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Tasks to be completed when documenting an operation (from creation to publication)

1. Enter the Title of the operation / page

2. Add the following Labels :

- Scope of applicability: ww, country_accounting

- Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore

Unit and Domain according to the List of labels to be used in the Finance Service Line space

E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
Labels to be used: ww, financial_accounting, central_fin_proc_compliance

E.g. 2: France Operation in Financial Accounting:

Labels to be used: country_accounting, france, financial_accounting
(for country operations, the Domain is always country_accounting)

3. Fill in all fields as described above

4. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow

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Domain: Country Accounting

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Responsibility area: N/A

1. Objective and Scope

1.1. Objective of this Operation

The objective of this document is to explain how to post the monthly VAT "centralization" for NL VAT accounts: we have to determine if we have a debt or a receivable position towards the VAT administration.
The VAT reporting obligations in scope for Luxembourg are the following:

VAT return
ESL – European Sales Listing

This VAT LOP procedure compliance process manual is to be used as a step-by-step guideline to facilitate the VAT reporting by SBS of the operations made by Solvay entities in Netherlands.
For any general questions with respect to the Netherlands VAT compliance requirements, please refer to the general VAT / Intrastat compliance manual for Netherlands.
During VAT Return Calculation (done as of D+3) in case of doubt RtR-BO (change RtR-BO)Finance Operations must contact the Country Specialists. In the sequence of this procedure VAT ledger will be reconciled defining the VAT position (payment/refund). In case of refund RtR-BO(change RtR-BO) must BO must request refund form. In case of payment position RtR-BO(change RtR-BO) must BO must request a payment position form.
After VAT Return is accomplished, RtR-BO(change RtR-BO) sends BO sends package to the Country Specialists for review. After the review, the package will be addressed to Local accountants. Local Accountants will apply final validation and ensure the electronic filling and payment. Proof of payment will be addressed to RtR-BO(change RtR-BO) for payment proof archiving.
Deloitte will send to Local Accountants request for VAT & Intrastat checks applied.
All this flow will respect deadlines proposed in section 1.2 (confirm) of this.
RtR-BO (change
RtR-BO ) must send to local accounting team:

VAT return excel file
ESL (European Sales Listing)

1.2. Scope

This operating procedure (OP) applies to 6 companies in the scope of this procedure for Netherlands, listed below:

Company code

Name

VAT n°

On SAP

Foreign VAT n°

VAT resp.

Intrastat

02946301

Solvay Chemie BV*Solutions NL

NL820906499B01NL8003.84.556.B08 (fiscal unit)

Yes

No

Ruud Schlicher

Annemie Goedbloedt

Ronald Ketting

Yes

7794

Cytec BV

NL001252100B01

5997

Solvay Chemicals Plastic Holding BV*

NL8003.84.556.B08 (fiscal unit)

Yes

No

Olivier Gaspar

N/A

0012

Solvay Holding NL

NL003939546B01Ronald Ketting

Yes

No

Olivier Gaspar

N/A

6012

Solvin Holding NL

NL817776308B01

Yes

No

Klaus Henke

N/A

6243

MTP-HP-JV Managing RFP BV

NL8199.02.238.O.01.2010

Yes

No

Ruud Schlicher

N/A

6244

MTP-HP-JV RPT CV

NL8199.22.687.O.01.2210

Yes

No

Ruud Schlicher

N/A

6422

Specialty Operations France

NL827326610B01

Yes

Sylvie FILIPPELLI

Yes

* Solvay Chemie BV (company code 0294) and Solvay Chemicals Plastic Holding BV (company code 5997) are in a fiscal unit according to the Dutch law. In order to prepare the different returns for this fiscal unit, the returns are first prepared per entity (i.e. Solvay Chemie BV and Solvay Chemicals Plastic Holding BV).

2. Definitions

See Finance Glossary:

ESL

3. Tasks description

3.1. Responsibilities

The proposed deadlines for delivery of information between RtR-BO(change RtR-BO) and local accountants are the following ones:

	Closing	Package sent to Local Accounting	Internal Payment Date	Statutory deadline for return and/or payment
VAT Return	6WD after the period	5 WD before the statutory deadline	2 WD before the statutory deadline	Last WD of the month following the reporting period (for companies established in The Netherlands
ESL	6 WD after the period	3 WD before the statutory deadline	N/A	Last WD of the month following the reporting period (for companies established in The Netherlands

3.2.

Procedure

I post the monthly VAT

This section explains the process of:

Preparation of VAT reports in SAP;
How to extract those reports;
Where to include them in excel file for preparation VAT Return and ESL reports;
Quality checks necessary to ensure good reporting.

In the table below information regarding company codes and respective variants code in the several SAP transactions that need to be run to prepare the data:

Companies

Monthly

Quarterly

Variants in SAP

0294

Yes

3S VAT 0294

5997

Yes

3S VAT 5997

0294 + 5997

Yes

3S VAT_02945997

0012

Yes

3S VAT 0012

6012

Yes

3S VAT 6012

6243

Yes

3S VAT 6243

6244

Yes

3S VAT 6244

3.2.1. I calculate the VAT

Return Calculation

return

3.2.1.1. I run the SAP transaction S_ALR_87012357 –

Advance Return

advance return for

Tax

tax on

Sales

sales/

Purchase

purchase

Run S_ALR_87012357 and insert variant (pick variant from point above).

Program run date is "current date".

The outcome is the following:

3.2.1.2. I fill the BTWFORM file

Please go to the following path in order to open the respective company file from M-1:
M:\RtR BO Countries - BeNeLux\07 - General\Intrastat e VAT\Netherlands\VAT VAT

See below the form:

How to fill:

Enter the amounts on the BTWform coming from transaction S_ALR_87012357.
We need to fill the following tax codes:

FG; (FJ+FK); (FH+FI+FP); (F8+FS) and (F4+FQ)

For line 5B, we need to extract the values coming from the line items for the respective current date from FBL3N for for accounts 2411020000 + 2411020031 + 2411030031

3.2.2. I submit the European Sales and Purchase Listing – ESL

3.2.2.1. I run the SAP transaction S_ALR_87012400 –

Run

run SAP ledgers

Run transaction S_ALR_87012400 - EC Sales List (Netherlands) and enter the appropriate variant 0294 and the appropriate release date to determine the reporting period.

Company code = 0294;
Reporting period = MM/YYYY

Go to the end of the report and click twice on double star company code to collapse the information by VAT tax code:

Check the first two digits on column "VAT Registration No." and guarantee that none is a NL code or non-Europe country.
In case of non-acknowledgment of VAT code check the invoice (column "DocumentNo") image to identify the country.
The total of the report must be inserted in BTWFORM in sheet "Invul ICL-aangifte"

Note

title	Note

:

It's important to double check the IC numbers and the respective amounts are equal between both reports.

3.2.2.3.

Errors

I check errors in ESL

Verify in the SAP extraction whether information is missing or if modifications are required, e.g.: missing VAT numbers: in this case, check the underlying invoices and complete the missing information; .

Complete the totals in the above attached file "NL VAT return template" (see Reconciliation tab sheet).

Finalize the ESL review package, i.e. the draft ESL return, the agreed reconciliation, the list of adjustments and the list of issues (if any). The review package should be sent to the Country Specialists for review.

If something needs to be changed, the package will be returned to RtR-BO (change RtR-BO) for re-working.
If no changes are necessary, the reviewed package will be forwarded to the local accountant in The Netherlands for the final review and approval.
If the local accountant does not agree with the preparation, the Country Specialists will be notified for any changes that need to be done.
If the local accountant approves the draft ESL return, he / she will proceed with the filing of the return.

Follow up with the local accountant to confirm receipt of the package and get back a copy of the submitted ESL return for archiving.

The ESL return filing will in principle be done in The Netherlands by the local accountant.

3.2.3.

Quality Checks

I perform the quality checks

The checks that need to be done are:
Check VAT = ESL
1st. VAT must be equal to ESL:
Amount on box 3B sheet "Leveringen naar landen binnen de EU (FH+FI+FP) must be equal to the total of the current period on sheet "Invul ICL-aangifte".

4. I Calculate VAT for company 8294

Company 8294 is a branch in Saudi Arabia of company 294 and has a separate company code in SAP. The branch is obliged to file quarterly VAT returns.

4.1. I calculate the VAT return

4.1.1. I run the SAP transaction S_ALR_87012277 - G/L Account Balances

This transaction is used to analyze the VAT accounts for a specific company. This must match with the VAT calculation in the following transaction: S_ALR_87012357.

Run S_ALR_87012277 and insert variant 3S_NL_VAT.

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The outcome is the following:

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The total amount in “Accumulated balance” has to be the same in both tables.

4.2. I post the monthly VAT return

Run S_ALR_87012357 and insert variant 3S_NL_VAT_8294.

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In order to know what alternative tax payable account to use, check in the previous transaction. If the value is positive post in G/L account 2411040025 or negative 2451040025.

To perform the postings, go back to the initial layout of the transaction and select field “Batch input session requires”.

Doc. Type: SA
Posting Date: Last day of the closing month
Due Date: 15th of next month
Account: 2411040025 C is > 0
2451040025 C is < 0

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The posting will appear in the table below:

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The post will impact in all VAT accounts.

4.3. I run the check

You can check whether the posting was performed, in transaction SM35. Click on "log" after searching for *8294* and will appear the session with company code. Check the document number to confirm the posting.

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Also, run transaction FBL3N and insert variant 3S_NL_VAT_C.

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After executing the transaction, it's possible to analyze the impact on all VAT accounts.

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4.4. I perform the clearing of VAT Accounts

Run F-03 and insert the accounts that can be cleared. The tax centralization accounts can not be cleared.

4.5. I prepare the quarter VAT report

Run S_ALR_87012357 and insert variant "8294 VAT QUART". Change the posting date to the correspondent quarter (1st - March; 2nd - June; 3rd - September; 4th - December). Insert the date from the last quarter.

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After running the transaction, export the information to an excel file. Use the template and fill with the information extracted. If necessary, use transactions FK03 (vendors) and FD03 (customers) to insert VAT information.

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Use the following image as an example:

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End of document.

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Key

Tasks to be completed when documenting an operation (from creation to publication)

1. Enter the Title of the operation / page

2. Add the following Labels :

Scope of applicability: ww, country_accounting

Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore

Unit and Domain according to the List of labels to be used in the Finance Service Line space

3. Fill in all fields as described above

4. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow

Table of contents

Scope

Image Modified

ERP

Frequency

References

Forms

Attachments

References

Forms

Attachments

1. Objective and Scope

1.1. Objective of this Operation

1.2. Scope

2. Definitions

3. Tasks description

3.1. Responsibilities

3.2.

I post the monthly VAT

3.2.1.1. I run the SAP transaction S_ALR_87012357 –

advance return for

tax on

sales/

purchase

3.2.1.2. I fill the BTWFORM file

3.2.2. I submit the European Sales and Purchase Listing – ESL

3.2.2.1. I run the SAP transaction S_ALR_87012400 –

run SAP ledgers

3.2.2.3.

I check errors in ESL

3.2.3.

I perform the quality checks

4. I Calculate VAT for company 8294

4.1.1. I run the SAP transaction S_ALR_87012277 - G/L Account Balances

4.2. I post the monthly VAT return

4.3. I run the check

4.4. I perform the clearing of VAT Accounts

4.5. I prepare the quarter VAT report

End of document.