Creating Purchase VAT Invoices
Purchase VAT Invoices can be created in one of the following ways:
- Automatic creation of Purchase VAT Invoices
- Import of incoming Purchase VAT Invoices
- Generating Purchase VAT Invoices for the period with a periodic job
Automatic creation of Purchase VAT Invoices
If you need to create Purchase VAT Invoices automatically when posting a purchase document in line with the selected VAT Invoice Creation method, it is necessary to enable the Automatic VAT Invoice option for the selected VAT Business Group on the VAT Business Group page.
Import Purchase VAT Invoices
To import purchase VAT invoices and Adjustment Calculations, use the Import Purchase VAT Invoices task, which can be found and launched via search or on the Purchase VAT Invoice List page. The task recognizes files in xml format.
Note An xml- structure file is used for reporting exchange.
Sequence of actions:
- Select the
icon, enter Import Purchase VAT Invoices, and then choose the related link. - In the Import window that opens, select a file to be imported.
- After importing the file, a list of created Purchase VAT Invoices will open.
During import, the details of incoming purchase VAT invoices/adjustment calculations are recognized and compared with the vendor's transactions. If a matching transaction is found, the vendor's transaction number is entered, and the source type and source number are filled in accordingly. At the same time, the lines of the purchase VAT Invoice/adjustment calculation are matched with the lines of the source document by analyzing the correspondence of the UKTZED/DKPP code, price, and name. For lines where a match is found, the following fields are filled in: Type, Number, Purchase document No, Purchase document line No.
Note The description (nomenclature) of the vendor's items/services from the purchase VAT Invoice is entered in the Description field of the purchase VAT Invoice/adjustment calculation line. If the number of characters in the description exceeds the maximum allowed for the Description field, the Extended description field will be filled in and the part that does not fit will be entered in the Description 2 field.
To compare purchase VAT Invoice lines after manually entering the vendor's transaction number for transactions with the Payment document type, use the Reform VAT Inv. From Date function.
Note If no vendor transactions are found in the system at the time of import, a Purchase VAT Invoice will be created with the Source Type and Source Number fields left blank. The user must manually match the Vendor transactions to the created Purchase VAT Invoice. If there is a Fixed Asset among the lines in the imported purchase VAT Invoice, then for the correct formation of the VAT Declaration, it is necessary to indicate the connection between the purchase VAT Invoice line and the Fixed Asset:
- Set the "Manual Correction" mark
- Change the "Type" in the line to "FA"
- Select the "Number" of the FA to which the line needs to be linked.
Generating Purchase VAT Invoices for the specific period
To create and regenerate VAT Invoices and Adjustment Calculations on general terms for Vendors for the required period, use the Reform VAT Inv. From Date periodic job. The VAT Invoices and Adjustment Calculations are generated according to the selected VAT Invoice Creation method that is set for the Vendor VAT Business Group. The Reform VAT Inv. From Date job is used to create and regenerate the VAT documents that were not posted previously with the Account, First Event, First Event under the Agreement, First Event under the Order, Payment Methods.
Sequence of steps:
- Select the icon, enter Reform VAT Inv. From Date, and then choose the related link.
- On the Reform VAT Inv. From Date page, fill in the following required fields:
| Field | Description |
|---|---|
| Beginning Date | Select a date from which VAT documents must be created. |
| Ending Date | Select a date to which VAT documents must be created. |
| Reform for Customers | Enable this option if you need to create a VAT Invoice and Adjustment Calculation for Customers. |
| Reform for Vendors | Enable this option if you need to create a VAT Invoice and Adjustment Calculation for Vendors. |
| Save VAT invoice after each customer | Enable this option if you need to create a VAT Invoice and Adjustment Calculation for multiple counterparties with consecutive saving of created documents. If the option is disabled, in case of error occurring when the job is running, a VAT Invoice or Adjustment Calculation will not be created. If the option is enabled, in case of an error occurring when the job is running, VAT Invoice and Adjustment Calculation will be created for all counterparties except for the ones in the operations of which the errors have occurred. |
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If necessary, it is possible to use filters on the Sales VAT Invoice Header and Purchase VAT Invoice Header tabs. For example, to generate Sales VAT Invoices for a specific Vendor for the period, specify the Vendor Code in the filter pane of the Purchase VAT Invoice Header tab for the Account No. field.
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Click OK to run the job. After it’s finished, a pop-up window on creation of VAT Invoices will appear. In case of error, the system will open the Error Message page with the list and summary or errors.
Note
Re-running the job for the same period with the same settings will overwrite the previously created VAT Invoices and Adjustment Calculations that were not posted and didn’t pass the registration validation – for which the External Document No. field is not filled out in the VAT Invoice header.
- You can check the created VAT documents on the Purchase VAT Invoice List or Check created VAT Invoice Vendor Reconciliation pages.
Note
The option to add notes to a specific VAT invoice is available directly on the Purchase/Sales VAT Invoice page or in the Purchase/Sales VAT Invoice list. To do this, you need to expand the Factbox pane of the page and create the required note in the Notes section.