Standard Audit File - Tax (Data Export)

This section describes the fields and actions on the Standard Audit File-Tax (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

It is a statutory requirement in Norway and other EU countries to use the Standard Audit File-tax (SAFT) requirements to export various types of accounting transactional data in XML format. The Norwegian SAFT report meets this requirement and exports Maconomy data in XML format. The exported data include general ledger entries, customer and supplier transactions, and the necessary master data.

The use of Maconomy's Tax Settlement functionality must be in place for the Tax Information details to populate in the report, as required by the Norwegian SKAT (Skatteetaten).

• The mapping fields must be filled in the appropriate dialogs, as provided. For example, the <Company> attribute means that the Company Information card has certain fields that must be completed, such as the Company Registration No. field.
• Header information is populated via selection criterion or other means. You do not need to do anything for this area.

• Most of the fields are filled with data in the system. To confirm this, double-check each line to ensure that the fields are populated and correct data are extracted in the report.

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 » Norway » Standard Audit File-Tax (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

Prompt	Description	Mandatory
Company Header No.	Only information of the company on the header. If no tax reporting unit is specified, only include entries from the specified company.	Yes
Tax Reporting Unit	Only include entries for companies that use the specified tax reporting unit.	No
Year-Period	Only include entries within the specified year-period range.	Yes
Chart of Accounts Type	Choose to only include Global or Local accounts.	Yes
Header Comment	Add comments to the exported XML file.	No
Include all Master Data	Select to include all company customers and suppliers regardless if there are no transactions on the specified date range.	No
Show Fiscal year-period in Selection Criteria	Select to switch from selection criteria dates to fiscal year-periods in the <SelectionCriteria> field on exported the XML file.	No
Tax Information Setup
Tax Settlement No.	Only include entries within the specified tax settlement number range. If the Tax Settlement No. range is provided, the report displays complete tax information for the specified country, year-period, and tax settlement numbers. If the field is left blank, the report covers all tax settlement entries for the specified country and year-period, regardless of tax settlement numbers.	No
Show EU Acquisition Entries	Select to display the entries separately, or clear to display 0 (zero) which is the summative value of the entries.	No

Analysis Table Dimensions

Note: Select dimensions to include on the exported XML file. Checking more than three dimensions could affect system performance.

Field	Description
Employee No.	Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.	No
Job	Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.	No
Location Name	Select this to include this dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.	No
Entity Name	Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.
Project Name	Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.
Purpose Name	Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.	No
Spec. 1 - 10	Use these fields to enter other specs as needed. Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.	No
Local Spec. 1 - 10	Use these fields to enter other local specs as needed. Select the checkbox to include the dimension in the report. Specifying a value in the Override Name field replaces the name Maconomy uses for this dimension.	No

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 » Norway » Standard Audit File-Tax (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 Header No. field, enter or search for the company you want to report on.

     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

Not applicable for this report.

Report Description

Export Fields and Descriptions

The system generates the xml file in the format:

SAF-T Financial_<company number>_<date/timestamp>.xml

Refer to the Appendix for the NSAFT field mappings.

Limitations

Tax Codes With the Same Name

NSAFT is unable to handle tax codes and G/L tax codes that have the same name. If this occurs, NSAFT takes the details such as Country ISO code from the Tax code and not from the G/L Tax code, and this could result in bookkeeping issues. As such, we highly recommend you use different tax code names for Tax Code and G/L Tax Codes.

Tax Settlement Types

The NSAFT report is limited to include only the following Tax Settlement types:

• Tax Receivable
• Tax Payable
• EU Acquisition

TaxCode Uniqueness Requirement

Deltek Maconomy customers in Norway typically have their VAT setup going across multiple countries for tax codes such as the Norge 0% Export rates. NSAFT only shows the first instance of the tax code in this case.

As a result of this setup, you see the following extract in the SAF-T XML Output:

<TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>SE</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>GB</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>DK</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>FR</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>BE</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>FI</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                   <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>US</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>
                    <TaxCode>Norge Exp</TaxCode>
                    <Description>NO - 12. Norge export försäljning</Description>
                    <TaxPercentage>0.00</TaxPercentage>
                    <Country>DE</Country>
                    <StandardTaxCode></StandardTaxCode>
                    <BaseRate>100.00</BaseRate>
                </TaxCodeDetails>
                <TaxCodeDetails>

In each instance, the TaxCode is Norge Exp (Norge Export) and there is no uniqueness as required by SKATT to differentiate each code. However, only the first instance of the tax code is included in the report so keep this in mind when configuring the tax codes.

Companies With Same Tax Settlement Unit

When exporting for multiple companies with the same tax settlement unit but different chart of accounts type, the following limitation applies:

Scenario:

• Companies under the selected Tax Settlement Unit is a mix of Global and Local Accounts. For example, Company 1 uses global accounts while Company 21 is using Local Accounts.

Issue:

• GL Entries will not match Master Data.

Reason:

GL Entries are filtered by either Global or Local Charts of Account Type. However, there is no filter like this for Vendors and Customers. This will result in having more vendors and customers displayed on the <MasterFiles> compared to the entries shown under <GeneralLedgerEntries>.

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:

• Configure Sequence Numbering
• Create a Reporting Structure
• Email Notification Setup
• Import Files (Optional)
  • Import Bank Account Numbers for Customers
  • Import SWIFT Code for Customers and Vendors
• Option List Setup
• Override Tax Code Names (Optional)
• Provide SKATT with Analysis Code Usage (Optional)
• Tax Table Setup
• Map Company Information Fields to Supplements

Configure Sequence Numbers

To configure sequence numbers:

1. Go to Reference Workspaces » General Ledger » Set-Up » Sequence Number Criteria.
2. Enter or select the company to configure.
3. In the Seq. No. Assignment card, complete the following fields using the following sequence number criteria to maintain the uniqueness of the <RecordID>:
   • Sequence Numbering = By Entry
   • New Sequence per
     • Period = unchecked
     • Transaction Type = unchecked
   • Length of Sequence No. - What you add here depends on the length of the company numbers. This affects the value of the combined sequence number, since the format is: <Year><Company No.><Sequence No.>. NSAFT requires that the total characters/digits for combined sequence number has a maximum of 18 characters, otherwise it is truncated.
4. In the Seq. No. Accounts card, add a range of local accounts that will be assigned with sequence number.
   Note: You must add at least one line even if the row is empty.

Create a Reporting Structure

The reporting structure determines the format of account headers and subtotals of the report.

To create a reporting structure:

Part 1: Create Option List

1. Go to Setup » System Setup » Option Lists.
2. Click + New Option List to open the Create Option List dialog box.
3. In the Option List No. field, enter Finance.

   (Optional) Provide a description for the option list.

4. Click Create Option List.
5. On the Options table, click the Add icon.
6. In the Name and Description fields, enter how you want to identify and describe the option, for example:
   • Name — NSAFT
7. Click Save.

Part 2: Create Reporting Structure

1. Go to Reference Workspaces » Set-Up » Reporting » Reporting Structures.
2. Click + New Reporting Structure to open the Create Reporting Structure dialog box.
3. Provide a Name and Description, select a Type (or dimension), and input the following settings:
   • Option List — Finance
   • Selected Value — NSAFT
     Note: Select the values entered in the Create Option List section.
4. Click Create Reporting Structure.
5. (Optional) Insert group headers and subgroup headers to provide the desired account structure, and you can also include a small subset of accounts. The reporting structure works as a filter on accounts in addition to providing a hierarchical structure. Click Save.

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.

Import Files (Optional)

Import Bank Account Numbers for Customers

The Bank Account No. field is an optional field from Maconomy that you can leave empty for the Norway SAFT report. This field is not visible in the standard layout in the Customers workspace. To use the Bank Account No. field, you must create an import file to fill the field with bank account numbers.

Note: The import file is only applicable in the Customers workspace.

To add bank account numbers:

1. Create a tab-separated data file with customer information in the following format:

   Customer:Format	CustomerNumber	Name1	Country	BankAccount
   Customer	10030	Statoil ASA	Norway	123456789

2. In Maconomy, go to Reference Workspaces » Import » Customer » Import Customers.
3. On the Import Customers tab, select the Internal Names, Progress Bar, and Logging check boxes.
4. Click Import.
5. Select the data file and click Ok.
6. Go to Accounts Receivable » Customers workspace, click the Settings icon.
7. In the Available columns field, select Bank Account. No. and move it to the Visible columns by clicking the Arrow icon.

   The values you imported (bank account numbers for customers) display in the table.

Import SWIFT Code for Customers and Vendors

SWIFT Code is not a visible field in the standard layout in the Customers and Vendors workspaces. You must use an import file to fill this field with bank account numbers.

To add SWIFT code:

1. Create a tab-separated data file with SWIFT code information in this format:

   Customer:Format	CustomerNumber	Name1	Country	SWIFTCode
   Customer	4470377113	Nice Home Ltd.	United Kingdom	192020393

2. Open the Customers or Vendors workspace:
   1. Go to Reference Workspaces » Import » Customer » Import Customers to import the SWIFT code values into the Customers workspace.
   2. Go to go to Reference Workspaces » Import » Vendor » Import Vendors to import SWIFT code into the Vendors workspace.
3. Select the Internal Names, Progress Bar, and Logging check boxes.
4. Click Import.
5. Select the data file and click Ok.
6. Customize the layout to display the SWIFT column and values in the Customers and Vendors workspaces:
   1. Go to Accounts Receivable » Customers workspace.
   2. Go to Accounts Payable » Vendors workspace.
7. Click the Settings icon.
8. In the Available columns field, select SWIFT and move it to the Visible columns by clicking the Arrow icon.

   The values you imported (SWIFT codes) display in the table.

Option List Setup

Standard Tax Codes

This data export uses an option list to map Maconomy tax codes with the Standard Tax Codes provided by the tax authority.

To create the mapping, follow these steps:

1. Go to Setup » System Setup » Option Lists.
2. Click + New Option List to open the Create Option List dialog box.
3. In the Option List No. field, enter NSAFT.

   (Optional) Provide a description for the option list.

4. Click Create Option List.
5. On the Options table, click the Add icon and enter the following:
   • In the Name field, enter the tax code name.
     Note: The Name must match the Tax Code name in Reference Workspaces » General Ledger » Tax » Tax Codes (or G/L Tax Codes) workspace
   • In the Remarks 1 field, enter the corresponding standard tax code.
6. Click Save.

Tax Code Names for Incoming and Outgoing VAT

Assign different tax code names to distinguish between incoming VAT (or G/L Tax Code) and outgoing VAT (or Tax Code) values. For example:

• Incoming VAT: 25% NSAFTVAT-GL
• Outgoing VAT: 25% NSAFTVAT

You must set the option list name to NSAFT-GL and add the incoming VAT code name to this option list. Configure tax code names in Reference Workspaces » Set-Up » Set-up » Option Lists.

Voucher Types

To create mapping of transactions to voucher types:

1. Go to Setup » System Setup » Option Lists.
2. Click + New Option List to open the Create Option List dialog box.
3. In the Option List No. field, enter NSAFT-Vouchers.

   (Optional) Provide a description for the option list.

4. Click Create Option List.
5. On the Options table, click the Add icon and enter the following:
   • In the Name field, enter Transaction Type.
   • In the Remarks 1 field, enter Voucher Type.
   • In the Remarks 2 field, enter Voucher Description.
   Note: Available voucher types include: IF, UF, Div, B, and A.

   Available voucher descriptions are as follows:

   • Inngående faktura
   • Utgaånde faktura
   • Diverse
   • Bank
   • Annet
6. Click Save.

Note: Unmapped transaction types used in finance entries are listed in the Result Log tab of the Background Task workspace.

(Optional) Override Tax Code Names

Character limits by version are as follows:

• 2.5.3 and below: 9
• 2.5.4 and above: 35

In situations where the tax code name exceeds the character limit, a setup is provided to override the tax code names to avoid truncation which could result in seemingly duplicating the <TaxCode>.

To override the tax code name:

1. Go to Setup » System Setup » Option Lists.
2. Locate and select NSAFT, which is used for mapping standard tax codes.
3. In the Remarks 2 field, add the new tax code name.
4. Save and rerun the NSAFT data export.

Provide SKATT with Analysis Code Usage (Optional)

It may be helpful to include company identification in the header, or information regarding the use of the dimensions, such as department for location dimension. Including this information in the header provides SKATT with a description of the analysis code usage.

Example

<Header>
<HeaderComment>AnalysisType S1 is used as Department</HeaderComment>
<TaxAccountingBasis>A</TaxAccountingBasis>
<UserID>redacted</UserID>
</Header>
<AnalysisTypeTable>
            <AnalysisTypeTableEntry>
                <AnalysisType>S1</AnalysisType>
                <AnalysisTypeDescription>Spec1Name</AnalysisTypeDescription>
                <AnalysisID>11</AnalysisID>
                <AnalysisIDDescription>Engineering</AnalysisIDDescription>
            </AnalysisTypeTableEntry>
</AnalysisTypeTable>
<GeneralLedgerEntries>
        <NumberOfEntries>1</NumberOfEntries>
        <TotalDebit>41762.84</TotalDebit>
        <TotalCredit>41762.84</TotalCredit>
        <Journal>
            <JournalID>302</JournalID>
            <Description>Invoice</Description>
            <Type>AR</Type>
            <Transaction>
               <!-- transaction details removed for readability -->
                <Line>
                    <RecordID>1</RecordID>
                    <AccountID>5220</AccountID>
                    <Analysis>
                        <AnalysisType>S1</AnalysisType>
                        <AnalysisID>11</AnalysisID>
                    </Analysis>

Tax Table 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.
3. (Optional) In the Reference Workspaces » General Ledger » Tax » Tax Tables (or G/L Tax Tables) workspace, use the Period From field and/or the Period To field to specify the effective dates for the tax codes.
4. Click Save.
   Note: Ensure that the G/L Tax Table and Tax Table fields have unique numbers.

• G/L Tax Table - Evaluates data from <MasterFiles>/<TaxTable>. In case of duplicate G/L Tax Codes, only the first instance of the tax code is displayed. Add all tax codes used in the general ledger entries to the tax table, otherwise it is not shown in the master files. The Tax Code, Period From and Period To are taken from G/L Tax Table, and the rest of the information is taken from G/L Tax Code setup.
• Tax Table - Evaluates data from <MasterFiles>/<TaxTable>. In case of duplicate Tax Codes, only the first instance of the tax code is displayed. Add all tax codes used in the general ledger entries to the tax table, otherwise it is not shown in the master files. The Tax Code, Period From and Period To are taken from Tax Table, and the rest of the information is taken from Tax Code setup.

Map Company Information Fields to Supplements

The report maps the following company information to supplement fields:

Text

• Company email address
• IBAN
• Bank account number
• Tax Entity

Date

• Tax Verification Date

You can import a supplement file (if provided) through the Reference Workspaces » Import » Basics » Import Supplements workspace or manually create the supplement if needed.

To create a Supplement Type:

1. Go to Reference Workspaces » Set-Up » Note » Supplement Types.
2. Select New Supplement Type.
3. In the Name field, provide a name for the supplement. For example, BPM [Country] Company.
4. In the Area field, select Company BPM.

   (Optional) Provide a description for the supplement type.

5. Go to the Texts card, enter the corresponding text in the following fields:
   • Text 1 Title - Company email address
   • Text 2 Title - IBAN
   • Text 3 Title - Bank Account No.
   • Text 4 Title - Tax Entity
6. Go to the Dates card, enter the corresponding text in the following field:
   • Date 1 Title - Tax Verification Date
7. Click Save.

To create a Supplement:

1. Go to Reference Workspaces » Set-Up » Note » Supplements.
2. Select New Supplement.
3. In the Supplement Type field, select the supplement type for the company (for example, BPM [Country] Company created in the previous section).
4. Click Create.
5. In the Name field, provide a name for the supplement.
6. Enter company data in the corresponding fields under the Texts and Dates cards.
7. Click Save.

To map a Supplement to a Company:

1. Go to in General Ledger » G/L Cockpit » Companies » Company Home.
2. Select the Additional Information tab and go to the Miscellaneous card.
3. In the BPM field, select the supplement created for the company.
4. Click Save.

External Setup

Not applicable for this report.