Sales Special Tax Invoice
For oil products, companies who are registered as VAT Payers are obliged to use a special tax invoice for oil products instead of the standard VAT invoices and waybills. Calculations and logic are the same, just the document form is different, and it resembles both VAT invoice and waybill forms. 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 the 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 creates proper VAT Entries. VAT % itself is defined for each combination of VAT Business and Product Posting Group. The system calculates VAT for any invoice created for the customer that contains the combination of VAT Posting Groups, for which the VAT % value is assigned. 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 the waybill and VAT invoice documents have.
Required Settings
- For integration with the Georgian Revenue Service (RS.GE), we should have the VAT registration No. field filled out on the Company Information page.
- 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 an access on the integration with RS.GE, all users should have the 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 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, the user can match the unit of measure of BC to units of measure on RS.GE.
- Initially, the 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, the user can add barcodes for specific vendor’s items to match them with the ones in BC.
- The 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 match them automaticaly: Special Oil Items - chosen for specific Items in theSpecial Oil Items field, Account oil Locations - Import of Special Oil Location Codes for the company itself and for buyers.
Sales STI
Importing Sales STI from RS.GE
To import a Sales STI, select 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 Load VAT Invoice button, to import only one STI using its unique ID (STI No.), which is generated on RS.GE. The imported Sales STIs from RS.GE fill out the following fields in the system's 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 the Locations page. |
| Vehicle | Transportation Type, Automobile Registration No., Vehicle Model. | If Automobile Registration No. is not a 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 with the 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 a Sales Document for immported STI already exists in Business Central, it’s possible to connect it to the imported STI:
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To match imported Items from RS.GE with the Item in Business Central: • Go to the Lines section where the STI items from RS.GE come with the Special Item No. It finds the Item in BC which has the same number in the Special Oil Item field on its card. • It’s necessary to choose the preferable Item No. in each line.
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To attach a Sales STI to a 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. A separate line will be imported and generated according to the Document Type.
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Origin STI Source
| Field | Description |
|---|---|
| Origin STI Source: Purchase Document Type | Option field, with predefined values: Ordinary, Other. The field will be imported from RS.GE after loading purchase STIs. |
| Origin STI Source: Purchase Document F Number | Should go to the Purchase STI List page and put here the value from the F Number field. The 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. The field is only available if Purchase Document Type = Ordinary. The field should be filled automatically based on the chosen document in the Purchase Document F Number field. |
| Origin STI Source: Document type | Add a new option field with predefined values: Mining, Production, Purchase without STI, Purchase at auction, Purchase by court order, Other. The field is only available if Purchase Document Type = Other. |
| Origin STI Source: Other Document No. | The field is only available for import if Purchase Document Type = Other. |
| Origin STI Source: Purchase Document Subscription Date | The field should be editable and filled out automatically if a document is chosen in the Purchase Document F Number field. |
- Import STI Source
| Field | Description |
|---|---|
| Import STI Source:Import Document Type | Option field with predefined values: Ordinary, Other. The field will be imported from RS.GE after loading purchase STIs. |
| Import STI Source:Import Doc. CD No. | The field is only available and imported if Import Document Type = Ordinary. |
| Import STI Source:Import Document Subscription Date | The field should be editable and filled out automatically if there is a chosen document in the Import Doc. CD No. field. |
| Import STI Source:Document type | Add a new option field with predefined values: Mining, Production, Purchase without STI, Purchase at auction, Purchase by court order, Other. The field is only available and imported if Purchase Document Type = Other. |
| Import STI Source:Other Document No. | The field is only available and imported if Import Document Type = Other. |
- Attaching Customer Ledger Entry lines to a Sales STI document:
• From the SMA GE Sales STI Source section, attach the Customer Ledger Entry based on the assigned document. • Choose the assigned document in the Entry No. field, and other fields in this section will be automatically filled out: Source Type, Source No., Source Date, Customer No., Item No.. The last field Agreement No. can be chosen from Customer Agreements.
If the preferred Sales 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 the Create Order button.
- After changing the status to Release in the created Sales Order, or posting it, it appears also on the Assigned Line section.
Transfer Orders
If the imported Sales STI has the Internal Shipment document type, it’s possible to create a Transfer Order from it by clicking Process > Create Order on the ribbon.
If a user creates Transfer Orders with Oil Products, the system automatically generates a Sales STI with the Internal Shipment document type if the status of the Transfer Order is Posted or Released. This Sales STI can be Exported on RS.GE.
Exporting Sales STIs from RS.GE
Sales STIs can be generated in the Sales STI list from Sales orders or Transfer orders:
- From Sales Orders - When posting a Sales order and creating a Posted Sales Shipment, or when changing Sales Order Status to released.
- From Transfer Orders - When posting a Trasnfer order and creating a Posted Transfer shipment, or changing Transfer Order Status to released.
Orders have the Waybill/STI section, which has special fields for transportation which will be transfered to the STI card when creating a Sales/Tranfer order: • Transportation Type STI - Automobile/Railway/Pipeline/Hand over/Other/Coupon/Plastic Cards. • Automobile Registration No. - IF Transportation Type for the STI is automobile, the user can specify its Reg. No. • Driver No. - Driver can be chosen from the Drivers drop-down list. • Driver Name - Specifies the chosen driver's full name. • Driver Foreign Citizen - Specifies if the Driver is a Foreign Citizen. • Driver VAT Registration No. - Specifies the Driver's VAT Registration No.
• Export of a Sales STI document to RS.GE. • Send an STI from BC. • Start transportation from BC. • Approve/Reject/Cancel an STI from BC. • Create adjustment of an STI document on BC and Export/Send from BC. • Import an 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 all the functions and fields that a Sales STI card contains are listed and explained.
Ribbon
- New
| Button | Description |
|---|---|
| Create Adjustment | Funciton to correct an existing STI. |
| Send STI | Sending an STI document to RS.GE. |
| Start Transportation | Used to Load Updates with changing statuses. |
| Cancel | Cancel an existing Sales STI. |
- Process
| Button | Description |
|---|---|
| Assign to Declaration | Valid for the following STI Statuses: Confirmed / Primary / Corrected. Is assigned to the Declaration in BC and on RS.Ge. |
| Create Order | After import, the system can create Transfer or Sales Orders using 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 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. |
- Approve
| Button | Description |
|---|---|
| Approve | Valid for STI Statuses: Not confirmed. |
| Reject | Valid for STI Statuses: Not confirmed. |
- Navigate
| Button | Description |
|---|---|
| Assign Document | Linking an existing document in BC to the imported STI. |
Sections on a Sales 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 during the import of all Sales STI Documents or activating the document created from BC. Activation should be done by clicking the “Save&Send” button on the 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 the 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 an 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 an STI Document that has been Confirmed by the buyer by clicking the proper button on RS.GE in the Received STI Document. 4. Rejected – Refers to the STI Document that has been rejected by the buyer by clicking the proper button on RS.GE in the Received STI Document. 5. Cancelled – Refers to an STI Document already Approved by the Buyer for which the Seller is requesting cancelation. 6. Corrected – Refers to an STI Document on which Adjustment was created, i.e. a replacement STI Document with a different document number exists and awaits approval or is approved by the buyer. 7. Draft – Refers to a draft Tax Document that is created and saved as a draft in BC or RS.GE by clicking thr “Save as Draft” button. 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 the 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 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 remaining types). |
| F Number | The field will be updated after uploading Sales STIs to RS.GE. |
| External Document No. | The 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 the 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 into 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. |
- Customer
| Field | Description |
|---|---|
| Buyer VAT Registration No | If Customer is selected, the VAT Registration No. from the Customer Card should be inserted in this field; If VAT Registration No. is entered in this field, proper Customer should be selected in the Account No. field. |
| Buyer No. | Drop-down from Customers. |
| Buyer Name | Name of the customer should be copied in this field from the customer card. |
| Buyer Internal | Identifies if the Buyer is registered Locally or is a resident. |
- Shipment
| Field | Description |
|---|---|
| Transportation starting ID | The field will be imported from RS.GE. |
| 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 | The 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. |
VAT Entries
For correct VAT posting and transferring VAT Amount from a Sales VAT Account to a VAT Settlement account, posting functionality has been added to Sales STI.
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, there must be a settlement account field that is used for overlapping VAT.
| 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 date on which the transaction is registered in G/L and VAT entries. |
| Posting Status | Specifies posting status for a Sales STI. Before posting, the status is "Open"; after posting the invoice, it changes to "Posted". After cancelling posting, the status changes again from "Posted" to "Open". |
On a Sales STI, the system fills out the Posting Date according to the Registration Date, but changing manually is available.
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: Sales VAT Account
Credit Account: VAT Settlement Account
VAT Entries that are posted on Sales STI, Purchase STI, VAT Invoices have the YES value in the “Settlement” field, otherwise NO.
There are some tools to control changes on posted Sales STI:
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In Sales STI, the system restricts Canceling when Posting Status is "Posted", when "Cancel" is selected, the "Invoice is posted, Cancel Posting first" message is shown.
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Upon Load update, Load Invoice/Load Invoices, if External Status changes from "Approved" or "Approved Correction" to "Canceled", the system checks Posting Status: if it is "Posted", it restricts status update and makes the following record in the log: "Invoice is posted, Cancel Posting first".
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In a Sales STI, the system restricts creating an adjustment, when the Posting Status is "Posted"; upon clicking the "Create Adjustment" button, the system shows the"Invoice is posted, Cancel Posting first" message.
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Upon Load update, Load Invoice/Load Invoices, if External Status changes from "Approved" or "Approved Correction" to "Primary", the system checks Posting Status: if it is "Posted", it restricts status update and makes the following record in the log: "Invoice is posted, Cancel Posting first".