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 


Domain: VAT Service Unit

Responsibility area: N/A

Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

3. Remove the icon when not applicable


ERP

4. Remove the icon(s) when not applicable


Frequency

5. Remove the icon(s) when not applicable


References

6. Add the link to SAP transaction(s) (when it exists)

FB03; FB41; FBL3N; FBL5N; FS10N; VE01


Forms

7. Insert the links accordingly and change the link text with the OP name

IT 5835 DE IVA MODULO_MMYYYY  

Attachments



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1. Objective and Scope

1.1. Objective of this Operation

The procedure is divided in two main steps: 

  1. Explain how to fill VAT refund template where we declare the sales and purchase operations made by company 5835 with German VAT code  
  2. Fill in the report for the intrastat operations

1.2. Scope

This procedure applies to company 5835 – Solvay Specialty Polymers Italy.

2. Definitions

See Finance Glossary:


3. Tasks description

3.1. Responsibility

  • Prepare and submit VAT Return and Intrastat form.

Note: VAT posting at closure and the clearing of VAT accounts performed by Accounting Platform team 

3.2. I collect the data for VAT DE

3.2.1. I extract the report S_ALR_87012357

5835 VAT declaration has a specific reconciliation file which you can use. Please use variant “5835-DE” in S_ALR_87012357, in case you want to continue using the reconciliation file:

 

3.2.2. I fill the template DE IVA Modulo – Month 201X

Based on the outcome of this report we have to build the template IT 5835 DE IVA MODULO_MMYYYY and perform quality check in the end to assess the accuracy of the information that will be delivered. 
The Template is divided in four operation types:

  1. Sales
  2. Purchases
  3. Turnover tax on import
  4. Intercommunity acquisition


Hereunder, step by step what we need to do for each type of operation:

1) Sales

Copy from the standard report extracted from SAP all the information concerning TAX code report "5T": 

    • Current no. (Sequential numbering)
    • Name of the purchaser
    • Document date
    • Number of invoice
    • Net value (opposite sign)
    • Output tax
    • Kind of service 

, in the column NET VALUE and OUTPUT TAX the figures should be pasted with positive sign, in case the amount will be negative is because the documents issued for the customer are credit notes. 

 


In point 4.3.3 is explained how to reach the amount to fill in the discount line (marked in yellow) that should have always negative sign. 
Copy from the standard report extracted from SAP all the information concerning TAX code report "5G" below raw Intra-Community delivery: 



    • Current no. (Sequential numbering)
    • Name of the purchaser
    • Document date
    • Number of invoice
    • Net value (opposite sign)
    • Output tax 

If there is an invoice posted with 5G, please add the amount without a minus when it is a sales invoice. 

Additional information regarding tax code 5G:
In addition, when there is no total amount to be paid by the recipient of the invoices, because there is a rebate of 100% and the total is 0,-- €, the invoices must not be included in the VAT file. 

2) Purchases

Copy from the SAP standard report all the information concerning TAX code "7V" and "7H" except the data of suppliers linked with custom bills (e.g.: 702701488 – Panalpina, 9901007349 - Custom Bremen, 1003048164 - BDP INTERNATIONAL GMBH (fees should be included as purchases) and Solvay Polymers: 

    • Current no. (Sequential numbering)
    • Name of the purchaser
    • Document date
    • SAP doc number
    • Number of invoice
    • Net value (opposite sign)
    • Input tax

E.g. 


3) Turnover tax on import

In this section we should declare the VAT amounts related to custom bills witch are booked in the system with VAT codes 7B and 7V. 

For German the suppliers to be considered are: 

    • 702701488 – Panalpina 
    • 9901007349 - Custom Bremen
    • 1003048164 - BDP INTERNATIONAL GMBH 

The fields to fill in information are: 

    • Current no. (sequential numbering)
    • Name of the purchaser (Panalpina)
    • Document date
    • SAP doc number
    • Number of invoice
    • Net value 
    • input tax 

E.g.


We only have to report the outcome VAT based on the goods that are declare in the custom document. 
Open the documents on vendor 9901007349 - Custom Bremen, see the attached image and confirm if the amount is the same of the VAT report. 

 


Note that when filling the declaration the supplier to be use is Panalpina or BDPINTERNATIONAL GMBH (field Supplier Name and Invoice Reference), because this is the one who pays the tax on behalf of Solvay Specialty Polymers Italy. However, the Document Number and the amounts to be reported are the ones from Custom Bremen. 

For BDP INTERNATIONAL GMBH, please note that the amount to be included are only the one mentioned in print above (Einfuhrumsatzsteuer (EUSt)), if we have Customs Duty, the amount should be reported in Purchases.


4) Intercommunity acquisition

In this section all the intercompany operation should be included, the tax code associated to this operations is 6Z: 

    • Current no. (sequential numbering)
    • Name of the seller
    • Document date
    • SAP doc number
    • Base amount
    • Output tax 
    • Input tax 

3.2.3. I retrieve the discount amount

In this step we need to distinguish the amount to insert in the VAT Refund file (yellow line).

The only way for now to detect these cases are via: 

1) Run transaction FS10N and include the following information: 

    • G/L account: 6531000000
    • Company code: 5835
    • Year: Current year 

 



Go to the posting of the monthly cash discount needed by pressing double click in the amount of the month selected: 


Open attachment list of the posting:


The attachment contains an excel file with the whole detail of customer discounts. In the attachment - Filter by the German Document Range - 668* in column Affiliate doc. num. 

These are the documents posted with VAT nr of Solv Polymers in DE 
We should sum the figures by column Amount: 

    • Base amount: - 20.268,84 €
    • Output tax: As it is not automatically calculated the amount has to be included as 19% of base amount. -3.851,08€ 


2) Posting 

        Each month, the sales discount posting must be booked and adjusted manually in the VAT declaration (boxes 81 and 83):



3.2.4. G/L accounts balances check

Performed by Accounting Platform team. 

3.2.5. VAT Accounts clearing

Performed by Accounting Platform team. 

3.2.6. DE VAT NET position - Year End

Performed by Accounting Platform team. 

3.2.7. I submit and archive all VAT information

After the submission of all the returns we archive all the VAT documentation in the team Google drive and share, on a monthly basis, a Gift Box with the CAM of company. The payment is made by Tiziana.

3.3. I extract the Intrastat informatin

This step of the procedure explains how to extract the intrastate information from the system and compile the total amount of invoices per each commodity code and the correspondent tare mass. 

1st Step - Open transaction VE01 with variant "5835_INTR_DE" 
Copy from the extraction of VAT (step 2.1.1 of this procedure) the billings with tax code 6Z past in "billing Document" field and run the transaction: 

 

The outcome will be the list of billing with the detail per line item: 

 


Extract the information to excel by clicking on .

By checking SAP report 57 and the outcome from VE01, you will see that VE01 does not contemplate the plants abroad from BE, so you need to see the invoices in the report 57 extraction and add these invoices to the VE01 extraction sheet:

5835 is the only company which the Intrastat need to be done manually in IDEV website, usually with arrivals only to be recorded (since the threshold for dispatches is always below the mandatory and no submission is needed for dispatches):

Please add each line by clicking  (when you need to add the next line, just click it again)

To submit, please use .

To view all the lines inserted, please click on .


End of document.