BPM Country Reports

Dutch Audit File (Data Export)

This section describes the fields and actions on the Dutch Audit File (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

In the Netherlands, a particular finance XML report, the Dutch Audit File (DAF), is a statutory requirement for select companies to file with the Dutch tax authority. The Dutch Audit File (in Dutch: Auditfile Financieel) contains opening balances and transactional data for a given fiscal year. Both general ledger data and sub ledger (customer and vendor related) data are included. The report is a data export that produces an XML format complying with the Dutch Government XSD file specifications. Upon request, the Dutch Government provides the company with a special secure link to upload the DAF.

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 » Netherlands » Dutch Audit File (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

Selection Criterion Description Mandatory
Company No. Select a company number to restrict the data to the selected company.

Single-valued.

Value: Company number

Yes
Year Select a year to restrict the data to the selected year. Transactional data is the data for the selected year. Opening balances are the opening balances for the selected year.

Value: Year number

Yes
Chart of Accounts Type Selects whether to apply the company's local chart of accounts or the global chart of accounts.

Value: Global or Local

Yes

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 » Netherlands » Dutch Audit File (Data Export).
  2. Click Generate Report to open the Selection Criteria dialog box.
  3. Fill in the mandatory fields for the report:
    • In the Company No. field, enter or search for the company you want to report on.
    • Specify the Year to include in the report.
    • Select the Charts of Account Type.

      If needed, enter other selection criteria (optional) for the report.

  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

After generating the report, submit the produced XML as a test at the following website:

https://vts.belastingdienst.nl/TestWeb/login.jsp

The Dutch Government provides the company with a special secure link to upload the DAF.

Report Description

Universes

The data export is based on the following universes:

  • GL Audit
  • Finance
  • AR Aging
  • AP Aging
  • Tax Settlement
  • System

Export Fields and Descriptions

The system generates the xml file in the format:

DutchAuditFile_<company number>_<date/timestamp>.xml

Refer to the Appendix for the DAF field mappings.

The Dutch Audit File consists of dimensions, balances and transactions, including:

  • Information about the Deltek Maconomy system, internal version with which the file was produced, and the time at which the data export was run
  • Company information
  • Customer information
  • Vendor information
  • Local or Global Chart of Accounts
  • Dimensions referenced on finance transactions:
    • Activities
    • Items
    • Jobs
    • Journals
    • Users
  • Tax codes
  • Fiscal periods.
  • GL opening balance of the selected year
  • Subledger opening balances of the selected year (Customer and Vendor)
  • GL transactions for the given year, including tax entry information for each finance entry associated such tax entry
  • Subledger transactions for the given year including tax entry information for each customer/vendor entry associated such tax entry (Customer and Vendor)

Limitations

String Values

  • Text strings must be formatted as UTF-8. Special characters like Danish “Ø” may need to be handled in a special way.
    Note: If a foreign character causes a submission block, you may need to substitute another character, according to Dutch tax authority criteria.
  • The following string values have upper limits:
    • Currency codes (curCode): 3
    • Software (softwareDesc): 50
    • Version (softwareVersion): 20
    • Company registration number (companyIdent): 35
    • Company name (companyName): 999
    • Company registration country (taxRegistrationCountry): 2
    • Company VAT number (taxRegIdent): 30
    • Company, Vendor and Customer Name2 (streetName): 999
    • Company, Vendor and Customer Postal District (city): 50
    • Company, Vendor and Customer Zip Code (postalCode): 10
    • Company, Vendor and Customer Country (country): 2
    • Customer, Vendor Number (custSupID): 35
    • Customer, Vendor Name1 (custSupName): 50
    • Customer, Vendor Attention (contact): 50
    • Customer, Vendor Telephone (telephone): 30
    • Customer, Vendor CommerceNo (commerceNr): 999
    • Customer, Vendor Country ISO Code (taxRegistrationCountry): 2
    • Customer, Vendor Vat Number (taxRegIdent): 30
    • Customer, Vendor Group (custSupGrpID): 35
    • Bank Account Number (bankAccNr): 35
    • Bank Account CDC Number (bankIdCd): 35
    • Account Number (accID): 35
    • Account Description (accDesc): 999
    • Activity Number, Item Number, Job Number, Journal Number (basicID): 35
    • Activity Text, Item Text 1, Job Name, Journal Type: 999
    • Tax Code Name (vatCode): 35
    • Tax Rate (vatDesc): 999
    • Finance Account Incoming Tax (vatToPayAccID): 35
    • Finance Account Outgoing Tax (vatToClaimAccID): 35
    • Transaction Number (various): 35
    • Currency Code (curCode): 3

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

Configure Parameters in Extension.ini File

Parameters in the extension.ini file control the behavior of the Dutch Audit File (DAF). The DAF data export may process a large amount of database records if the customer has many transactions within the fiscal year for which it is run. To handle large amounts of records, the data export processes portions of data and writes them to the file.

It is possible to control how large a portion of data Maconomy is to process. To increase performance, the parameter values may be increased; however, this requires more memory from the system. For example:

Parameter name Description Sample Default Value
dafPageSize The page size is the maximum number of record that are retrieved for every query. filepath.dafPageSize.w220p100=5000 1000
dafFlushSize The flush size is the maximum amount of entries that are stored in memory before they are written in the file. filepath.dafFlushSize.w220p100=2000 1000

You can find a suitable setting that gives good export performance without putting too much strain on the Maconomy system.

XML Tags

Note that the following XML tags have values taken from non-intuitive Maconomy database fields:

  • Web-site (tag website) and Commerce Number (tag commerceNo) take their value from the company’s telefax field.
  • Ensure that values for certain strings satisfy the length criteria. Refer to the Limitations section.

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.