BPM Country Reports

UStVA (Data Export)

This section describes the fields and actions on the UStVA (Data Export) workspace, as well as instructions on how to generate the report.

Quick Links: Report Workspace | Selection Criteria | Generate Report | Data Export Fields | Limitations | Admin Setup | Appendix

Overview

ELSTER (ELektronische STeuerERklaerung = electronic tax return) offers all taxpayers, companies and tax advisors in Germany the option of electronically transmitting various tax returns and declarations via the Internet. Nearly 90% of all German companies use ELSTER, while around 20% of the private individuals use it for their income tax returns.

The purpose of the Elster data export in Maconomy is to produce several XML files that are based on VAT-related entries and to allow for the filing of extension and special advance payments. These are used for submitting and receiving responses to and from the German tax authorities.

Reports can be filed at different intervals throughout the fiscal year in different ways. However, only the USTVA and Permanent Filing and Payment Extension options are included in Maconomy.

  • The Umsatzsteuervoranmeldung (UStVA) report: This report is designed to handle preliminary VAT returns that must be filed throughout the fiscal year. These reports are filed monthly or quarterly by all taxable entities.
  • Antrag auf Dauerfristverlängerung / Umsatzsteuersondervorauszahlung (Permanent Filing and Payment Extension): This form is filed at the beginning of the fiscal year until 10 February or 10 April, depending on the company’s preliminary filing period (monthly / quarterly). By filing this form and making the extraordinary VAT prepayment potentially resulting from it, the filing and payment deadline for the company’s preliminary VAT returns is extended by one month for the entire fiscal year.
Note: The annual return (or UStE) is not supported in Maconomy and will not be developed by Deltek. External auditors generally prepare this due to its complexity.

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 » Germany » UStVA (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
Tax Reporting Unit Include only entries belonging to the selected tax reporting unit.
Company Tax No. The tax number of the company.
Period
Year Include only entries within the selected year period (if Tax Settlement Dates are used).
Quarter No. Include only entries in the selected quarter (valid values are 1, 2, 3, 4) (if Tax Settlement Dates are used). Complete either Quarter No. or Month No. but not both.
Month No. Include only entries in the selected month number (valid values are 01-12) period (if Tax Settlement Dates are used). Complete either Month No. or Quarter No. but not both.
Entry Date Include only entries within the selected date interval for entry date. If used, Entry Date must be selected in the system parameters. If not used, Tax Settlement Dates are used instead. If not used, tax settlement periods (extracted from this field with the format: YYYY-MM) are used. Either this field or the Year Period should be used.
Customer No. Include only entries for the selected customer number.
Customer Country Include only entries for the selected customer country.
Vendor No. Include only entries for the selected vendor number.
Vendor Country Include only entries for the selected vendor country.
Email Indicates the email address use in the report.
Testmerker When selected, indicates that the report is only for testing purposes.
Corrected Registration Select to indicate that the report has a corrected registration. This is a mandatory field for Special Advance Payment.
SEPA-Direct Debit Mandate Payment Select to indicate that the report has a SEPA direct debit mandate payment.
Needs Additional Information Select to note that additional or different information or facts must be taken into account (in addition to the information in the tax declaration).
Additional Information on Tax Registration Used to add text regarding additional information to be considered. Will only appear in the output if Needs Additional Information checkbox is selected.
Settlement of the refund amount desired / Refund amount is assigned Settlement of the reimbursement amount desired / reimbursement amount has been assigned.
Special Advance Payment Sum of the remaining VAT advance payments plus the Special advance payment to be taken into account for the calendar year (in Year Period).
Note: This is not included in the output file if Settlement of the refund amount desired / Refund amount is assigned is not selected.
Permanent Filling Extension
Create Permanent Filing Extension Select this checkbox when creating a permanent filing extension. Deselect or leave blank if a permanent filing extension should not be created.
Special Advance Payment
Create Special Advanced Payment Select this checkbox when applying a special advanced payment. Deselect or leave blank if a special advanced payment should not be created.
Other Kz Lines Kz09

Enter the 5-digit manufacturer ID assigned to Deltek Germany.

VAT Base

Provide the value for the following Kz lines:

  • Kz42
  • Kz48
  • Kz49
  • Kz60
  • Kz76
  • Kz77
  • Kz87
  • Kz90
  • Kz94
  • Kz95
Note: Refer to the UStVA Report Mapping in the Appendix for more information.
Boolean Kz Lines Kz22

If you select the checkbox, then map "1" is used. Otherwise, there is no XML tag for the Kz line.

Input VAT

Provide the value for the following Kz lines:

  • Kz80
  • Kz96
  • Kz98
  • Kz39
  • Kz43
  • Kz44
  • Kz59
  • Kz62
  • Kz63
  • Kz64
  • Kz65
  • Kz69
Note: Refer to the UStVA Report Mapping in the Appendix for more information.
Note: More information on Kz Lines can be found in the Appendix.

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:

  1. Go to Reporting » Country Reports » Germany » UStVA (Data Export).
  2. Click Generate Report to open the Selection Criteria dialog box.
  3. Fill in the mandatory fields for the report:
    • In the Tax Reporting Unit field, enter or search for the tax reporting unit you want to report on.

    • If needed, follow the steps to create a Special Extension Filing below:
      1. Select the Needs Additional Information checkbox.
      2. Enter additional information in the Additional Information on Tax Registration field.
      3. Select Create Permanent Filing Extension.
        Note: A Special Extension Filing is not created if this checkbox is left blank.

    • If needed, follow the steps to create a Special Advance Paymentbelow:
      1. Select the SEPA-Direct Debit Mandate Payment checkbox if needed.
      2. Select Settlement of the refund amount desired / Refund amount is assigned.
      3. Enter a value in the Special Advance Payment field.
      4. Select Create Special Advanced Payment.
        Note: A Special Advanced Payment is not created if this checkbox is left blank.

    • Enter other selection criteria (optional) for the report.
      Note: Take note of the following:
      • Complete the Year, Quarter No., Month No. fields if Tax Dates are used.

        Enter either a quarter or month.

      • Use Entry Dates if Entry Date is selected in the system parameter setup.
      • Only use one of the above options, not both.

  4. Click Ok to start generating the report.
  5. 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:

  1. Select the Background Tasks tab.
  2. 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:

  1. Select the Statutory Report Retrieval tab.
  2. 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

Universes

The report is based on the following universe(s):

  • Tax Settlement Universe

Export Fields and Descriptions

The report is created as XML files that enable you to submit the USTVA data to the German tax authorities in the following format:

USTVAl_<date/timestamp>.xml

Refer to the Appendix for the USTVA 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

Note: You must have System Administrator rights to configure some of these settings, such as the Reference Workspaces.

To set up this report, do the following:

Company Setup

In addition to the standard setup of the Company Information, several fields must be set up correctly in order to be visible in the output file. Go to General Ledger » G/L Cockpit » Companies » Company Home workspace and configure the following fields:

Intercompany Settlement Card

Field Name Description
Customer

In this field, you can specify the number of the customer in the Accounts Receivable system that should represent the current company in connection with intercompany invoicing.

The field is used when intercompany invoicing is run in the Intercompany Invoicing workspace. When another company runs an intercompany invoicing involving intercompany entries for which the current company is responsible, Maconomy creates an invoice assigned to the customer in this field. At the same time, Maconomy creates a vendor invoice in the current company, assigning this vendor invoice to the vendor specified in the Vendor No. field on the information card of the company running the intercompany invoicing. This way, the company running the intercompany invoicing can bill the current company for internally exchanged goods or services and the invoicing is automatically registered in the relevant companies.

Vendor

In this field, you can specify the number of the vendor in the Accounts Payable system that should represent the current company in connection with intercompany invoicing.

This field is used when the current company runs intercompany invoicing in the Intercompany Invoicing workspace. When the current company runs an intercompany invoicing, Maconomy creates a vendor invoice for each responsible company being billed. The vendor on each of these vendor invoices is the vendor in this field. At the same time, Maconomy creates an invoice for each of the companies billed, assigning each invoice to the customer specified in the Customer field on the information card of the respective companies. This way, the current company can bill the individual responsible companies for internally exchanged goods or services and the invoicing is automatically registered in the relevant companies.

Tax Reporting Unit Card

Field Name Description
Tax Settlement Unit Table In this field you can specify the name of a tax settlement unit table. Maconomy will, if specified, use the tax settlement unit table to find a tax settlement unit for finance entries in this company.
Settlement

In this field, you can specify which tax reporting unit is to be used for tax reporting to the national tax authorities. You must specify a reporting unit in this field in order to be able to post tax related entries.

If multiple tax codes are enabled, the "Settlement" field will be replaced by the following fields: "Tax Settlement Unit 1,, "Tax Settlement Unit 2," and, if enabled, "Tax Settlement Unit 3."

Go to General Ledger » G/L Cockpit » Companies » Company Home » Additional Information workspace and configure the following fields:

Tax Card

Field Name Description
G/L Tax Table In this field, you can specify which G/L tax table to use for the current company.
Tax Table

In this field, you can specify the name of a tax table created in the Tax Tables workspace. The field only has importance if the Use Tax Tables field is marked in the System Information workspace. If you specify a tax table, Maconomy uses the specified tax table when invoicing and crediting sales/item purchase orders and jobs that the current company is responsible for. The tax table is used for selecting the tax code used for calculation of tax on each item or activity.

If you do not specify a tax table, Maconomy will not use tax tables to calculate tax for sales made by the current company.

Country Setup

To distinguish countries that are members of the European Union (EU) from the rest of the world, you must note them in Maconomy.

To mark a country as part of the EU:

  1. Go to Setup » System Setup » Countries.
  2. Use the search filter and/or the Search field to select Germany.
  3. Select the Member of EU checkbox.

Fiscal Year Setup

To set the fiscal year:

  1. Go to General Ledger » G/L Cockpit » Companies » Company Home.
  2. In the General Ledger card, enter or select a value for the following:
    • Fiscal Year Template
    • Fiscal Year (Start Date)

If a company is using an odd fiscal year, it can be configured in the Reference Workspaces » General Ledger » Setup » Fiscal Year Template workspace and Reference Workspaces » General Ledger » Setup » Fiscal Year workspace. The fiscal year Start Date must be the start date of the fiscal year in the in Company Home workspace.

Note: All companies under the same Tax Reporting Unit must follow the same fiscal year.

Option List Setup

Option list setup is used to handle situations where Kz lines are duplicated due to tax code similarities, and to avoid using the same values.

To view and update the option list:

  1. Go to Setup » System Setup » Option Lists.
  2. Locate and select ELSTER.
  3. In the Options table, the Name must match the Tax Code name in Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Codes) workspace.
    Note: The Remarks 1 value must correspond to the intended kz line number for the associated option Name.
  4. Click Save.

Example:

Option Name Remarks 1
0% Services 21
0% Goods 41
19% Services 81
7% 86
19% Goods 89
0% Goods EU 91
7% Goods 93
19% Non EU Goods or Services 66
19% EU Services 46
0% Goods or Services 45
Note: The option Name is equal to the tax code Name created in Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Codes) workspace for a specific Kz line number, and Remarks 1 is for the actual Kz line number in which the option Name is related.

Popup Field Setup

Tax Popup 1 is used to define whether an entry should be considered Goods or Services.

You can select Goods, Services, etc. for the popup via the Import workspace:

  1. Create a tab-separated data file with customer information in the following format:
    PopupItem:Format PopupTypeName Name Boolean1 Boolean2 Boolean3
    PopupItem VATPopup1Type Goods 1 0 0
    PopupItem VATPopup1Type Services 0 0 0
  2. In Maconomy, go to Reference Workspaces » Import » Basics » Import Popup Fields.
  3. On the Import dialog, select the Internal Names, Internal Popup Names, Progress Bar, and Logging check boxes.
  4. Click Import.
  5. Select the data file and click Ok.

Tax Code Setup

To further categorize the tax codes, additional setup is needed in the Tax Code and G/L Tax Code tables.

To set up tax codes:

  1. Go to the Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Codes) workspace.
  2. Search for and double-click the tax code you want to configure.
    Note: Set the Tax Popup 1 of the tax code in the Popup 1 field as outlined in the Popup Field Setup section
  3. Click Save.

Tax Period or Tax Entry Date Setup

The UStVA data export offers the flexibility to report on either tax entry dates or periods.

To enable this parameter:

  1. Go to Setup » System Setup » System Parameters.
  2. Double-click the Use Entry/Period Dates for Statutory Reports parameter.
  3. Select the Use Entry/Period Dates for Statutory Reports check box, defined as follows:
Parameter Description
Use Entry/Period Dates for Statutory Reports Select this parameter to use entry dates for companies. Deselect this parameter to use tax settlement dates for companies.
Note: The Use Entry/Period Dates for Statutory Reports checkbox in the Company Specific Values table should not be used and does not have any impact on the report.

The report only uses entry dates when you enable this parameter at a global level or when you enable it for specific companies that are members of the Tax Reporting Unit selected in the selection criteria.

This applies to all company numbers that are set up on tax reporting unit.

Tax Reporting Unit Setup

To handle transactions from different companies, Tax Reporting Unit setup is used as part of the Company setup. With this, the data export is capable of consolidating the transactions of every company under a specific Tax Reporting Unit.

To add a Tax Reporting Unit:

  1. Go to Reference Workspaces » General Ledger » Tax » Tax Reporting Units.
  2. Select New Tax Reporting Unit.
  3. Complete all necessary fields:
    • Name: Provide a name for the unit, for example, DE for Germany.
    • Tax Date Method:
      • Entry Date: Use the registration date of entry.
      • Invoice Date: Use the date of customer/vendor invoice.
      • Payment Date: Use the customer/vendor payment date.
    • Tax Settlement by Tax Type: Select this to remove lines for which no tax type has been specified. A line is shown for each tax type, however only including tax types for which the Include on Printout field is marked in the Popup Fields workspace. Leave this blank so the tax settlement printouts show a line for each combination of tax settlement type, tax type, nature of tax, and tax type.
  4. Go to the Period card. In the Mth/Yr field, specify the date range for which settlements are included.
  5. Go to the Posting References card, and select a Settlement to determine the number of a dimension combination which contains the account number and any other dimensions that you wish to apply to the posting of amounts pertaining to tax settlement.

    If no value is specified for a dimension in the dimension combination, the value specified on the entry line which causes the posting is used.

  6. Go to the Access Level card. In the Access Level field, specify a description and name for an access level for the current tax reporting unit.
  7. Click Save.
Note:
  • It is ideal for the report to have the same Company Tax ID for all companies under the same Tax Reporting Unit. Companies with the same tax ID number normally belong to the same VAT group for reporting purposes. This means that all companies that share the same Tax ID number file a single, consolidated VAT report and entries appear in Tax Settlement for all companies. The report may not contain correct data if companies under a single Tax Reporting Unit have different Tax IDs.

    If you have noted the potential for error and wish to proceed, the Company Tax No. value that appears in the Selection Criteria card will be the value that appears in the file.

  • Be sure to remove extra spaces in the Company Tax No. field in the Company Information card

Assign Tax Reporting Unit to Company

To add companies to a tax reporting unit, you must assign them in the Company Information card.

  1. Go to Reference Workspaces » General Ledger » Set-up » Company Information.
  2. Select the company to include in the tax reporting unit.
  3. Go to the Tax Reporting Units card. In the Tax Reporting Unit Table field for the company, search for and select the tax reporting unit to use.
  4. Click Save.

Tax Settlement Setup

The tax settlement serves as the basis for the data export. Tax settlement entries should be set up, created and approved to be able to fetch data for the report. Typically, tax settlement is done every month to reset all tax accounts and transfer balances to tax reporting accounts.

To set up the tax settlement entries:

  1. Go to Reference Workspaces » General Ledger » Tax » Tax Settlement.
  2. Search for and select the tax settlement to process.
  3. Click Create Settlement.

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:

  1. Open the Extension.ini file. It is located in the <Path to Maconomy installation>\CouplingService\Configuration\Settings folder.
  2. 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.
  3. Save the file.
  4. Restart the Coupling Service to apply the changes.

External Setup

Not applicable for this report.