Purchase Books
Requirement
It is a common requirement for tax authorities to require periodic submission of invoice details for Accounts Payable, this is in addition to the summarized VAT declarations, which are often submitted at the same time. This submission is known as a Continuous Transaction Control.
VAT Purchase Books (U-RA form) are required and must be sent to the tax authority monthly, in XML format, at the same time as the monthly VAT declaration (PDV). The cut off is the 20th of the month: invoices dated for the previous month, but received in the current month, can be included up to and including the 20th, if the previous month’s report has not yet been submitted.
M3 solution
The calculation, accounting, reporting, and reconciliation of value added tax is supported by generic functionality in M3. This process is supported through VAT report templates. Templates are user defined and used in VAT proposals, reconciliation, and report functions. Reports and electronic messages are based on template below.
For this country version, the following Financial Business Message (FBM) is used:U-RA M3FBM_HR_Out_Electronic_VAT_PurchaseBooks_URA
The message is developed for the creation of the XML message for the Purchases books, using the U-RA format. Users can upload this message to the web portal of the Croatian financial authorities.
See the Infor M3 Cloud Configuration Guide for the ION configuration of this message.
Configuration guidelines for the Purchase Books – U-RA report
| Program ID | Program name | Description or comment |
|---|---|---|
| CRS620/E | Supplier. Open |
Specify the Supplier name and the VAT registration number of the supplier. For the detailed configuration guidelines for the applicable tax numbers per supplier type, see Tax registration number. |
| CRS622 | Supplier. Connect Address |
The supplier address contains information required for the address tag in the XML output file. Address with address type ’01-Postal Address’ will be used to defined in (CRS622) is used for it, if not present address type ’10-Bank Address’ will be used instead, if in case both are not present the XML output file will show empty tag. Specify the following information: Address line 2 City Postal code Country |
| CRS624/F | Supplier. Define Purchase & Financial | Set the Tax applicable field and specify the VAT code. |
| CRS030 | VAT Code. Open | See Configuration guidelines for ‘VAT Code. Open’ (CRS030) |
| CRS031 | VAT Rate. Open | See Configuration guidelines for ‘VAT Rate. Open’ (CRS031) |
|
TXS005 TXS006 TXS007 TXS004 |
VAT Report Template. Open | Define the content required for the Purchase Books – U-RA reports. See Configuration guidelines for ‘VAT Report Template. Open’ (TXS005, TXS008, TXS009, TXS006, TXS007, TXS004). |
| TXS001 | VAT Reporting. Connect MI Transactions |
Base – HR Templ – Name of the Tax Template used for Purchase Books Transaction – GetHeadInfo Base – HR Templ – Name of the Tax Template used for Purchase Books Transaction – LstVATUserDef |
| TXS100 | VAT Run. Open |
Configuration guidelines for ‘VAT Report Template. Open’ (TXS005, TXS008, TXS009, TXS006, TXS007, TXS004)
Configuration guidelines for ‘VAT Report Template. Open’ (TXS005/E)
Before the VAT report can be created, you must define the report templates in ‘VAT Report Template. Open’ (TXS005).
In ‘VAT Report Template. Open’ (TXS005/E), specify this information:
| Field | Value |
|---|---|
| Report template | For example, HR011PB |
|
Description Name |
For example, Croatia Purchase Books |
Configuration guidelines for ‘VAT Report Template. Connect Lines’ (TXS008)
You can use your desired Report Line and Line numbers. In ‘VAT Report Template. Connect Lines (TXS008/E), specify this information:
| Report Line | Description | Line Type | Line |
|---|---|---|---|
| 1 | Purchase Invoices | 1 | 1 |
Configuration guidelines for ‘VAT Report Template. Connect Line Selection’ (TXS009)
In ‘VAT Report Template. Connect Line Selection’ (TXS009/E), specify this information:
| Report Line | Line selection | Description | VAT code | VAT account type | Country | VAT reg no exist | Intra/ Extrastat | Deductible VAT From |
|---|---|---|---|---|---|---|---|---|
| 1 | 1 | Purchases | To 99 |
From 2-VAT receivable to 9-User Defined Exception from 3-Revenue to 3-Revenue |
From -AA to ZZ | From Cleared to Selected | From 0-No to 2-Extrastat | From Cleared to Selected |
For the invoice report template for purchases, specify this information:
| Report column | Description | Column heading | Value type | Column present | Reverse sign | Comment |
|---|---|---|---|---|---|---|
| 1 | Base amount 5% | Base amount 5% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 2 | Base amount 13% | Base amount 13% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 3 | Base amount 25% | Base amount 25% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 4 | Total Invoice amount | Total Invoice a | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 5 | Total VAT amount | Total VAT amoun | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 6 | Base amount deductible 5% | Base amt ded 5% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 7 | Base amount non-deductible 5% | Base amt non 5% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 8 | Base amount deductible 13% | Base amt ded13% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 9 | Base amount non-deductible 13% | Base amt non13% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 10 | Base amount deductible 25% | Base amt ded25% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
| 11 | Base amount non-deductible 25% | Base amt non25% | 1 | 1 | Cleared | VAT codes are used to allocate the value into the correct column. |
Configuration guidelines for ‘VAT Report Template. Connect Col Select' (TXS007)
| Report column | Column selection | Description | VAT code | VAT account type | VAT rate 1 | Deductible VAT From | Deductible VAT To |
|---|---|---|---|---|---|---|---|
| 1 | 1 | Base amount 5% | From 1 To 1 | From 4-Purchase account to 9-User Defined | From 5,00 to 5,00 | Cleared | Selected |
| 2 | 1 | Base amount 13% | From 2 To 2 | From 4-Purchase account to 9-User Defined | From 13,00 to 13,00 | Cleared | Selected |
| 3 | 1 | Base amount 25% | From 3 To 3 | From 4-Purchase account to 9-User Defined | From 25,00 to 25,00 | Cleared | Selected |
| 4 | 1 | Total invoice amount | To 99 | From 0-Not a VAT account to 0-Not a VAT account | Cleared | Selected | |
| 5 | 1 | Total VAT amount | To 99 | From 2-VAT receivable to 2-VAT receivable | Cleared | Selected | |
| 6 | 1 | Base amount deductible 5% | From 15 To 15 | From 4-Purchase account to 9-User Defined | Cleared | Selected | |
| 7 | 1 | Base amount non-deductible 5% | From 16 To 16 | From 4-Purchase account to 9-User Defined | Cleared | Selected | |
| 8 | 1 | Base amount deductible 13% | From 17 To 17 | From 4-Purchase account to 9-User Defined | Cleared | Selected | |
| 9 | 1 | Base amount non-deductible 13% | From 18 To 18 | From 4-Purchase account to 9-User Defined | Cleared | Selected | |
| 10 | 1 | Base amount deductible 25% | From 19 To 19 | From 4-Purchase account to 9-User Defined | Cleared | Selected | |
| 11 | 1 | Base amount non-deductible 25% | From 20 To 20 | From 4-Purchase account to 9-User Defined | Cleared | Selected |
Configuration guidelines for ‘VAT Report Template. Connect User-Defined Report Template’ (TXS004)
For key fields, specify this information:
| Field sequence number | Field |
|---|---|
| 10 | VTCONO |
| 20 | VTDIVI |
| 30 | VTVRTM |
| 40 | &CVOP |
| 50 | &CUSP |
| 60 | &INYR |
| 70 | &SINO |
For numeric fields, specify this information:
| Field sequence number | Field |
|---|---|
| 10 | &VONO |
| 20 | &VTCD |
For alphabetic fields, which are displayed in the Alpha field section, specify this information:
| Field sequence number | Field |
|---|---|
| 10 | &YVRN |
| 20 | &CSNM |
For date fields, specify this information:
| Field sequence number | Field |
|---|---|
| 10 | &IVDT |
| 20 | &VATD |
Configuration guidelines for ‘VAT Code. Open’ (CRS030)
VAT codes must be setup for the report to generate correct data in the output file. Users can assign any value to the fields below, except for VAT method, VAT date type, and VAT report type fields, in their respective environment.
| VAT code | Description | Name | VAT method | VAT date type | VAT report type |
|---|---|---|---|---|---|
| 1 | Low VAT 5% | Low VAT 5% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 2 | Medium VAT 13% | Medium VAT 13% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 3 | High VAT 25% | High VAT 25% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 15 | Deductible VAT 5% | Ded VAT 5% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 16 | Non-deductible VAT 5% | Non-ded VAT 5% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 17 | Deductible VAT 13% | Ded VAT 13% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 18 | Non-deductible VAT 13% | Non-ded VAT 13% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 19 | Deductible VAT 25% | Ded VAT 25% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
| 20 | Non-deductible VAT 25% | Non-ded VAT 25% | 1-Single VAT | 0-According to setting in (CRS750) | 0-No |
Configuration guidelines for ‘VAT Rate. Open’ (CRS031)
VAT rates must be setup for the report to generate correct data in the output file. Users can assign any value to the fields below in their respective environment, except for the VAT rate 1 field, for which the specific setup must be defined based on the table below.
| VAT code | Description | Name | From date | VAT rate 1 |
|---|---|---|---|---|
| 1 | Low rate 5% | Low rate 5% | 200101 | 5,00 |
| 2 | Medium rate 13% | Medium rate 13% | 200101 | 13,00 |
| 3 | High rate 25% | High rate 25% | 200101 | 25,00 |
| 15 | Deductible VAT 5% | Ded VAT 5% | 200101 | 0,00 |
| 16 | Non-deductible VAT 5% | Non-ded VAT 5% | 200101 | 0,00 |
| 17 | Deductibele VAT 13% | Ded VAT 13% | 200101 | 0,00 |
| 18 | Non-deductible VAT 13% | Non-ded VAT 13% | 200101 | 0,00 |
| 19 | Deductible VAT 25% | Ded VAT 25% | 200101 | 0,00 |
| 20 | Non-deductible VAT 25% | Non-ded VAT 25% | 200101 | 0,00 |
Further configuration guidelines to report electronically
| Program ID | Program name | Description or comment |
|---|---|---|
| TXS035 | Tax Reporting. Open Reporting Fields | See Configuration guidelines for ‘Tax Reporting. Open Report Fields’ (TXS035) |
| CRS044 | Postal Codes. Open | See Configuration guidelines for ‘Postal Codes. Open’ (CRS044) |
| CRS618 | Contact Person. Open | See Configuration guidelines for ‘Contact Person. Open’ (CRS618) |
| CRS881 | Business Message Data Translation. Display | The header data for information that must be translated is stored. |
| CRS116 | Document Media. Open |
Specify this information: Name Specify MBMEVENT. Interface Specify EVENTHUB. Media category Specify 06-MBM initiator. Host value Specify 1-Installation name. |
| CRS929 | M3 Document. Connect Media | Add media MBMEVENT for document number 514 - Electronic VAT reporting. |
| CRS945 | Std Document. Connect Media Ctrl Object | Create a record for document number 514 -Electronic VAT reporting attached to the base country HR and the VAT report template created in ‘VAT Report Template. Open’ (TXS005). |
| CRS949 | Doc Media Control Object. Connect Media |
To open this program, from (CRS945), select Related > Media. Create a connection to media MBMEVENT. Specify this information: Set the Media field to MBMEVENT. Set the Service ID field to *JOB. Set the Receiver reference data 3 field to HR-PURBOOK-URA
Note: For standard media management, the settings in the Media Control Selections section in ‘Output Service Selection. Open’ (MNS204) must be set to 3 for the printout (TXS110PF). Thus, information is retrieved in (CRS949). |
Configuration guidelines for ‘Tax Reporting. Open Report Fields’ (TXS035)
Additional information can be defined in (TXS035). Ensure that this information is defined in (TXS035) using transaction type 2- Electronic VAT reports:
| M3 field | M3 field ID | Description or comment |
|---|---|---|
| Additional field in report header | ESAF | See below for field numbers used by the specific report |
| Base country | BSCD | Set to HR. |
| No | Description | Length | Numeric | Field value or comment |
|---|---|---|---|---|
| 500 | Authorized Person | 36 | Cleared | If this is not defined, XML output will show empty tag. |
| 518 | Field of Activity | 1 | Cleared | If this is not defined, XML output will show empty tag. |
| 519 | Activity Code | 4 | Selected | If this is not defined, XML output will show empty tag. |
Configuration guidelines for ‘Postal Code. Open’ (CRS044)
The XML output file will take the city indicated in the postal code master, otherwise the city in the supplier address.
| M3 field | M3 field ID |
|---|---|
| Post code | PONO |
| City | CITY |
Configuration guidelines for ‘Contact Person. Open’ (CRS618)
The Invoice Classes listed below are the only values permitted.
| M3 field | M3 field ID | Description |
|---|---|---|
| Contact | CNPE | This will be the field necessary for TXS035 |
| Name | TX50 | Input the Name of the Contact Person |
| First Name | NAMF | Input the First Name of the Authorized Person |
| Surname | NAMS | Input the Last Name of the Authorized Person |
| Status | STAT | Set to 20 |
Configuration guidelines for M3 Business Message Data Translation
Overview of M3 Business Message Data Translation
Data translation is normally required between an in-house system and an external system. Data translation allows string data going to (outbound) or received from (inbound) systems to be translated from one value to another.
For example, between two partnering companies, the same things may have different representations, like units of measure codes. For example, one company uses the string data code STK, while the partner company uses the string data code PCS. Both codes refer to the same single unit of measure, designated as styck in Swedish and as pieces in English. It applies only to the string data value and not to the numeric values carried by the string data.
See the instructions for specifying and editing translation data in the Infor M3 Cloud Configuration Guide.
The values for data translation are specified in the M3 functions ‘Business Message Data Translation. Displ’ (CRS881) and ‘M3 Business Message Data. Translate’ (CRS882), where (CRS881) is based on the imported translation definitions. The values in (CRS882) can require update during the ongoing business processes.
To activate the new translation values defined in (CRS881) and (CRS882) in Enterprise Collaborator in the next set of business messages to be processed, you must reload Data translator on the Enterprise Collaborator management pages. To complete this task, select Administration Tools > Enterprise Collaborator Administration.
M3 Address Structure
The FBM report requires the address information to be sent with a specific structure. The structure of the Name and Address fields (1-4) for which the required format:
| Field | Value |
|---|---|
| Name | Name |
| Address line 1 | Street and building number |
| Address line 2 | Street and building number continued if line 1 is insufficient, otherwise left blank |
| Address line 3 | Postal code and town |
| Address line 4 | Country |
Translation in the ‘addressFieldType’ element for address information
If the address structure does not correspond to the settings described in M3 Address Structure, then an additional setting in (CRS881) and (CRS882) is required to identify the contents of the fields in Infor M3.
‘Business Message Data Translation. Display’ (CRS881)
| Field | Value |
|---|---|
| Msg standard | FBM |
| Business msg | Generic |
| Message version | 1 |
| Parent elements | Generic |
| In/Outbound msg | O |
| Data element | addressFieldType |
‘M3 Business Message Data Translation. Display’ (CRS882) for data element addressFieldType
| Field | Value |
|---|---|
| M3 data (Value – In) |
Address rule to indicate the type of address information that requires translation:
|
| Message data (Value-Out) |
A combination of five characters to indicate whether and how each of the name and address line fields 1-4 in M3 Business Engine are used, for example AEFGX. The value out must contain five characters to correspond to the five positions. |
This table shows the available codes for the five-character Message data (Value – Out) to define the structure of the address:
| Code | Description | Comment |
|---|---|---|
| X | Field not used, empty | The code indicates that the field is not used. |
| A | Name | This information is required. If code A is not defined, then the value of the Name field is retrieved. |
| B | Name, part 2 | This information is used in combination with code A. This information is added after the value from code A with a blank as separator. |
| C | Name of location, if different from the name above | This information is optional. If code C is not defined, then no information is sent. |
| D | Name of location, part 2, if different from the name above | This information is used in combination with code C. This information is added after the value from code C with a blank as separator. |
| E | Street and building number | This information is required. If code E is not defined, then the value of the Address line 1 field is retrieved. |
| F | Street and building number, part 2 | This information is used in combination with code E. This information is added after the value from code E with a blank as separator. |
| G | Postal code and city | This information is required. If code G is not defined and the Postal code and City fields are blank, the value of the Address line 3 field is retrieved. |
| H | Postal code and city, part 2 | This information is used in combination with code G. This information is added after the value from code G with a blank as separator. |
| I | Country | This information is optional. If code I is not defined, then no information is sent. |
| J | Country, part 2 | This information is used in combination with code I. This information is added after the value from code I with a blank as separator. |