Generating Sales VAT Invoices

Sales VAT Invoices can be created in one of the following ways:

• Manually creating sales VAT invoices
• Automatically creating sales VAT invoices
• Generating sales VAT invoices for the period with a periodic job

Creating Sales VAT Invoices manually

A VAT Invoice can be created manually for:

• Customer entry,
• Bank/Cash operation,
• Sales document.

To do it:

1. Select an entry on the Customer Ledger Entry or Bank/Cash Ledger Entry. Alternatively, open a required posted sales document (for example, Sales Invoice).
2. Click Create VAT Invoice in Actions > Options.
3. A page with created VAT Invoice will open.

The created sales VAT invoice contains the following information:

General Information

Field name	Field Description
Document Type	Defines the type of document to which the operation belongs (VAT Invoice or Appendix 2).
Number	Defines the number of the corresponding record or operation according to the specified series of numbers.
External Document No	Defines the number of the VAT invoice with which it is registered in the Unified Register of VAT Invoices. For a sales VAT invoice, the external number is formed based on the last digits of the Number field.
Posting Date	Defines the date of recording the operations related to the VAT invoice in the financial accounting system.
Date For VAT Declaration	Defines the date when the VAT invoice will be included in the VAT Declaration.
Issue Date	Defines the date when the VAT invoice was issued.
Registration Date	Defines the date of registration of the VAT invoice in the Unified Register of VAT Invoices.
Issue to Customer	Defines whether the VAT invoice must be issued to the buyer. Activated automatically if VAT Invoice Keeping Reason field is empty.
Included in ERPN	ndicates whether the VAT invoice is included in the Unified Register of VAT Invoices.
Registration Confirmed	Defines whether the registration of the VAT invoice has been confirmed on the VAT Invoice Registration Check page. More detailed information about setting this flag can be found on the page VAT Invoice Registration.
Consolidated VAT Invoice	Defines whether the VAT invoice is a consolidated (summary) invoice for purchase documents. More details about creating consolidated VAT invoices can be found on the pages Creating a VAT Invoice from Specific Documents, Compensating VAT Invoice and Creating a Summary VAT Invoice.
Annual Recalculation	Defines whether the document is an annual recalculation of tax liabilities. More detailed information about setting this flag can be found on the page Annual VAT Recalculation.
Clarifying and Clarified Period	Defines whether the VAT invoice is a clarifying one for a closed tax period and specifies which particular period it refers to.
VAT Free Operations	Defines whether the VAT invoice is issued based on operations that are exempt from taxation.The field is filled in automatically if all lines of the VAT invoice relate to transactions exempt from taxation. The VAT exemption indicator is defined on the VAT Posting Setup page in the VAT Free field.
Registered by Customer	Defines whether the buyer registers this VAT invoice. Filled in automatically for the document type Appendix 2 if the VAT invoice is not issued for tax-exempt transactions and the source type is Credit Note or Refund.
VAT Invoice Keeping Reason	Defines the reason code for retaining the VAT invoice, which allows tracking the operation. Information about the automatic setting of this reason code, as well as specifics about exporting VAT invoices with this reason, can be found on the page VAT Accounting Setup.
Advance VAT	Indicates that the VAT invoice is created for an operation with the type "Payment," which was not applied to any order, and that in the line of such a VAT invoice, goods were used according to the settings found in Tax Settings(Ukraine).
VAT Group for Compensating Liabilities	he VAT business group that will be used for forming the consolidated sales VAT invoice. It also participates in creating the accounting entry regarding the inclusion of part of the VAT amount into the cost of goods/services/fixed assets. More details on forming compensating VAT invoices can be found on the page Compensating VAT Invoice.

VAT Invoice Lines

In the lines, information about the nomenclature included in this VAT invoice is contained. VAT Invoice Lines are formed based on:

• sale invoice, which is the source for this VAT invoice;
• sale invoice or order to which the payment, serving as the source of the VAT invoice, was applied.

In the case of creating a VAT invoice based on a payment that was not applied to any order or invoice, the system will use the default nomenclature/description specified in the Tax Settings (Ukraine) in the lines of the VAT invoice. Your statement says that when a VAT invoice is created based on a payment applied as an advance (prepayment) to an order, and there are changes in the item nomenclature in that order, these changes will be updated both in the order and in the VAT invoice formed from the payment, without needing to create a Correction Calculation (Appendix 2) specifically for the nomenclature change. In the case of accounting for an invoice related to a partial shipment of a sale after accounting for a partial prepayment on the order, which served as the source for the VAT invoice, the system will not create a VAT invoice based on that shipment invoice.

Fields with amounts such as Price Incl. VAT/Price Excl. VAT, Base Amount, VAT Amount, Total Amount are interdependent, meaning their values are automatically calculated when one of these fields is changed. However, it is possible to edit each field independently if the checkbox Manual Correction is enabled on the corresponding line.

VAT Amount (Calculated) — a non-editable field that shows the VAT amount calculated by the system during the creation of the VAT invoice.

The fields Index and Group Index in the VAT invoice lines are filled in at the moment of issuing the VAT invoice or during its posting. The field Article No. Without VAT - the number of the article or clause of the Tax Code of Ukraine, on the basis of which the transaction is exempt from VAT, is filled in. For sales tax invoices, this field is used when exporting the document to XML; the system combines the values from the lines into a single text attribute.

Manual creation of Sales VAT Invoice lines

The Get lines from sales documents function in the created Sales VAT Invoice allows adding lines to the created VAT Invoice based on selected documents — unposted (with the status Released and Pending Prepayment) or posted. To do this:

• Open the created Sales VAT Invoice;
• Click the Get lines from sales documents button;
• Select the source type: Sales Document or Posted Sales Invoice;
• Choose the lines to transfer to the Sales VAT Invoice. New lines are added to the existing ones; old ones are not replaced.

Sale

The section contains information about the counterparty the customer;

• Account No. — the counterparty's number in the system; for specific VAT invoices, the G/L Account from the VAT setup is used;
• Account name — the name of the counterparty;
• Recipient name — the full name of the counterparty;
• Cust. Ledger Entry No. — the number of the operation in the customer transaction book;
• VAT Registration No. — it is used either from the customer card or from the VAT business group settings;
• VAT Payer Certificate No.;
• Information about the branch;
• Submit Complaint and Complaint Description — the ability to indicate on the purchase VAT invoice whether it is necessary to submit a complaint related to this VAT invoice. During the preparation of the VAT Declaration, posted purchase tax invoices with this indicator are included in Application 6, and the text from the Complaint Description is displayed in the comment of the application line.

Source Document

This section contains information about the operation in the system that serves as the basis for forming the VAT invoice.

• Source Type — type of operation in the system;
• Source No. — the operation number in the system;
• Order No.;
• Agreement No.;
• VAT Bus. Posting Group;
• Values of the Global Dimension on the operation;
• Agreement Date;
• External Agreement No.;
• Forward contract;
• CD Date;
• External CD No.

In case of creating a VAT invoice using the function on the document, or by scheduling the Reform VAT Inv. From Date, the system fills this section automatically. When creating a VAT Invoice manually, these fields are populated based on the selected operation in the Сustomer Ledger No. field.

Note In the Notes section, located on the Factbox pane, you can create a note for the VAT invoice if needed.

Automatic generation of Sales VAT Invoices

If you need to create Sales VAT Invoices automatically when posting a sales document in accordance 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 Groups page.

Generating Sales VAT Invoices for the period with a periodic job

To create and regenerate VAT invoices and adjustment calculations on general terms for Customers for a selected period, use the Reform VAT Inv. From Date periodic job.

VAT invoices and adjustment calculations are generated in line with the selected VAT Invoice Creation Method that is set for VAT Business Groups of the Customer.

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. When determining the first event, the system forms a chain of customer or vendor entries united by a common Order No. or Agreement No. (depending on the selected method). The sequence of entries in the chain is determined by the posting date, and if several entries have the same date — by the customer/vendor entry number.

Note If it is necessary to change the order of customer entries within the same day in order to correctly determine the first event, use the VAT Processing Order field. By changing the value of this field, you can set a new sequence of entries in the chain and, accordingly, define another document as the first event.

Sequence of steps

1. Select the icon, enter Reform VAT Inv. From Date, and then choose the related link.
2. 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.

3. 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 Customer for the period, specify the Customer Code in the filter pane of the Sales VAT Invoice Header tab for the Account No. field.

4. 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

Before 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.

5. You can check the created VAT documents on the Sales VAT Invoices, VAT Invoice Customer Reconciliation pages, or on the page Sales VAT Invoice Line.

See Also

VAT Posting Setup
VAT Invoice Customer Reconciliation