transp. Ending Location can be chosen manually from Locations page. |
| Vehicle | Transportation Type, Automobile Registration No., Vehicle Model. | If Automobile Registration No. is not Georgian No., than 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. |
| Import\Origin STI Source | Document Type, Import Doc. Type, Import Doc. Date, Import Doc. CD No., Import/Origin Doc. No., Import/Origin Other Doc. Type, Origin F Series, Origin F No. | Item No. |
| Shipping Agent | Shipping Agent VAT Reg. No., Shipping Agent Name | Shipping Agent No.- filled manually. |
IF Sales Document for immported STI already exists in Business Central, it’s possible to connect it to imported STI:
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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.
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To attach Sales STI to Sales document go to Assigned Lines section and choose :
• Source Document Type : Released Sales Order/ Posted Sales Shipment/Posted Transfer Shipment/Released Transfer Order • Source Document No.: Specific document from the chosen Source Document Type list.
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To check Import or Origin tab lines from RS.GE go to Import/Origin STI Source tab. According Document Type will be imported and generated separated line:
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Origin STI Source
| Field | Description |
|---|---|
| Origin STI Source: Purchase Document Type | Option field, with predefined values:Ordinary,Other.Field will be imported from RS.GE after loading purchase STIs |
| Origin STI Source: Purchase Document F Number | Should go to the Page: Purchase STI List and put here the value from the field F Number.Field is only available if Purchase Document Type = Ordinary.When importing the Sales STI document, it should look at this F Number and import the Purchase STI document if it is not in the system yet. |
| Origin STI Source: Purchase Document F Series | TEXT field with predefined options:ეა,ეს,ეშ,ეს,აა,ას,აშ,აი. Field is only available if Purchase Document Type = Ordinary.Field should be filled automatically based on the chosen document in field -Purchase Document F Number. |
| Origin STI Source: Document type | Add new option field with predefined values:Mining,Production,Purchase without STI,Purchase at auction,Purchase by court order,Other. Field is only available if Purchase Document Type = Other |
| Origin STI Source: Other Document No. | Field is only available an imported if Purchase Document Type = Other |
| Origin STI Source: Purchase Document Subscription Date | Field should be editable and filled automatically if there is the chosen document in field - Purchase Document F Number. |
- Import STI Source
| Field | Description |
|---|---|
| Import STI Source:Import Document Type | Option field, with predefined values:Ordinary,Other.Field will be imported from RS.GE after loading purchase STIs |
| Import STI Source:Import Doc. CD No. | Field is only available and imported if Import Document Type = Ordinary |
| Import STI Source:Import Document Subscription Date | Field should be editable and filled automatically if there is the chosen document in field – Import Doc. CD No. |
| Import STI Source:Document type | Add new option field with predefined values:Mining, Production, Purchase without STI, Purchase at auction, Purchase by court order, Other.Field is only available and imported if Purchase Document Type = Other. |
| Import STI Source:Other Document No. | Field is only available and imported if Import Document Type = Other |
- Attaching the Customer Ledger Entry lines to the Sales STI document:
• From the section SMA GE Sales STI Source attach the Customer Ledger Entry relatively based on the assigned document. • Choose assigned document in Entry No. field, and other fields in this section will be automatically filled: Source Type, Source No., Source Date, Customer No., Item No.. The last field Agreement No. can be chosen from Customer Agreements.
IF preferable Sales document isn’t in system to assign 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 Sales Order, or posting it, it appears also on the Assigned Line section.
Transfer Orders
If imported Sales STI has document type – Internal Shipment, it’s possible to create from it Transfer Order, by clicking on ribbon Process> Create Order.
If user creates Transfer Orders with Oil Products, system automatically generates Sales STI with document Type- Internal Shipment if the status of Transfer Order is Posted or Released. This Sales STI can be Exported on RS.GE
Exporting Sales STI from RS.GE
Sales STI can be generated in Sales STI list from Sales orders or Transfer orders:
- From Sales Orders - When posting Sales order and creating Posted Sales Shipment, or when Changing sales order status to released.
- From Transfer Orders- When posting Trasnfer order and creating Posted Transfer shipment, or changing Transfer Order Status to released.
Orders have Section Waybill/STI, which has special fields for transportation which will be transfered in STI card when creating Sales/Tranfer order: • Transportation Type STI- Automobile/Railway/Pipeline/Hand over/Other/Coupon/Plastic Cards. • Automobile Registration No.- IF Transportation Type STI is automobile, user can specify Reg. No. of it. • Driver No.-Driver can be chosen from Drivers list, Drop down. • Driver Name-Specifies chosesn drivers full name. • Driver Foreign Citizen-Specifies if Driver is Foreign Citizen • Driver VAT Registration No.- Specifies Driver's VAT Registration No.
should be described
• Export of Sales STI document to RS.GE • Send STI from the BC • Start transportation from the BC • Approve/Reject/Cancel STI from the BC • Create adjustment of STI document on BC and Export/Send from the BC • Import STI document from RS.GE+ • Create Sales order/Transfer order based on the imported Sales STI document+ • Import of Special Oil Location Codes for company itself and for buyers • Matching of the Origin document to the Purchase STI's F number, and if it is not in BC import of the origin document too.+ • Attaching of the imported Sales STI to Sales order/Posted Sales shipment and to Transfer Order/Posted Transfer Shipment.+ • Load Update of the STI document+
Sales STI Fields
Here are listed and explained all the functions and fields that a Sales STI card contains.
Ribbon
- New
| Button | Description |
|---|---|
| Create Adjustment | Funciton to correct existing STI |
| Send STI | Send STI document to RS.GE |
| Start Transportation | Used to Load Updates with changing statuses. |
| Cancel | Cancel existing Sales STI. |
- Process
| Button | Description |
|---|---|
| Assign to Declaration | Valid for STI Statuses: Confirmed/ Primary / Corrected.Assignes to Declaration in Bc, and on RS.Ge |
| Create Order | After importing, system can create Transfer or Sales orders via this button. |
| Load Updates | Used to Load Updates from RS.GE with changes. |
| Export STI | Exports Sales STI Sources information to RS.GE |
| 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. |
- Approve
| Button | Description |
|---|---|
| Approve | Valid for STI Statuses: Not confirmed. |
| Reject | Valid for STI Statuses: Not confirmed. |
- Navigate
| Button | Description |
|---|---|
| Assign Document | Link existing document in BC to imported STI. |
Sections on Sales 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.GE3. 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 Sales 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. |
- Customer
| Field | Description |
|---|---|
| Buyer VAT Registration No | if Customer is selected, the VAT Registration No. from Customer Card should be insert to this field; If VAT Registration No. is entered in this field, proper Customer should be selected in field Account No. |
| Buyer No. | Drop-down from Customers |
| Buyer Name | Name of the customer should be copied in this field from customer card |
| Buyer Internal | Identifies if Buyer is registered Locally, is resident |
- Shipment
| Field | Description |
|---|---|
| Transportation starting ID | Field will be imported from RS.GE , |
| 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 STIs. This 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. |
VAT Entries
For correct VAt accounting and transferring VAT Amount from Sales VAT Account to VAT Settlement account, added posting functionality on Sales 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 |
| Posting Status | Specifies posting status for Sales STI. Before posting status is "Open", after posting invoice it changes into "Posted". After canceling posting, status changes again from "Posted" into "Open" |
On Sales STI, system fills Posting Date according to Registration Date, but changing manually is available.
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: Sales VAT Account
Credit Account: VAT Settlement Account
VAT Entries that are posted on Sales STI, Purchase STI, VAT Invoices has value YES in the field “Settlement”, otherwise NO.
There are some tools to control changes on posted Sales STI:
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In Sales STI, system restricts Canceling when Posting Status is "Posted", on clicking "Cancel" button shows message "Invoice is posted, Cancel Posting first".
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Upon Load update, Load Invoice/Load Invoices, if External Status changes from "Approved" or "Approved Correction" to "Canceled", system checks Posting Status, if it is "Posted", restricts status update and makes record in log: "Invoice is posted, Cancel Posting first"
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In Sales STI, system restricts creating adjustment, when Posting Status is "Posted", on clicking "Create Adjustment" button, system shows message "Invoice is posted, Cancel Posting first".
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Upon Load update, Load Invoice/Load Invoices, if External Status changes from "Approved" or "Approved Correction" to "Primary", system checks Posting Status, if it is "Posted", restricts status update and makes record in log: "Invoice is posted, Cancel Posting first".