Belgian companies must generate a report to the Belgium government that lists all trade with other Belgian organizations above a minimum amount.

The Yearly Tax Listing Belgium report (29.6.3.5) lists all trade above a minimum amount that one Belgian organization has made with other Belgian organizations.

For details on Global Tax Management and Tax Reports, see QAD Global Tax Management User Guide.

VAT can be declared on AR and AP transactions at either of two stages:

In AR, VAT can be declared at the moment of issuing the invoice to the customer or can be suspended to the moment of receiving the payment from the customer.

In AP, VAT can be declared at the moment of registering the invoice received from the supplier or can be delayed to the moment of issuing the payment to the supplier.

These options apply to all payment types.

The Suspended and Delayed Tax options let you defer the payment of taxes on AR and AP payments. Suspended and delayed taxes are booked initially to dedicated suspended or delayed accounts, and are then booked to normal sales tax accounts when the payment is completed.

Suspended or delayed tax is defined as an option for specific customers or suppliers, and can be applied to all types of payment, including partial payments.

For a description of suspended and delayed tax setup and implementation, see QAD Financials User Guide.

French accounting standards require that GL, AP, and AR transaction data be archived once a year at fiscal year closing. The archive format must be independent of the accounting system in a flat format, such as in .TXT or .CSV.

The data must be archived at a detailed level (vouchers). As a result, several .TXT or .CSV files may be required.

The following reports and log track detailed account activity.

Lists all activity for the selected GL accounts during the selected time frame, grouped by account.

Prints a detailed list of each transaction for a particular GL period.

For each daybook in the report criteria, all detail lines are printed for the specified GL period. Each detail line is followed by the analysis linked to that line.

Lists transactions (in detail or as a summary amount) for a given customer during the selected time period.

Lists transactions (in detail or as a summary amount) for a given supplier during the selected time period.

A German auditing body has officially certified that QAD Enterprise Applications complies with the German Principles of Proper Accounting. The audit was based on the standard Auditing Software Applications (IDW AuS 880) issued by the Institute of Public Auditors in Germany (IDW). The compliance of the software with German Principles of Proper Accounting was based on the following requirements:

The certification was awarded to QAD 2012.1 EE.

Extrastat is the collection of trade statistics for movements of goods between EU and non-EU countries, and Extrastat reporting is mandatory in the Netherlands.

The Extrastat programs and reports are designed to meet this requirement. Extrastat data collection uses the same data as Intrastat for storing information, and you use Extrastat Control (29.22.21.24) to specify additional controls.

Some additional data elements specific to Extrastat are also collected:

For more information on Extrastat setup and implementation, see QAD Intrastat User Guide.

Legal documents are required not only for shipping and receiving transactions, but also for all inventory movements within the company.

The Legal Document option within Shipping Group lets you specify the document format required for each country.

It is possible to create a Document Format for this new document.

Its generation is optional and can occur for all inventory Issuing and Receiving Transactions. The Shipper generation is expanded to other transactions

For more information, see QAD Sales User Guide.

The layout and format of legal documents vary per company. This means that each company must be able to create its own design. Therefore a legal document template is required for each country, which can then be used to generate new documents.

The Legal Document Form Code field in Document Format Maintenance (2.18.13) is a two-digit numeric form code that uniquely identifies a country-specific legal document type. The form code identifies the appropriate printing procedure. The current form code for Poland is 11.

For more information, see QAD Sales User Guide.

If a Legal Document is cancelled, you must reverse inventory transactions and return the original sales orders to their previous status. For this reason, you must be able to postpone the deletion of a fully invoiced sales order, and unconfirm the shipper.

The Days to Retain SO After Invoicing field in Legal Document Control is used to specify the number of days after invoice post a fully shipped sales order can be deleted in Completed Sales Order Delete. Completed sales orders within this time frame cannot be deleted.

The Legal Document Cancel Time Fence field in Legal Document Control is used to specify the number of days after the creation date within which a legal document can be cancelled during shipper unconfirm. Legal documents cannot be cancelled outside this time frame.

For more information, see QAD Sales User Guide.

Use the GL Correction Control (25.13.24) function to select the modules and transaction types for which correction invoices can be created. When you select AR and AP in this program, you enable the customer and supplier correction invoice function, and can create these invoice types as standard.

The Customer Account Activity report (27.17.3) lists all activity on a customer account during the selected period.

The report lists transactions as they happened. The original full invoice amount is displayed, and the report can be displayed with or without an opening balance.

Decree 363/2010 requires that suppliers of electronic invoicing software certify their software with the Portuguese government.

The software must:

Invoice certification lets you mark customer invoices by assigning a unique, encrypted digital signature. Adding a signature uniquely identifies the origin and main properties of an invoice. The Portuguese government has certified QAD Enterprise Financials 2011.1 and higher according to the Decree 363/2010 requirements.

The signature is based on the main properties of the invoice (such as the amount, creation date, and number) and on the signature of the previous customer invoice to ensure that there are no gaps. The invoice certification number assigned to QAD by the local government and the signature are printed on each invoice.

The signature is generated using OpenSSL and a private key. Using the private key and OpenSSL, QAD generates a public key. The private key and public key have a strict one-to-one relationship.The public key is communicated to the Portuguese government where it is used to verify whether the digital signatures on invoices created using QAD Enterprise Financials are valid.

You generate the signatures by running Invoice Post and Print for invoices that originate in the operational modules, or by using Customer Invoice Create to create manual invoices in Financials.

The SAFT format is a commonly accepted file format for exporting accounting data for audit purposes. In Enterprise Financials, the SAFT export for Portugal has been implemented (SAFT-PT).

When you have generated the signature, you cannot change the invoice and the signature. Otherwise, the signature will become corrupt or the signature chain will be broken. Due to the fact that each signature is created using encryption and a private key, you cannot correct invoice signatures if the invoice amount changes.

In order to submit the signatures for review, you must export them to a special audit XML file using Regional Accounting/Tax Data Export (36.5.3).

For more information, see QAD Financials User Guide.

Decree 363/2010 requires that suppliers of electronic invoicing software certify their software with the Portuguese government.

The software must:

Invoice certification enables you to mark supplier invoices by assigning a unique, encrypted digital signature. Adding a signature uniquely identifies the origin and main properties of an invoice. The Portuguese government has certified QAD Enterprise Financials 2011.1 and higher according to the Decree 363/2010 requirements.

Digital signatures can be created on supplier invoices created by ERS. This functionality verifies that the invoice data and sequence in which the invoices are created is not altered after their creation.

In ERS Processor, when you process a supplier invoice, an invoice is created with a digital signature. The data used to create the signature is taken from the current invoice, but the signature of the previous invoice is also included. Signatures are only created for non-initial invoices.

The Supplier Invoice View grid enables you to view the details of the generated digital signature for each invoice.

For more information, see QAD Financials User Guide.

The same requirements apply as for Invoice Certification. See Invoice Certification.

Shipment certification lets you mark shippers by assigning a unique, encrypted digital signature. Adding a signature uniquely identifies the origin and the main properties of a shipper. The Portuguese government has certified QAD Enterprise Financials 2011.1 and higher according to the Decree 363/2010 requirements. Invoice certification is a legal requirement in Portugal. Shipment certification is an extension of invoice certification.

The signature is based on the main properties of the shipper (such as shipper confirm date and signature creation date/time). To ensure that the signatures are consecutive, the signature is generated based on the signature of the previous shipper for the same sequence ID to ensure that there are no gaps. The shipment certification number assigned to QAD by the local government and the signature are printed on each shipper.

The signature is generated and communicated to the local government, as described in Invoice Certification.

To create shippers and mark them by digital signatures, enable shipment certification at domain level, and the system creates the signatures by shipper sequence ID. There must be no gaps in the sequence.

Generate the signatures by confirming the shipper. When the signature has been generated, you cannot change it. When a confirmed shipper is modified for any reason, it does not affect the signature printed. Because each signature is created using encryption and a private key, you cannot correct shipment signatures.

For more information, see QAD Sales User Guide.

In Russia, there is a legal requirement to print the following legal forms to document all inventory movements:

 

The Legal Document option within Shipping Group lets you specify the document format required for each country. Legal document form code 61 is used for Russia.

It is possible to create a Document Format for this new document.

Its generation is optional and can occur for all inventory issuing and receiving transactions. The Shipper generation is expanded to other transactions

For more information on these programs, see QAD Sales User Guide.

It is a Swiss accounting requirement that the total amount of an invoice is rounded to a multiple of 5 Rappen (comparable with 5 cents), where 5 Rappen equals 0,05 CHF or Swiss Francs.

Use the Enable Invoice Rounding Function in Sales Order Accounting Control to define a specific rounding method during invoice post. When this field is set to Yes, the system displays additional frames that let you specify the rounding methods used between combinations of currency and ship-from and ship-to address. You can also specify the appropriate GL account and sub-account used to track rounding differences.

During invoice post, the system then attempts to match the sales order ship-from country, ship-to country, and currency with records defined here. If it finds a match, the invoice amount is rounded up or down based on the associated method (defined in Rounding Method Create). Positive or negative amounts that result from rounding are posted to the specified account and sub-account.

For more information, on Sales Order Accounting Control, see QAD Sales User Guide.

UK Reverse Charge VAT accounting rules apply to the sale and purchase of a specific range of goods and apply to sales invoices. A Reverse Charge Sales List must be available in electronic format (of specific government format), and it must be possible to send this information to HMRC electronically, including for test purposes. The information must be available in paper report form to support the entry of this information via a web-based form.

The Domestic Reverse Charge field in Tax Rate Maintenance lets you define a zero tax rate for reverse charged items. Tax records generated for rates with this field selected are then included in the Reverse Charge Sales List Report (UK) (29.6.3.9). Refer to Tax Rates and to Domestic Reverse-Charge Taxes in QAD Global Tax Management User Guide for more details.