Purchase Special Tax Invoice
For oil products, companies that 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 that 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 a purchase document and import document tabs to provide information about origin of oil product being transported. In the Revenue Service, there are two types of Special Tax invoices. One of them is a Purchase STI.
Required Settings
- For integration with Georgian Revenue Service (RS.GE) we should have the VAT registration No. field on the Company Information page filled out.
- On the User Setup page, the RS.GE Login and RS.GE password fields should be filled out for users with the credentials of an active RS.GE user. To have access to the integration with RS.GE, all users should have correct credentials filled out. If even one user in the list has incorrect username or password, none of them will be able to work with the integration.
- On the Revenue Service Integration Setup page, the RSGE Integration section should be filled out with the relevant information.
- On the RSGE Unit of Measure Setup page, a user can match the unit of measure of BC to units of measure on RS.GE.
- Initially, a user can import and update a list of units of measures from RS.GE by clicking on the “Show Units” button which opens the RS.GE Unit Of Measure page and then clicking the "Load Units of Measure" button.
- On the RSGE Cross Reference page, a user can add barcodes for specific vendor’s items, to match them with the ones in BC.
- A user who should work with sales/purchases/transfers and with related waybills should be added as a warehouse employee on the Warehouse Employees page.
- Before importing or exporting STIs, the following data should be imported to the system for automatic matching: Special Oil Items - chosen for specific Items in the Special Oil Items field, Account Oil Locations - Import of Special Oil Location Codes for the company itself and for buyers.
Purchase STI
Importing Purchase STI from RS.GE
To import a Purchase STI, select the 
icon, enter Purchase STI List and choose the related link.
- First, click "Process" on the ribbon and then Load VAT invoices if you want to import all the Purchase STIs by date, or
- Click "Load VAT Invoice" to import only one Purchase STI using its unique ID (STI No.) generated on RS.GE.
- Bellow you can see the fields that are filled out automatically upon 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 the 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 the Driver List based on the 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 the system. |
| Shipping Agent | Shipping Agent VAT Reg. No., Shipping Agent Name | Shipping Agent No. - filled out manually. |
If a Purchase Document for the imported STI already exists in Business Central, it’s possible to connect it to the imported Purchase STI:
- To match imported Items from RS.GE to the Item in the Business Central:
• Go to the "Lines" section where STI items from RS.GE come with the Special Item No. and find the Item in BC which has the same number in the Special Oil Item field on its card. • It’s necessary to choose a preferable Item No. in each line.
- To attach a Purchase STI to a purchase document, go to the "Assigned Lines" section and choose a Released Purchase Order/Posted Purchase Receipt document:
• Source Document Type: Released/Posted. • Source Document No.: Purchase Oorder/ Purchase Receipt Document.
- Attaching the Vendor Ledger Entry lines to the Purchase STI document:
• From the "Purchase STI Source" section, attach the Vendor Ledger Entry relatively based on the assigned document. • Choose the assigned document in the Vendor Ledger Entry No. field, and other fields in this section will be automatically filled out: Source Type, Source No., Source Date. The last field Agreement No. can be chosen from Vendor Agreements.
If the preferred Purchase Document isn’t in the system to be assigned to the STI, it’s possible to create it:
- Go to Process on the ribbon and click Create Order.
- After changing the status to Release in the created Purchase Order, it also appears on the "Assigned Line" section.
When Importing corrected Purchase STI from RS.GE, both primary variant and the corrected one are imported automatically:
- In the imported Corrected STI, the General section, External Status can be Approved Correction/Sent Correction/Draft of Correction; in Adjustment section field - Adjustment Invoice ID.
- Primary document will have External Status- Primary.
The history of imported corrected STIs can be viewed on the Purchase STI card: click "History" on the ribbon and select Prev. Adjustment, Next Adjustment. When importing a newly sent Purchase STI from the vendor, External status in the "General" section is SENT, and upon clicking the "Approve" button, options to Reject or Approve appear.
- After clicking Approve, its internal status changes from “Pending approval” to “Approved” in the system. And external status changes from “Sent” to “Approved”.
- After clicking Reject, its internal status changes from “Pending approval” to “Completed” in the system. And external status changes from “Sent” to “Rejected”.
Note. If a Purchase STI is imported with Document Type - Internal Shipment, it’s possible to create aa Transfer Order from it. Open Purchase STI card, click Process on the ribbon > Create Order. Note. Load updates to RS.GE or from RS.GE to the system are performed by clicking the “Load Updates” button on the ribbon => Process.
Adjustments to a Purchase STI
Adjustments can be made by clicking the EDIT icon on the top of the document when the External Status is Sent/Approved. An STI can be edited and it won’t be considered correction.
Note. When the process is completed, it’s possible to attach a Purchase STI to the declaration by clicking the Assign to Declaration button on the ribbon > Process.
Purchase STI Fields
Here are all the functions and fields that a Purchase STI card contains listed and explained.
Ribbon
- Process
| Button | Description |
|---|---|
| Assign to Declaration | Valid for STI Statuses:Confirmed/Primary/Corrected. |
| Create Order | After importing, the system can create Transfer or Purchase orders using 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 an STI is corrected, this button shows previous adjustment from the STI you have opened. |
| Next Adjustment | If an STI is corrected, this button shows next adjustment from the STI you have opened. |
- Navigate
| Button | Description |
|---|---|
| Assign Document | Link an existing document in BC to the imported STI. |
Sections on Purchase STI card
- General
| Field | Description |
|---|---|
| No. | This is the number that is generated by BC automatically. The Document No. should be assigned to a document based on No Series Setup. |
| ID | To be imported from RS.GE upon import of all Sales STI Documents or activating a document created from BC. Activation should be done by clicking the “Save&Send” button on an 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 the delete button 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 the “Save&Send” button in BC or the “Send” button 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 an STI Document alreay approved 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 the “Save as Draft” button. 8. Primary – primary version of the STI document which was corrected. |
| Document Type | This field indicates the STI type. Exactly this kind of field we have on RS.GE in STI document. Types: Retail supply, Wholesale supply, Internal shipment, While import - transportation to the storage place, While export - transportation from the storage place. The 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 remaining types). |
| F Number | The field will be updated after Sales STIs are uploaded to RS.GE. |
| External Document No. | The field will be imported from RS.GE after loading purchase STIs. |
| Date of Operation | The Date Field will be imported from RS.GE after loading purchase STIs. |
| Subscription Date | Use existing field with its own name. The field will be imported from RS.GE after loading purchase STIs. |
| Fully Assigned | The field specifies if all of the quantity given in the waybill is assigned to the documents in Business Central. |
| Declaration No. | The Number of Declaration this STI is attached to. |
| Fully Attached to Declaration | Fully Attached to Declaration. |
| Attached to Declaration | Attached to Declaration. |
- Shipment
| Field | Description |
|---|---|
| Transportation starting ID | The field will be imported from RS.GE after loading purchase STIs. |
| Transportation Starting Address | The field will be imported from RS.GE after loading purchase STIs. |
| Transportation Starting Date | DATETIME field, hour and minute. The 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 its own master table. Page - Registered locations for transportation of oil products (STI). |
| Transportation Ending Address | The field will be imported from RS.GE after loading purchase STIs. |
| Transportation Ending Date | DATETIME field, hour and minute. The field will be imported from RS.GE after loading purchase STIs. |
| Transp. Ending Location | After importing, can be chosen from the 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. The field will be imported from RS.GE after loading purchase STIs. |
| Automobile Registration No. | The 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 driver 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. The integration with the RS.GE portal includes exchange of this information. |
| Driver Foreign Citizen | This check box shows if the driver is a foreign citizen. The 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, the system identifies from special item list special oil items existing in the system, and the user should choose the preferable Item in the Item No. field. |
| Special Item No. | Is filled out from importing Purchase STI by recognizing special item from Special Oil Items list. |
| SSF Code | Is filled out from imported Purchase STI, from the Special Item No. SSF Code. |
| Description | Is filled out from the imported Purchase STI, the Special Item No. Description. |
| Quantity(I) | The field will be imported from RS.GE after loading purchase STIs. |
| Assigned Quantity | This field specifies the assigned quantity from the system in Purchase or Transfer Orders which will be automatically filled out after creating. |
| Quantity(kg) | The field will be imported from RS.GE after loading purchase STIs. |
| Amount | Amount of Oil products. |
| Excise Amount | The field will be imported from RS.GE after loading purchase STIs. |
| VAT Amount | Calculated the same way as in VAT invoice. The 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 | The field specifies if all of the quantity given in the certain line is assigned to the documents in Business Central. |
- 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 the 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. | Agreement of Vendor. |
- Shipping Agent
| Field | Description |
|---|---|
| Shipping Agent VAT Reg. No. | The field will be imported from RS.GE after loading purchase STIs. |
| Shipping Agent No. | The field will be imported from RS.GE after loading purchase STIs. |
| Shipping Agent Name | The field will be imported from RS.GE after loading purchase STIs. |
VAT Entries
For correct VAT posting and transferring VAT Amount from Purchase VAT Account to VAT Settlement account, posting functionality has been added to Purchase STIs.
Posting occurs if the following conditions are met:
- Document Type = “Retail supply” or “Wholesale Delivery”.
- External Status = “Approved” or “Approved Correction”.
- Source is filled out.
VAT Posting Setup
In VAT Posting Setup, the settlement account that is used for overlapping VAT should be filled out.
| Field | Description |
|---|---|
| VAT Settlement Account | Specifies the G/L account for the VAT Settlement. |
VAT Posting
| Field | Description |
|---|---|
| Post | Specifies the 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 cancellation of posting; after this action, entries will be reversed and recorded in G/L and VAT Entries. |
| Posting Date | Specifies the date on which the transaction is registered in G/L and VAT entries. The system fills out the Posting Date according to the Registration Date, but changing manually is available. |
| Posting Status | Specifies posting status for the Purchase STI. Before posting, the status is "Open"; after posting the invoice, it changes to "Posted". After canceling the posting, the status changes again from "Posted" into "Open". |
During Posting, the system takes VAT Business Posting Group and VAT Product Posting Group from the 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, have the YES value in the “Settlement” field, otherwise NO.
In a Purchase STI, upon Load Update, Load Invoice/Load Invoices, if External Status changes from "Approved" or "Approved Correction" to "Canceled", the system checks Posting Status, and if it is "Posted", restricts status update and makes a related record in the log.