Customer Listing (Data Export)

Overview

In some countries, like Belgium, it is a statutory requirement to provide a report that lists financially posted amounts and their tax amounts, for a specific company and calendar/fiscal year.

The customer list is a list of the VAT numbers of your customers to whom your company delivered goods or services during the previous calendar year, and for a total amount of more than 250 euros (excluding VAT).

This report is available in a WebI format and as an XML export. The statutory XML file enables you to submit customer listing data to authorities. The XML report is based on the XSD version 07.

The data is organized to display the associated customer. The customer associated is the customer who receives the invoice - not necessarily the customer(s) who pays. Therefore, complex handling of split billing is not necessary, therefore, it is possible to see to whom the transactions have been made.

Report Workspace

Country reports share the same workspace layout. For information on the fields and actions available in the report workspace, refer to Workspace Layout.

Navigation

To open the report workspace, select Reporting » Country Reports » Belgium » Customer Listing (Data Export).

Selection Criteria Dialog Box

Click the Generate Report action to open the selection criteria dialog box. This table describes the parameters you can define for the report.

Dialog Box Fields

Field	Description	Mandatory
Company No.	Enter the company number to include in the report. Single valued.	Yes
Year	Enter the year number to include in the report. Single valued.	No
Lower Limit	Enter the total amount excl. tax above or equal to this limit of customers that should be included in the report. Single valued.	Yes
Include Customers in Credit	Select Yes to include customers for which the total amount excl. tax is more negative or equal to the negative value of the Lower Limit. The system compares the absolute value to the absolute value of the Lower Limit. Select No to match the total amount against the lower limit in a normal way. Examples (Lower Limit = 250) Include Customers in Credit = Yes: Total amount is 300: Include Total amount is 200: Exclude Total amount is -300: *Include* Include Customer in Credit = No: Total amount is 300: Include Total amount is 200: Exclude Total amount is -300: *Exclude*	Yes
Representative E-mail Address	Enter the representative's email address. Single valued.	Yes

Additional Filters

Filter	Expression
Only include entries of Tax Settlement Type "Tax Payable" and "Withholding Tax Receivable"	[Tax Settlement Type Code] In (0, 9)
Only include customers from Belgium.	[ISO Code] = "BE"
Only customer having a tax number should be included.	[Tax No.] <> " "
Report Filter: Only customers for which the total amount including tax is non-zero, should be included.	abs([Amount Incl. Tax]) > 0.001 and abs([Tax Amount]) > 0.001
Amounts that are tax exempt should be excluded.	[Tax Nature Code] <> 1
Only include tax figures on level 1 (only one in Belgium).	[Tax Level No.] = 1

Selection Criteria Dialog Box Actions

Action	Description
Next	If applicable, click this for more prompts.
Back	Click this to return to the previous prompts.
Cancel	Click this to close the dialog box.
Ok	Click this to generate the report. If applicable, click Ok to close the dialog box.

Generate the Report

To generate the report:

Go to Reporting » Country Reports » Belgium » Customer Listing (Data Export).
Click Generate Report to open the Selection Criteria dialog box.
Fill in the mandatory fields for the report:
- In the Company No. field, enter or search for the company you want to report on.
- Choose whether or not to Include Customers in Credit in the report.
- Enter a Representative E-mail Address.
  If needed, enter other selection criteria (optional) for the report.
Click Ok to start generating the report.
A notification dialog box displays to let you know that the background task for the report has been created. Click Ok.

Note: Deltek recommends that you generate reports one at a time to avoid overwriting data. Wait for Maconomy to finish generating one report then immediately retrieve the data export to ensure you are getting the correct information.

View Background Task

To view the associated background task for your report:

Select the Background Tasks tab.
Click the Refresh icon to update the Execution Status.
While running the report, the Execution Status displays as "Pending". Once complete, it changes to "Succeeded ".

Download Report

To download the data export:

Select the Statutory Report Retrieval tab.
Select the row of the report you want to view, then choose one of the following methods:
- Click the icon under the Download File to download a .zip package containing the report.
  Or
- Click the Download icon located outside the table. In the dialog box, specify the parameters for the data export (file extension, file name and number of rows), then click Ok.
The data export is downloaded to the default download folder on your device.

Submit the Report

Not applicable for this report.

Report Description

Note: This report has a Web Intelligence (WebI) counterpart, which is available via the BI Launch Pad or by navigating to Reporting » Country Reports » Belgium » Customer Listing on the Web Client. This section primarily follows the data export workspace, but it applies to both versions of the report (data export and WebI).

Export Fields and Descriptions

The Customer Listing Report consists of a Company Information section and customer listing table.

Company Information

Field	Description
Company	The company number and company name.
Address	The address, ZIP code, and postal district of the company.
Country	The country of the company.
Country ISO	The country ISO code for the company.
Tax No.	The tax number of the company.
Date Range	Derived from the selection criteria.
Year	Derived from the selection criteria.

Customer Listing

Top-Level Header	Header Title	Description
No.		The line number in a format prefixed with zeros, such as 01, 02, 03.
Customer	No.	The customer number of the customer associated with the tax amounts.
	Name	The name of the customer.
	Address	The customer's Name 2, ZIP Code, and Postal District.
Tax No.		The tax number of the customer.
ISO Code		The ISO code of the country of the customer.
Code		Hardcoded to 'S'.
Turnover		The basis amount from which tax is calculated + tax amount with Tax Sign. The amount is displayed in the currency of the Company.
Tax		The calculated tax amount with Tax Sign. The amount displays in the currency of the Company.

Refer to the Appendix for the Customer Listing Report field mappings.

Limitations

Background Task Not Cancelled

In some cases where a Background Task is canceled, the report still attempts to generate and complete the data export. This can cause performance issues especially when run on a system with a large amount of data.

Admin Setup

Maconomy Setup

Email Notification Setup

Configure Maconomy to send an email notification when it successfully generates a data export or encounters an error while running the report. The email specifies the report name, other information such as the report's format (if any), as well as the date and time the export is created. The alert is sent to the email address associated with the user who initiates the report. For reports with errors, the message points to the maconomy.log file for details.

To set up the email server and sender:

Open the Extension.ini file. It is located in the <Path to Maconomy installation>\CouplingService\Configuration\Settings folder.
Configure the email server and sender:
- Locate mailserver.address and change the value to smtp.deltek.com:25.
  Note: The email server can also be set via the Web Client. Go to Setup » System Setup » System Parameters » Mail Port and Server workspace and use the Server and Mail Port parameters.
- Locate email.from.default and provide an email address for the From field of the email.
Save the file.
Restart the Coupling Service to apply the changes.

External Setup