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  11. Setting up VAT declaration...

Setting up VAT declaration parameters (Belgium)

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Prerequisites
The DC1 Intervat, which includes the Integrator script (config.xml) used when converting the iSeries files to xml needed for the Intervat import, must be installed on the applicable PC. For installation details, see the Belgian InterVat Setup and User’s Guide, which is available through your local DC1 office.

The setup involves the following tasks:

1. Define a VAT handling code

See About working with VAT for detailed instructions.

2. Create a description for a VAT prefix/box combination.

This combination is used in the VAT box rules table.

  1. Select the Work with VAT box descriptions menu item.
  2. On VAT box description table maintenance, click Add.
  3. You access the detail panel. Complete the following fields:
    4. VAT prefix
    Enter the VAT prefix for this combination.
    VAT box number
    Enter the VAT box for this combination.
    Description
    Enter a description of the VAT prefix/box combination.

Click OK.

3. Define a rule for a VAT prefix/box combination

In the rule, you define which values should be summarized in the box and how. For example, the amounts from the VAT transaction file marked with the report number you specify for the rule will be added to or deducted from the box amount (depending on the value defined in field Sign +/- for the rule).

Since it is possible that transactions entered for one trader country has influence on VAT declarations of several countries, the setup of the VAT boxes and the VAT box rules is based on the VAT prefix. The VAT prefix is normally the same as the ISO country code, but this is not always the case.

  1. Select the Work with VAT box rules menu item.
  2. On VAT box rule table maintenance, click Add.
  3. You access VAT box rule table maintenance. The following fields are mandatory:
    4. Trader country
    The default is the system country. If you change to another country, then the system checks your company’s VAT registration number in Work with countries for that country.
    System identity
    Enter the code for the system identity. You can use the codes for G/L, A/R or A/P, depending on the basis for the VAT calculation.
    Report number
    Enter the VAT report number. The amounts from the VAT transaction file marked with this report number will be added to or deducted from the box amount (depending on the value defined in field Sign +/-).
    VAT prefix
    Enter the VAT prefix. The prefix is used together with the VAT box number, and the combination must be defined in the VAT box description table.
    VAT box number
    Enter the VAT box number for which this rule is valid. The box number must exist for the VAT prefix entered above. The combination of prefix and box number is defined in the VAT box description table.
    Sign (x/-)
    Enter + if the amount found with this rule must be added to the total amount. If you enter -, or leave the field blank, then the amount will be subtracted.

    Click OK.

4. Define a check rule for a VAT prefix/box combination

The check rule is verified when printing the VAT declaration. The system validates if the amounts reported in the VAT boxes fulfill the defined rule.

  1. Select the Work with VAT box check rules menu item.
  2. On Work with VAT box check rules, click Add.
  3. You access the detail panel. Complete the following fields:
    4. VAT prefix
    Enter the VAT prefix for which the VAT box check rule is valid.
    Sequence number
    Enter a unique number to identify the priority or sequence of the VAT box check rule.
    Description
    Enter the description of the VAT box check rule.
    Rule
    Enter the rule details.
      • A rule is defined for a single country only. If the VAT prefix of the rule is BE, then the rule should only contain the boxes defined for BE in the VAT box description table.
      • It is mandatory to use the XYYZZ representation, where X stands for Box, which is always B, YY stands for the VAT prefix, e.g. BE, and ZZ stands for the Box number, e.g. 01.

    Rule example:
    The sum of 6 percent of Box 1, 12 percent of Box 2 and 21 percent of Box 3 should be less than or equal to the value in Box 54 plus 62.

    Note: The percentage codes must be defined in Work with percentages. The code determines the percentage, which is calculated. See section Operators and signs for more details.

    This rule is expressed as follows:

    (BBE01*%06) + (BBE02*%12) + (BBE03*%21) <=BBE54 + 62

    Operators and signs

    The following operators and signs can be used when defining a rule:

    Operators/Signs Description
    = Equal to
    < Less than
    > Greater than
    <= Less than or equal to
    >= Greater than or equal to
    <> Not equal to
    – Minus
    + Plus
    * Multiply
    / Divide
    % Percentage. Must be preceded by the signs * or /. For example, (BBE01*%06) signifies 6 percent of Box 1.
    . Decimal point. For example, (BBE01+6.5) signifies 6.5 added to Box 1.
    , Comma used as Decimal point. For example, (BBE01+6,5) signifies 6.5 added to Box 1.
    () Parenthesis. For example, (BBE01*%06.5)+(BBE02*%06.5)=(BBE10*%0.2). It is used to distinguish the separate calculations enclosed in a rule. Make sure it is started and ended properly.
    Active
    Indicate if you want to activate the VAT box check rule.

5. Create a VAT group definition

VAT group definitions are used in order to group together several companies to be treated as one taxable entity for VAT purposes.

Each VAT group has a representative company. The group representative company you define is the company from where the VAT group declaration originates. A company is not allowed to be a member or a representative company of another existing VAT group.

Prerequisites
The VAT_VIEC (VAT group import/export code) and VAT_VAHC (VAT group VAT handling code) functions must be activated in the Function control file.

  1. Select the Work with VAT group definitions menu item.
  2. On Work with VAT group definitions, click Add.
  3. You access the detail panel. Complete the following fields:
    4. VAT group
    Enter the code of the VAT group.
    Description
    Enter a description of the VAT group.
    VAT reg number
    Enter the VAT registration number of the VAT group. This number must be valid in Belgium.
    Group represent comp
    Enter the company code of the representative company of the VAT group. This company must not be a member or representative of any other existing VAT group.

    Click OK.

6. Define a VAT group member

You activate a company that should be a member of a selected VAT group. The company code defined as group representative is automatically included as a VAT group member.

Note: You need to have defined VAT handling codes to identify the VAT transactions between the VAT group members.

  1. Select the Work with VAT group definitions menu item.
  2. On Work with VAT group definitions, select the applicable VAT group and click Details.
  3. You access Work with VAT group members. This panel displays the existing companies in your system. Complete the following field:
    4. Act
    Tick the Act flag for the applicable company to activate it as a member of the selected VAT group.

    Note: If you activate a company, then make sure that it is not a member or a representative company of another existing VAT group. You can deactivate it to remove it as a VAT group member.

Click OK. Exit the routine.

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