Mandatory Filer fields

Mandatory Filer fields

Common base set of fields. Additional fields can be provided to improve readability of the invoices when view on-screen.

These do not give a good audit as they lack data required for proper VAT determination but they will produce returns.

Many files use the same columns for seller and buyer counterparties so it may be necessary to use logic to work out whether they are a buyer or a seller depending on the whether the transaction is a sale or purchase. A preprocessor can help simplify this.

Document properties:

• currency 

  • 3 character ISO currency code, e.g. “EUR”

• docNumber

• docType 

  • Options: Sales invoice, Sales credit, Purchase invoice, Purchase credit, Import document, Import corrective document, Self-bill sale, Self-bill sale credit, Self-bill purchase, Self-bill purchase credit, Sales transfer, Sales transfer credit, Purchase transfer, Purchase transfer credit, Sales order, Sales order credit, Purchase order, Purchase order credit, Self-supply sales document, Self-supply sales credit document, Self-supply purchase document, Self-supply purchase credit document, Debit note, Electronic administrative document)

• vatInclusiveOrExclusive 

  • usually defaulted to “VAT exclusive“

Seller properties

• countriesFixedEstablishment 

  • Array of 2 character ISO country codes, 

  • Usually a single value defaulted to country of the entity

  • Can be empty if the seller is in the database and will be identified by the “Id”

• countriesVATRegistration 

  • Array of 2 character ISO country codes, 

  • Usually defaulted to country of VAT registration or taken from the 1st 2 characters of the VAT registration

  • Can be empty if the seller is in the database and will be identified by the “id”

• establishedCountry 

  • 2 character ISO country code, usually defaulted to country of entity

  • Can be empty if the seller is in the database and will be identified by the “id”

• establishmentMakingSupply

  • 2 character ISO country code, usually defaulted to country of entity

  • Can be empty if the seller is in the database and will be identified by the “id”

• id

  • This is the key used to associate the transaction with the company in the database 

  • So that the facts about the company can be picked up (VAT registrations, establishments, VAT groups and tax code mappings)

  • So that the transaction can be posted to the returns that are set up for that company

  • Although it is possible to set up counterparties as companies in the database this is not common so it is generally just a useful information field for counterparties

• name

  • This is for onscreen reference only to help with understanding the invoices

  • Can be empty if the seller is in the database and will be identified by the “id”

• sellerVatId

  • VAT registration for the seller

• vatIdCountry

  • 2 character ISO country code for the country of the VAT registration of the seller

Buyer properties

• buyerVatId

  • VAT registration for the buyer

• countriesFixedEstablishment

  • Array of 2 character ISO country codes, 

  • Usually a single value defaulted to country of the entity

  • Can be empty if the buyer is in the database and will be identified by the “Id”

• countriesVATRegistration

  • Array of 2 character ISO country codes, 

  • Usually defaulted to country of VAT registration or taken from the 1st 2 characters of the VAT registration

  • Can be empty if the buyer is in the database and will be identified by the “id”

• establishedCountry

  • 2 character ISO country code, usually defaulted to country of entity

  • Can be empty if the buyer is in the database and will be identified by the “id”

• establishmentReceivingSupply

  • 2 character ISO country code, usually defaulted to country of entity

  • Can be empty if the buyer is in the database and will be identified by the “id”

• id

  • This is the key used to associate the transaction with the company in the database 

  • So that the facts about the company can be picked up (VAT registrations, establishments, VAT groups and tax code mappings)

  • So that the transaction can be posted to the returns that are set up for that company

  • Although it is possible to set up counterparties as companies in the database this is not common so it is generally just a useful information field for counterparties

• name

  • This is for onscreen reference only to help with understanding the invoices

  • Can be empty if the buyer is in the database and will be identified by the “id”

Dates

Use regular expressions to format the date if needed (e.g. “dd-MM-yyyy”)

In most cases, set the three dates below to the date you want to report the transactions on

• dateOfTransaction

  • This is a date override and will be used as the reporting date

• docDate

  • Date of the invoice

• supplyDate

  • Date supply rendered (this is usually the tax point date)

Item properties

• description

  • A useful on screen description of the item being supplied 

• value

  • Taxable basis

• vatAmountToCheck

  • VAT amount

Transaction details

• taxCode

  • ERP tax code