Preparing Data Media for Audit Submission

According to the principles to ensure the due maintenance and preservation of books, records and documents in electronic form (GoBD, formerly GDPdU), the German Ministry of Finance (BMF) is empowered to audit taxpayers' accounting records using one of these methods: Direct Access (Z1), Indirect Access (Z2), or Data Media Transfer (Z3). The first two methods (Z1 and Z2) can be provided in CloudSuite Industrial by setting group authorizations to forms for users in the predefined Auditor group.

The “GoBD Data Media Transfer Report” form is provided in the Germany Localization to comply with the Z3 access requirements. Using the options on this form, you can provide the BMF with the records that are required to evaluate the data. The relevant tax data is formatted according to the interface specification for the IDEA Data Analysis software published by CaseWare Analytics. Report data files in CSV format are generated along with a metadata index file in XML format. The index file describes the structure of each data file.

To set up the media for submission to auditors:

  1. Open the“ GoBD Data Media Transfer Report” form.
  2. Specify the date range to include, for example, an accounting period or a year. Transactional data is filtered, where possible, for the date range.  Master data records are filtered, where possible, to include only records that reference the associated transaction date range.
  3. Specify the default label to use for media. Usually the label indicates a DVD number.
  4. Select the options for the types of data to include. Some options generate more than one data file.
    Option IDOs Related Forms
    Ledgers SLLedgers, SLCurrencyCodes, SLCurrates, and SLJourHdrs “G/L Posted Transactions”, “Currency Codes”,“ Currency Rates” and “Journal Entries”
    Charts SLCharts, SLLedgers, SLUnitcd1s, SLUnitcd2s, SLUnitcd3s, and SLUnitcd4s “Chart of Accounts”, “Unit Codes (1) - (4)”
    Tax Codes SLTaxCodes “Tax Codes”
    Tax Jurisdictions SLTaxJurs “Tax Jurisdictions”
    Items SLItems, SLNonInventoryItems, SLItemContentRefs, and SLUMs “Items”, “Non-Inventory Items”. “Item Content References” and “Unit of Measure Codes”
    A/R Transactions SLArtrans “A/R Posted Transactions Detail”
    Invoices SLInvHdrs, SLInvItemAlls, SLInvItemSurcharges, SLInvStaxs “Invoice Listing”
    Customer Orders SLCOs and SLCoitems “Customer Orders”, “Customer Order Lines”, “Customer Order Blanket Lines” and “Customer Order Blanket Releases”
    Customers SLCustomers “Customers”
    Project Transactions SLProjTrans, SLProjMatls, SLProjs, and SLProjTasks “Projects”, “Project Tasks”, “Project Resources” and “Project Transactions”
    A/P Transactions SLAptrxps “A/P Posted Transactions Detail”
    Vouchers SLVchHdrs, SLVchItemAlls, and SLVchStaxs “Voucher Listing”
    Purchase Orders SLPos and SLPoItems “Purchase Orders”, “Purchase Order Lines”,“ Purchase Order Blanket Lines” and “Purchase Order Blanket Releases”
    Vendors SLVendors “Vendors”
    Fixed Asset Transactions SLfaTrans, SLFaclasses, SLFaCosts, SLFaDeprs, SLFaDisps, and SLFamasters “Fixed Asset Transfer”, “Fixed Asset Class Codes”, “Fixed Asset Costs”, “Fixed Asset Depreciation”, “Fixed Asset Disposal” and “Fixed Assets”
    Payroll Transactions SLPrtxps “Posted Payroll Transactions Report”
    Payroll Tax Types SLPrtaxts “Tax Codes Exempt”
    Bank Data SLBankAddrs and SLBankHdrs “Bank Reconciliations” and “Bank Addresses”
    Employees SLDepts, SLEmployees, SLEmpPrBanks, SLPrbanks, SLPrdecds “Departments”, “Employees”, “Employee Direct Deposit Bank Accounts”, “Direct Deposit Banks” and “Deduction and Earning Codes”
  5. Select “Preview” and click “Process” to populate the grid based on the date range and the selected options.
  6. Review the collections that are listed in the grid. If necessary - for example, if the files cannot fit on one DVD - supply a different “Media Name” for some of the files. During the preview, the “URL” field displays the collection name plus variables for the site and task. These variables are updated with actual values to build the file name during the commit process.
  7. Select “Commit” and click “Process” to generate a series of reports that correspond to the records in the grid. The reports are generated through background tasks. The index XML is generated last and is written to the“ Report Output Folder” specified in the “Sites/Entities” form or the “Report Options” form.
  8. To determine when a report has completed, check the “Background Tasks” form.
注意： All of the report files might not fit on a single media device. The size of the file depends on your system and the period of time that each report covers. You might want to experiment with the time periods you specify and select only one check box at a time, to determine how much space each report will take. After you have an estimate of the disk space that is required, you can run multiple reports together and specify different media labels, for example CD 1 and CD 2. You must manually switch the media device at the proper time.
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