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Sales VAT Invoice

VAT Invoice is a document of strict accounting in the form approved by the Minister of Finance of Georgia, which confirms the fact of a transaction subject to VAT. A person who is not registered as a VAT payer is not entitled to issue an invoice. A person registered as a VAT payer is obliged to issue a tax invoice and submit it to the recipient, regardless of whether the latter is a tax payer or not, no later than the second day after the taxable transaction has been performed, if there is a request from the recipient of goods (services).

In Business Central Vendors and 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 VAT Product Posting Group.

Any invoice, that is created for the customer / by the vendor, that contains such combination of VAT Posting Groups, for which there is VAT % value assigned, system calculates VAT. After invoice is posted, it is possible to create automatically or manually - Sales VAT Invoice (with Source Type – Invoice) from Sales invoice, Purchase VAT Invoice (with Source Type – VAT Invoice) from Purchases. Some of the Sales and Purchase VAT Invoices, Have Source Type – Payment, that means they were created by making advance payments to the sales / purchase order.

Setup:

  1. For integration with Georgian Revenue Service (RS.GE) we should have filled field VAT registration No. on the page Company Information.

  2. Fill in the fields RS.GE Login and RS.GE Password on the page User Setup for users with the credentials of an active RS.GE user. If one out of the users in the list has the incorrect user name or password, none of them will be able to work with integration.

  3. On the page Tax Setup GE should be filled line section RSGE Integration with the relevant information.

  4. On the page RSGE Unit Of Measure Setup user can match the unit of measure of BC to units of measure on RS.GE.

  5. On the page RSGE Unit Of Measure Setup by clicking on the button “Show Units”, user can see the list of the units of measure (RS.GE Unit Of Measure), which can be loaded from RS.GE.

  6. On the page RSGE Cross Reference, user can add barcodes for concrete vendor’s items, to match them with the ones in BC.

  7. General Ledger Setup page, “Accounting Regulation” field and VAT Business Posting Group page, “VAT Invoice Creation” field, define how VAT Invoice is created.

  8. All examples are created in condition that the value in Accounting Regulation field on General Ledger Setup page is “Georgia”.

Sales VAT Invoice​

###Creation of the Sales VAT Invoice in Business Central

  1. Choose the Search icon, enter Sales VAT Invoice List, and then choose the related link.

  2. To create new a document, click the button “New”.

  3. Choose Document Type: Invoice (In all cases, besides the case when creating for Credit Memo or Refund)

  4. Tick “Advance VAT” if it’s Advance VAT Invoice.

  5. Fill the "Account No" in header. It fills "Account VAT Registration No" field automatically, accord-ing to the Customer's VAT Registration No.

  6. Choose "Period of operation", "Posting Date" and "Date for VAT Declaration". By default, fields fill according to current date.

  7. Fill Dimensions if used.

  8. Fill "Reduce Advance VAT Amount" if necessary.

Note. When value in field "Reduce Advance VAT Amount" is filled and VAT Invoice is attached to Declara-tion, using button "Attach to Declaration", the value in the field "Reduced Advance VAT Amount" will be added. If VAT Invoice is attached to declaration using partial amounts, on next clicking on Attach to Declaration, the next amount from field "Reduce Advance VAT Amount" will be added to "Reduced Advance VAT Amount".

  1. Fill lines in Sales VAT Invoice Lines:

  2. Choose "Type" and "No" manually. It fills the "Description" field, if "RS.GE Cross Reference" is de-fined, then "RS.GE Description" field too

  3. "VAT Bus. Posting Group", "VAT Prod. Posting Group", "Unit of Measure Code", "RS.GE Unit of Measure", "RS.GE Unit of Measure Desc" fills also according to "No." (Item, Fixed Asset, etc.) if they are defined, if not, then fill manually

  4. Fill quantity and price/amount

  5. Fill “Sales VAT Invoice” tab: choose "Source Type" and "Cust. Ledger Entry No.", which is filtered by Account No (Customer’s No.)

  6. For assigning Waybill, click “Assign Waybill” and choose Waybill, filtered by Account No.

Note. If user deletes waybill in system, need to unassign waybill in Sales VAT Invoice manually.

  1. For Assigning Advance VAT Invoice, click “Assign VAT Invoice” and choose Advance VAT Invoice, filtered by Account No.

###Working with the Sales VAT Invoice Document in Business Central

Exporting of the Sales VAT Invoice to the RS.GE​

When the waybill is newly created in the BC and it is not exported to the RS.GE portal the external status is "Draft" and Internal Status is "Open".

If we want to export Sales VAT Invoice as a draft to the RS.GE:

  1. Click teh button "Export VAT Invoice". After this Sales VAT Invoice gets unique values of “Invoice ID”, “F Series” and “F Number” from RS.GE.

####Sending of the Sales VAT Invoice to the Customer

For Sending Sales VAT Invoice:

  1. Click the button "Send invoice". External status changes into “Sent” and Internal Status – “Pending Approval”

If the customer approved Sales VAT Invoice:

  1. Update the status of the document by clicking the button "Load Updates" and it changes status to: External Status - “Approved”, Internal Status - “Approved”

If the customer rejected Sales VAT Invoice:

  1. Update the status of the document by clicking the button "Load Updates" and it changes status to: External Status - “Reject-ed” and Internal Status – “Open”

####Correction of the Sales VAT Invoice

User can correct Sales VAT Invoice only if the current status of the document is "Sent" or "Approved"

Make correction when Sales VAT Invoice Status is "Sent":

  1. Click the button “Create Adjustment”, system creates new Sales VAT Invoice.

  2. Click "Next. Adjustment". External Status - “Draft”, Internal Status – “Open”. Make necessary correction in Sales Vat Invoice and after click "Send Invoice";

  3. In Prev. Adjustment External status changes into “Deleted”, Internal Status – “Completed”.

Make correction of the Sales VAT Invoice, when the Status is "Approved":

  1. Click the button "Create Adjustment";

  2. Choose the adjustment reason from the list, click “OK”, system creates new Sales VAT Invoice.

  3. Click Next. Adjustment. Statuses: External Status - “Draft of Correction”, Internal Status – “Open”.

  4. Make necessary corrections, click “Send Invoice”. It changes statuses: External Status - “Sent Cor-rection”, Internal Status – “Pending Approval”

  5. In Prev. Adjustment External status changes into “Primary” and Internal Status – “Completed”.

If customer approved it, user should update the statuse of the document by clicking the button "Load Updates" and Sales VAT Invoice will changes status and gets: External Status - “Approved Correction” and Internal Status – “Approved”

If customer rejected it, user should update the statuse of the document by clicking the button "Load Updates" and Sales VAT Invoice changes status and gets: External Status - “Correction Rejected” and Internal Status – “Open”

####Canceling of the Sales VAT Invoice

For canceling the Sales VAT Invoice from the BC system, user should click the button "Cancel" and before the customer approves the cancelation the status of the document will be: Externa Status - “Canceled” and Internal Status – “Pending Approval”.

  1. If customer approved it, user should update the statuse of the document by clicking the button "Load Updates" and Sales VAT Invoice will changes status and gets: External Status - “Approved Cancel” and Internal Status – “Approved”

  2. If customer rejected it, user should update the statuse of the document by clicking the button "Load Updates" and Sales VAT Invoice changes status and gets: : External Status - “Rejected” and Internal Status – “Open”

####Import of the Sales VAT Invoices from the RS.GE portal

It’s possible to import Sales VAT Invoices from portal RS.GE, according to period, via „Load VAT Invoices” button, or specific Sales VAT Invoice with ID, via „Load VAT Invoice” button.

System gets the "Account No." according to "VAT Registration No.", "Period of Operation" and "Registration Date " from portal. Values in Lines fills from portal. If system finds matching value, fills them in lines, otherwise leaves blank.

Note. If user changes Sales VAT Invoice on the RS.GE portal, it can be updated on the Business Central's side by the clicking the button "Load Updates"

Note. User can delete the Sales VAT Invoice from the BC system with the button "Delete". And if user will delete VAT Invoice on Portal RS.GE (when VAT Invoice status is “Sent”) system updates status and gets: External Status - “Deleted” and Internal Status – “Completed”.

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