. Objective and Scope

1.1. Objective of this Operation

This SOP document explains VAT process within Spain and how to perform quality checks in order to get the expected result, and how to fill in the Spanish authorities' website. 

The VAT reporting obligations in scope for Spain are the following:

• VAT return (Form 303)Transactions listing (Form 340)
• ESPL (Form 349)
• Annual VAT return (Form 390), when applicable (only for companies not submitting SII)

1.2. Scope

This VAT LOP procedure compliance process manual is to be used as a step-by-step guideline to facilitate the VAT reporting (by RTR VAT SU team) of the operations made by Solvay entities in Spain. 

It describes the compliance process for the preparation of the VAT return, transaction listing, ESPL and annual return for the following companies:

1427

Inovyn Quimica ES

ESB66349705

Yes

No

Elsa Perez

Martorell

2. Definitions

See Finance Glossary:

6

1429

Inovyn Trade Services

ESN0172988H

Yes

Yes in ES

Elsa Perez

N/A

2. Definitions

See Finance Glossary:

• SOP (add to Finance Glossary)
• ESPL (add to Finance Glossary)

3. Tasks description

3.1. Periodicity and Deadlines

The proposed submission deadlines for the transfer of information between SBS Back office, and Solvay FTO are as follows:of the legal obligations are the following:

3.2. M303 – Monthly VAT Return

This procedure is done on a monthly basis by SBS-BO, any inconsistency checked must be corrected before sending it to FTO.

3.2.1. M303 – Run SAP Ledgers

Run transaction S_ALR_87012357 and enter the appropriate variants:

• IVAESPAÑA - for companies 0245, 5696, 3454 and 1427;
• 0005+6070_ES – for companies 0005; 6070; 6233; 6234 and 1419.

• Company Code: 0245
• Posting Date: From 01.04.2012 to 30.04.2012

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3.2.2. M303 – Preliminary quality checks

After lunching the transaction as explained in step 2.1.1, preliminary quality checks on the use of the tax codes should be performed before month end closing in order to allow the correction of potential errors in due course and limit manual adjustments a posteriori.
Any inconsistency detected in any of the checks hereafter should be addressed inside BO for confirmation and posterior corrections. 
Remark: On the 1rst September 2012 the tax rates applied in the country have changed:

• General rate from 18% to 21%;
• Reduced rate from 8% to 10%;
• Super-reduced rate maintain the 4%.

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Due to the possibility of having invoices issued/received with the previous VAT rates, in all sections of the LOP it will be mentioned the two SAP VAT related codes, to distinguish between the new and the old tax codes. 
Checks to perform:

1. Verify all tax codes with VAT rates different from the applicable rates in Spain, i.e. 0%, 4%, 10% and 21%

1. 1. If a tax code has another rate, e.g. 8% and 18% which is the Spanish VAT rates applied before September 2012, verify that:
      1. The invoice is dated before September 1, 2012.
      2. The invoice is not older than 4 years.
      3. If the invoice is older than 4 years, the input tax should not be recovered via the VAT return.

 b. If a tax code has another rate, e.g. 7% and 16% which is the older Spanish VAT rate applied before July 2010, verify that:

1. 1. The invoice is not older than 4 years.
   2. If the invoice is older than 4 years, the input tax should not be recovered via the VAT return.
   3. The invoice is dated before July 1, 2010.

Check that all the movements done using this tax code have only foreign VAT Numbers. This means that invoices posted with these codes and Spanish VAT numbers are not correct.

3. Verify the Operations with tax exemption (tax codes 8L/9L "OPERACIONES NO SUJETAS – EXENTAS IVA en COMPRAS/VENTAS)

We must verify if the movements done using these taxes have costumers/vendors with non Spanish N.I.F. communitarian.

4.  Tax code 8L (incoming invoices without VAT) relate to operations made ONLY WITH SPANISH SUPLLIERS, in this tax code we should not have amount in "IMPORTE A PAGAR" or "DEDUCIBLE"

5. Tax code 9L (outgoing invoices without VAT) – relate to operations made ONLY WITH SPANISH CUSTOMERS, in this tax code we should not have amount in Tax to be paid "IMPORTE A PAGAR" or deductible tax "DEDUCIBLE".

6. Verify movements with VAT code 9R

New tax code 9R _ Plant abroad – ADQUISICIONES INTRACOM. DE BIENES must have the same treatment as code 8R, we need to insure that Code 9R should only be used in company SCI.

7. Verify the tax codes 8G and 8O relate to operations made with specific suppliers:

VAT Number

Vendor Nº

Name

T. Code

Comment

Company 0245 – Solvay Quimica

302301319

GEARBULK POOL LIMITED

8O

Export freight supplier

BE0403091220

702703090

SOLVAY S.A.

8G

Monthly amounts below 4 KEUR

FR33537889354

102129211

SOLVAY QUIMICA S.L. (ESP)

8G

302309124

EUROPEAN CHEMICALS AGENCY

8G

Company 5696 – Inovyn España

BE0466279394

702710028

SOLVIN SA

8G

BE0403091220

702703090

SOLVAY S.A.

8G

Monthly amounts below 4 KEUR

302309124

EUROPEAN CHEMICALS AGENCY

8G

Company 3454 – Solvay Iberica

PT500140693

902050002

SOLVAY INTEROX

8G

PT500270562

902050001

SOLVAY PORTUGAL

8G

BE0403091220

702703090

SOLVAY S.A.

8G

Monthly amounts below 4 KEUR

8. Verify the invoices from the following suppliers/customers:

COMPANY 0245

VENDOR / COSTUMER

NAME

CHECK TO PERFORM

CORRECTION

302309985

KEMIRA OYJ

Verify if the invoices are booked with the correct VAT Reg. Number.

If in the invoice is mentioned Spanish VAT Reg. Number the tax code should be 8D or 81 (not RS or 8R).

702720978

SYRAL BELGIUM NV

Verify if the invoices are booked with the correct VAT Reg. Number.

If in the invoice is mentioned Spanish VAT Reg. Number the tax code should be 8D or 81 (not RS or 8R).

1100032444

RHI AG

Verify if the invoices are booked with the correct VAT Reg. Number.

If in the invoice is mentioned Spanish VAT Reg. Number the tax code should be 8D or 81 (not RS or 8R).

1003020792

UGC

Verify if the invoices are booked with the correct VAT Reg. Number.

If in the invoice is mentioned Spanish VAT Reg. the tax code should be 99 or 8F.

702701488

PANALPINA WORLD TRANSPORT NV

You might find invoices posted with this Belgium vendor it is a freight carrier and for the time being we accept all VAT codes since that depend on the final destination of the products.

602603149

SIEMENS SCHWEIZ AG

You might find invoices posted with this Swiss vendor with code 8L and/or without VAT Reg. Number, we must check in the invoice the NIF code associated and book it correctly.

• If it's a Swiss vendor we should not have VAT Reg. Number associated and should be booked with tax code 85.
• In case the VAT Reg. Number is from a European Country the tax code should be 92 or 82.

702712953

AMERICAN EXPRESS BUSINESS TRAVEL

You might find invoices posted with this Belgium vendor, booked with tax code 8L

We must check in the invoice the NIF code associated and book it correctly, the tax code we must use is 92 or 82.

4316

ANTONIO BERRIO, S. L

When invoicing this customer we must use tax code 9Y

COMPANY 5696

VENDOR / COSTUMER

NAME

CHECK TO PERFORM

CORRECTION

1003010312

BASF SE

Verify if the invoices are booked with the correct VAT Reg. Number.

• VAT Reg. Number is from a European Country the tax code should be RS or 8R (DE eg).
• VAT Reg. Number is Spanish the tax code should be 99 or 8F.

702701692

POLYTRA NV

You might find invoices posted with this Belgium vendor it is a freight carrier and for the time being we accept all VAT codes since that depend on the final destination of the products.

2818989

COMPRESSOR PRODUCTS INTERNATIONAL LIMITED

You might find invoices posted with this vendor with code RS or 8R and/or without VAT Reg. Number, we must check in the invoice the NIF code associated and book it correctly.

• VAT Reg. Number is from a European Country the tax code should be RS or 8R (GB eg).
• VAT Reg. Number is Spanish the tax code should be 99 or 8F.

602603149

SIEMENS SCHWEIZ AG

You might find invoices posted with this Swiss vendor with code 8L and/or without VAT Reg. Number, we must check in the invoice the NIF code associated and book it correctly.

• If it's a Swiss vendor we should not have VAT Reg. Number associated and should be booked with tax code 85.
• In case the is from a European Country the tax code should be 92 or 82.

702712953

AMERICAN EXPRESS BUSINESS TRAVEL

You might find invoices posted with this Belgium vendor, booked with tax code 8L .

We must check in the invoice the NIF code associated and book it correctly, the tax code we must use is 92 or 82.

9. Verify the invoices with retention:

SBS-BO need to guarantee if all Invoices with retention, are correctly posted because the percentage of the retention is not the same as the tax code. So amount posted in account 2452030000 must be different from account 2411030034, according to the percentages in use: 
27 - IVA sop. 21% con ret. IRPF 15 %
28 - IVA repercutido 21% + 19,5% IRC Rent
8( - IVA 21% con ret. IRPF 19%
9( - IVA repercutido 21% + 20% IRC Rent 

3.2.3 M303 - Launch SAP Report on Fixed assets

On a monthly basis, is needed to inform the invoices of capital expenses posted on the month of the VAT report.
This information is obtained performing the following actions:

1. Launch the transaction Z1K_DETAIL
2. Select Variant :

Company 0245 : ESTORCF
Company 5696: XZECOMAHIVA569
Company 3454: ES3454-IVA

3. Period : fiscal year and previous fiscal year:

• Fiscal year: from 2011 to 2012
• Period: From 01 to 12

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4. Click on the button Image Removed

5. Once the information is on the screen, change the view to an Excel- format view.

To do it, click on the button Image Removed .

6. In that screen select the layout "/ES VAT" only the following columns should be extracted from the report:

TYPE

Object

TAX

INV_Amount

INVOICE_NR

INV_Posting

SUPPLIER

CostElem

PURCHASE Ord

Purch-line

ORIGIN Object-TEXT

TXT CO DOC.(or PO/MA)

The Layout selected is already excluding the doc type "COBK":

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7. Filter the column "INV_Posting" 

Select only the period of the month of the VAT report. 
For example, if March selected:

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Generally the tax codes to be reported in the VAT return Fund are 99 or 8F and 95 or 86;

Tax code 8L should be excluded;

In case of tax code different from the ones above they should be analyzed individually. For instance check the original invoice and confirm if the tax used is really a Spanish tax code;

In case negative amounts are displayed, they should be checked line per line. (see egg. April 5696 below).

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We can see that in the first line the invoice amount 4.095,70 € is already considering the credit of 81, 91 € from the second line. This means that we should exclude the second line from our total to report in the VAT return fund. 

3.2.4 M303 - Complete the VAT return template

 Open the Excel VAT return template

1. Enter the figures in the cells of the VAT return template highlighted in blue based on the tax codes of the SAP report S_ALR_87012357 extraction (step 2.1.1.);
2. Enter the figures extracted for the of capital expenses in the cells lines 31 to 34 of the VAT return template (step 2.1.3.);
3. Verify that the remaining tax codes (i.e. those that are not reported in the Excel file) do not include VAT amounts in columns "Importe a pagar" or "deductible";
4. If tax codes not included in the Excel file include VAT amounts, please print out the list of invoices and refer to BO;

5. Reconcile VAT balances from the draft VAT return with the ones from the G/L account. In case of inconsistencies, BO must find the origin of the difference, and in last case contact FTO;

Verify that the results of the below checks do not show inconsistencies. In case of inconsistencies, BO must find the origin of the difference, and in last case contact FTO;

Periodical VAT returns

Logical checks

Check % VAT amount

Compare ratio sales / purchases amounts

Verify amount VAT position previous month

Check reimbursement

3.2.5. M303 - Finalization

Once the above steps are completed, the VAT return can be considered as finalized. 
In case the draft VAT return show results in a VAT payable position, please prepare the excel document, NRC which represents the payment request form, by filling in the missing data for the respective Solvay entities. 
Finalize the VAT review package, i.e. the draft VAT return, the agreed reconciliation, the payment request form, the list of adjustments and the list of issues (if any).

• If something needs to be changed, the package will be returned to RTR back office for reworking.
• If no changes are necessary, the review package will be forwarded to the Solvay contact person in Spain for the final review and approval.
• If the Solvay local contact person does not agree with the preparation, the RTR back office will be notified for any changes that need to be done.
• If the Solvay local contact person approves the draft VAT return, he/she will proceed with the filing of the return and perform any VAT payment due.

3.3. M340 - Transactions listing

In this declaration we must detail line by line all the accounting registrations, with detailed information of all invoices registered with VAT.

3.3.1. M340 - Run SAP ledgers

To have all the necessary information you must perform the following: 

Cadastral Reference according with:

Name

Refª Cadastral

0245 - Solvay Quimica

5734001VP1053D0001YU

3454 - Solvay Iberica

9738305DF0993N0001AP

5696 – Inovyn España

0235401DF1903N0001WO

The final result should be similar to:

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3.2. I prepare the M303 – Monthly VAT Return

This procedure is done on a monthly basis by VAT SU Team and any inconsistency must be checked.

3.2.1. I run the SAP ledgers

Run transaction S_ALR_87012357 and enter the appropriate variants:

• IVAESPAÑA - for companies 0245;
• 0005_ES – for company 0005
• ZFR3 - ZFR3_VAT_ES
• The remaining companies don’t have a specific variant.

E.g. for Solvay Química, reporting period 11/2021, fill in:

• Company Code: 0245
• Posting Date: From 01.11.2021 to 30.11.2021

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This report will show you the listing of all movements on vendors and customers for the company and period selected and the resume of all transactions by VAT code will be compiled in the different VAT models (303 and 349). 

The outcome of this step should be as follows

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Extract this information to excel by clicking on the button Image Added . 

3.2.2. I perform the preliminary quality checks

Spanish VAT Rates

• Standard Rate 21%;
• Reduced Rate 10%;
• Super-reduced Rate 4%.

Checks to perform:

1) Verify the Intra community Acquisitions of Goods (Tax codes 8R – 21%)

Check/validate that all the postingsdone using this tax code have only EU VAT id Numbers to guarantee that no acquisitions made to Spanish suppliers are considered.

2) Verify the Operations with tax exemption (tax codes 8L/9L "OPERACIONES NO SUJETAS – EXENTAS IVA en COMPRAS/VENTAS)

We must verify if the movements done using these taxes have customers/vendors with Spanish VAT numbers which perform exempt operations.

3) Tax code 8L (incoming invoices without VAT) relate to operations made ONLY WITH SPANISH SUPLLIERS, in this tax code we should not have amount in "IMPORTE A PAGAR" or "DEDUCIBLE"

4) Tax code 9L (outgoing invoices without VAT) – relate to operations made ONLY WITH SPANISH CUSTOMERS, in this tax code we should not have amount in Tax to be paid "IMPORTE A PAGAR" or deductible tax "DEDUCIBLE".

5) Verify movements with VAT code 9R

Tax code 9R _ Plant abroad – ADQUISICIONES INTRACOM. DE BIENES must have the same treatment as code 8R (movement of goods between the same legal entity and between EU countries).

6) Additional checks 

a) Posting P-Cards documents:

Run: Report S_ALR_87012357

Variant: ES_VAT CHECK-1

Check documents with document type S6 and Tax code 8F, only to be check the VAT Spanish numbers. The remaining documents with foreign VAT number, we only can recover the VAT through the 8ª Directive.

b) Posting of DUA's:

We need to consult the “Agencia Tibutaria” website and check all the import documents that need to be posted linked to the month of closure.

E.g.:

https://www1.agenciatributaria.gob.es/wlpl/inwinvoc/es.aeat.dit.adu.adip.ivaDif.qry.QIVADifInt

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c) Self Billing:

Add the reference in document  posted for vendor “Cuñado”, otherwise the document will not have the correct correspondence in SII.

Run transaction: FB03

Select document type RP and the month of closure

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3.2.3. I launch the SAP report on fixed assets

On a monthly basis, is needed to inform the invoices of capital expenses posted on the month of the VAT report.
This information is obtained performing the following actions:

1) Launch the transaction Z1K_DETAIL

2) Select Variant :

• • Company 0245 : 0245 ASSETS

3) Period : fiscal year and previous fiscal year:

• • Fiscal year: from 2020 to 2021
  • Period: From 01 to 12

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4) Click on the button Image Added

5) Once the information is on the screen, change the view to an Excel- format view.

To do it, click on the button Image Added .

6) In that screen select the layout "/ES VAT" only the following columns should be extracted from the report:

7) Filter the column "INV_Posting" 

Select only the period of the month of the VAT report. 
For example, if November selected:

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8) Download the information to an Excel File by clicking on Image Added . 

9) Once created the Excel File, perform the subtotals by tax code and insert a new column to calculate the VAT amount. 

10) Check the consistency of the information:

Generally the tax codes to be reported in the VAT return Fund are 8F and 86;

Tax code 8L should be excluded;

In case of tax code different from the ones above they should be analyzed individually. For instance check the original invoice and confirm if the tax used is really a Spanish tax code;

In case negative amounts are displayed, they should be checked line per line. 

3.2.4. I complete the VAT return template

 Open the Excel VAT return template

1) Enter the figures in the sheets of the VAT return template highlighted in blue based on the tax codes of the SAP report S_ALR_87012357 extraction;

2) Verify that the remaining tax codes (i.e. those that are not reported in the Excel file) do not include VAT amounts in columns "Importe a pagar" or "deductible";

3) Reconcile VAT balances from the draft VAT return with the ones from the G/L account.

Verify that the results of the below checks do not show inconsistencies

These checks are done automatically in the attached "ES VAT return template" and are highlighted or are included in the "Reconciliation" tab of the above mentioned file. 
The draft VAT return will be automatically completed using the Excel VAT return template. 

3.2.5. I finalize the M303

Once the above steps are completed, the VAT return can be considered as finalized. 

Once the VAT Return analysis is completed we need to access to the “Agencia Tributaria – Sede Electrónica” site: https://sede.agenciatributaria.gob.es/Sede/inicio.html using the Digital Certificate of the Company:

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We must complete the boxes with the info below:

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Then if the company is in a Credit position we need to fulfil the amount of reimbursement to be requested in the form. In case of Debit position, the payment is automatically done when submitting the VAT Return, in Agencia Tributaria.

• Data to be fulfilled in case of reimbursement (Example Cy 0245):

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• Data to be fulfilled in case of payment (Example Cy 0245):

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The VAT returns for companies 7794, 5835, ZFR3 and 6301 are submitted by an external provider.

3.3. I prepare the M349 - European Sales and Purchase Listing

This procedure is done on a monthly basis by VAT SU team.

3.3.1. I run the SAP ledgers

Run transaction S_ALR_87012403, after select the appropriate variant > ES-M349 and the appropriate release date to determine the reporting period, filling in:

• Sociedad (name of the company) = 0245;
• Fecha de contabilizacion (release date) = e.g. 01.11.2021 until 30.11.2021.

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3.3.2. I make consistency checks

1) Make sure that the totals of the SAP transactions match with the totals of intra-community acquisitions and supplies in the VAT return for the respective period.

2) ) To perform checks between M349 and M303 you can use template file named: M349 VAT Return Template.

• The tax code 8D or 81 even if it is intracommunitary is not reported in the ESL report (Modelo 349).
• Complete the totals in file M303 VAT Return Template.

3) Examples of modifications that may be required:

1. Missing VAT numbers: in this case, check the underlying invoices and complete the missing information;
2. VAT number is from a Spanish supplier: as this listing relates to European transactions, this is not correct. In this case, check the underlying invoices. If it appears that a purchase from a Spanish supplier was wrongfully included as an EU purchase of goods/services, please inform SBS-PtP and amend the posting. Note that this amendment will also have an impact on the VAT return (model 303).
3. Credit notes: in this case, check the underlying invoices and complete the missing information (i.e. invoice number and period of the return in which the invoice was reported – explained in detail in the next step).

3.3.3. I prepare the filing

We need to run the transaction S_ALR_87012401 in order to create the upload file which is an xml format. Then we upload this file to Agencia Tributaria Site:.

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3.4. I finalize the monthly process (M303 / M349)

Once all the steps are completed we must always send the information regarding company 0245 to Ernest Farran, with all documents like the proof of submission of Modelo 303 and Modelo 349 - example below of the email sent each month.

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We must also add comments with all the problems encountered during the VAT process.

• Company code: 0245
• Posting Date: From 01.04.2012 to 30.04.2012
• Reporting Period or Quarter: 04/2012
• File name: ES_340_0245_MM (where MM is the month 04)

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• The outcome of this step should be as follows:

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Extract this information to excel by clicking on Image Removed . This information will be very useful to identify all the possible errors that will be displayed when working in the WEB site. 
After saving the data click on the arrow Image Removed and make sure that the field "Decleration I" has the corresponding number, at this moment the table for the txt file data is uploaded. 

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3.3.2. M340 - WEB SITE AGENCIA TRIBUTARIA (AEAT)

3.3.2.1. M340 - Required information before working on the web site

1. TXT files available to upload; 
2. Subsidies Information (the information will be sent by MO):
The information about subsidies is not totally automatically uploaded from SAP we must pick the information from accounts 7400000000 - subsidies received and from account 6441000000 - subsidies given. 
To extract the data run report FBL3N with variant "ES_SUBSIDIES", extract the information to excel and perform a consistency check per each document:

• Identify the Vendor name and VAT Reg. number code;
• Identify if the amounts to be added in the M340 (invoices with VAT are not considered);
• Define where should be inserted: If 7400000000 - subsidies received should be added as "Facturas Expedidas"; If it's 6441000000 - subsidies given should be added as "Facturas Recibidas "

1. DUA – Tax code 9Q or 8J

Check if for all SAP documents posted with tax codes 9Q or 8J you have attached copy of the official document. If not attached to the SAP document RTR-BO should contact Front Office to obtain the input tax amounts + document numbers relating to imports of goods.

3.3.2.2. M340 - Web Site Work

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Another screen will appear and you must select "Programa de ayuda para la cumplimentación y presentación 2013 (Recuerde que se exige certificado electrónico para la presentación)

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You will enter on the below screen, there you will start to work on the information to be delivered to the fiscal authorities. Errors in the upload may occur if within the txt file we have non common characters, we may change to be able to upload the file. 

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3.3.2.3. M340 - Consistency checks to be performed on the web site

After uploaded the following check's and corrections need to be performed:

• Errors could occur due to transactions under tax code 8L and 9L (error message will appear) since the transactions (without VAT amount) should in principle not be reported in the VAT return.

• Search for Visa and American Express movements and delete them from the list (except records linked to vendor AMERICAN EXPRESS BARCELO VIAJES) ;

• In company 5696 if appear an error linked to account P04004168 - MA. ANGELS OLIVE QUEROL we should remove it from the list. This is a movement linked to an employee expense.

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Once you get the information just click on the button B "borrar" to delete these records:

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• If the taxcode 9Q or 8J appears in the VAT ledgers the following information has to be checked/added in the web site as Invoices received - "Facturas Recibidas":
  1. 1. Name of the vendor (that appears in the DUA as "Exportador" not the Declarante/Representante);
     2. Country Code;
     3. "Clave Ident. Fiscal País Residencia" select "Documento Oficial de identificación expedido por el pais o território de residência";
     4. In "Identificación de la factura" we must add the following information: DUA IMPORT +Document number of the document (attached to this movement in SAP).

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• Premises Renting

h7.When the company receives invoices of renting:

To identify the invoices received in the period open transaction FBL3N with variant "ES_RENTAL", after filter the text column by "Alquileres" to search for the invoices:

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With the development of transaction TC_RENT_M340_ES, there is an automatic way to add to the M340 the information about all invoices issued with tax code 9E or 9O, to these documents we must check that "clave de operación" in M340 has "R", in field "Situación del inmueble" option "1" and the below information for the "refª cadastral":

Like the example:

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SUBSIDIES

As mentioned the information about subsidies is not totally automatic and must be prepared previously. 
In the website we need to confirm the information and change/select in field "Clave de Operación" the option "S" for all the documents identified. In the field "Identificación de la factura" we have to insert the corresponding document number showed in SAP. 
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PROPERTY SALE - This is not a usual transaction. If any, Solvay Local will give the information.

After all the changes is extremely important to click on "Recalcular Declaración" and "Guardar Declaración" to save all the manual input done before and confirm that no errors remain.

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Finalize the transaction listing review package, i.e. the draft transaction listing, the agreed reconciliation, the list of adjustments and the list of issues (if any). The review package should be done within back office:

• If no changes are necessary, the review package will be forwarded to the Solvay contact person in Spain for the final review and approval.
• If the Solvay local contact person does not agree with the preparation, the RTR Back Office will be notified for any changes that need to be done.
• If the Solvay local contact person approves the draft transaction listing, he/she will proceed with the filing of the return.

3.4. M349 - European Sales and Purchase Listing

This procedure is done on a monthly basis by RTR-BO.

3.4.1 M349 - Run SAP ledgers

Run transaction S_ALR_87012403, after select the appropriate variant > ES-M349 and the appropriate release date to determine the reporting period, filling in:

• Sociedad (name of the company) = 3454;
• Fecha de contabilizacion (release date) = e.g. 01.02.2011 until 28.02.2011.

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• The outcome of this step should be as follows:

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Remark:
For SCI (companies 0005 + 6070 + 6233 + 6234) this process needs to be done for each company code and the outcome have to be added manually in one single file.

3.4.2. M349 - Consistency checks to be performed

1. Make sure that the totals of the SAP transactions match with the totals of intra-community acquisitions and supplies in the VAT return for the respective period.

2. To perform checks between M349 and M303 you can use template file named:

M349 Reconciliation_TEMPLATE.

• Within the file "Cuadre 349 - OPERACIONES INTRACOMUNITARIAS" for company 5696 we have a column with Operac Triang. 9x we can retrieve that information after lunching the report S_ALR_87012403 in collumn "Tri.deal - EU triangular deal" we must filter to see if we have any document to be considered in this column – normally appears with an "X".

• The tax code 8D or 81 even if it is intracomunitary is not reported in the ESPL report (Modelo 349).

• Complete the totals in file "M303 VAT RETURN_TEMPLATE". In case of inconsistencies, BO must justify and report to Local team.

3.4.3. M349 - Preparation for filing

Go to transaction Z1F_DOWNLOAD_340 and select the variant "ES-M349" in this transaction we will download a TXT file with the information from the previous transaction that will be treated o the web site.

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1. To import data from the txt file created in Z1F_DOWNLOAD_340 you need to select:

Importar > Importar registros con fornato BOE 

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2. Once uploaded, confirm the boxes of the company data as follows:

• • Datos del Declarante
  • NIF: VAT number of the company
  • Apellidos y nombre (…): Name of the company
  • Apellidos y nombre de la persona (…): Contact person (always Elsa Perez Moreno)
  • Teléfono de contacto: Phone number of the contact person (always 93 773 44 71)

3. With the upload all figures must be according to the txt file, you may confirm it selecting "Operaciones" and compare to your file.

The program is able to perform an analysis of the data uploaded and gives you a list of errors that have to be corrected. Click on Image Removed to check them. 
It can occur that we have some rectifications or corrections related the previous months reported. 
For example, we may find negative balances in the file for the M349 upload, for instance:

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4. Once all the data is entered and all rectifications/corrections performed, the ESPL file must be obtained and saved in your computer. On the left side of the screen, click on the line created by your return. Then click on the "world" icon :

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5. A window will pop up. Click on Siguiente:

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6. Select the period that you are working and click on "Siguiente":

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7. Click on Presentación telemática and then on Siguiente:

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8. In the following screen create a folder within the C:aeat folder to save your return there.

Note: Since the name of the file (VAT number ended by .349) does not give any data on the period. We suggest you to create one folder for each period. 
Select also the option "Deseo una copia en papel de la declaración" then click on Siguiente.

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Note: When the software was downloaded, a folder called AEAT was automatically created under your C: All your returns must be saved under this folder in order to be subsequently uploaded on the website of the Spanish tax authorities.

9. Click on Finalizar to generate the file

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10. Your ESPL file is now created and saved.

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3.4.4. M349 - Finalization

As a final step finalize the ESPL review package, i.e. the draft ESPL return, the agreed reconciliation, the list of adjustments and the list of issues (if any). The review package should be done within back office:

• If no changes are necessary, the review package will be forwarded to the Solvay contact person in Spain for the final review and approval.
• If the Solvay local contact person does not agree with the preparation, the RTR back office will be notified for any changes that need to be done.
• If the Solvay local contact person approves the draft ESPL return, he/she will proceed with the filing of the return.

3.5. Finalization of the monthly process (M303 / M340 / M349)

• Print screen of the SAP summary report
• Completed Excel VAT template including the draft VAT return and the reconciliation sheet
• Draft transaction listing (form 340)
• Draft ESPL (form 349)
• Dashboard of Intra communitarian Operations
• Payment Order (when applicable)

3.6. M390 - Annual VAT return

3.6.1 M390 - Run SAP ledgers

No specific process exists in SAP for the annual VAT return. This return summarizes all figures reported in the monthly VAT returns. The steps mentioned hereafter will be done locally it's just for information.

3.6.2 M390 - Perform quality and consistency checks

The form 390 is filed once a year and summarizes all figures reported in the monthly VAT returns (303). Please reconcile the amounts reported in the periodical VAT returns with the year-end amounts to be reported in the annual VAT return. There should be no differences between the VAT positions of the periodical VAT returns and the final result of the annual VAT return. 
No corrections can be made in the form 390. Any corrections required need to be made in the related periodical VAT returns.

3.6.3 M390 - Preparation for filing

To prepare the 390 form with the Spanish tax authorities, specific software needs to be installed on the computer of the person preparing the 390. In the below attached manual you will find instructions on how to install the necessary software. The instructions refer to the software for the 2011 form. Note that every year new software is released. However, the steps to install it remain in principle the same.

• The 390 return can be prepared through the software. Note that the boxes in the 390 form that is released every year may differ from the ones in the below manual.

• The actual filing of the annual VAT return will be done by RTR-BO and submitted by the local responsible

3.7. Contact persons

The contact person at Solvay Local is the following:

Name: Elsa Perez

Email address: elsa.perez@solvay.com 

End of document.