A country-specific update for Spain: Microsoft Dynamics AX 2012 R3 integration with VAT management system based on Immediate Supply of Information (SII)

Introduction

According to the new legislation changes in Spain (Real Decreto 596/2016, de 2 de diciembre), a new VAT management system based on Immediate Provision of Information (SII system) allows a two-way, automated and instant relationship between the AEAT and a taxpayer. The SII system basically consists of the electronic delivery of the invoices so that, the different Registration Books will be configured, practically in real time. Almost all the companies in Spain will be obliged to send information on their invoices to AEAT since July 1^st 2017. A general deadline of four days for electronic remittance of information from the date of issuance of the invoice, or from its accounting registration (excluding Saturdays, Sundays and national holidays) is established. However, during the first half-year of the SII, taxpayers will have a period for sending information that will be eight days (also excluding Saturdays, Sundays and national holidays).

According to the new legislation changes it is required:

• Maintenance of invoices register with additional statuses for export/import.

• Required input formats generation in XML.

• Additional setup for automatic files sending and receiving.

• Sending generated XML file.

• Receiving a response XML file and appropriate update of invoices that were sent.

To meet this new legislation changes requirements in Microsoft Dynamics AX there was implemented a new functionality SII Register. This functionality lets users to:

• Set up specific SII web-service certificate that should be used to automatically transmit data directly to the Authority.

• Set up additional parameters needed to automatically fill in the appropriate XML reports.

• Maintain a register of invoices to support the process of transmission and re-transmission and receiving a response the following schemas: Customer invoices, Vendor invoices, Intra-community invoices, Customer payments, Vendor payments.

• Automatically generate and send XML reports to the SII system in the format of the following schemas: Customer invoices, Vendor invoices, Intra-community invoices, Customer payments, Vendor payments.

• Automatically receive and interpret responses from the SII system.

• Store and review all the transmitted and received XML reports.

Overview

This document is a guidance for users of Microsoft Dynamics AX 2009 SP1, AX 2012 RTM, AX 2012 R2, AX 2012 R3.

This guidance describes how to set up and use Microsoft Dynamics AX to interact with the SII system according to the new legal requirements.

The document includes two parts:

• Setup

• SII register.

The Setup part describes how Microsoft Dynamics AX should be set up to let SII register work correctly.

The SII register part describes how to work with Microsoft Dynamics AX to interact with the SII system (SII official website.).

Setup

To get Dynamics AX ready to work with SII you need to do the following setup:

• Install your Company’s SII certificate (non-AX side)

• Certificate purposes

• Certificate for SII in AX

• SII register services

• Legislative types

• Customers and Vendors Registration IDs

• Customer special scheme codes

• Vendor special scheme codes

• Property locations

• Financial reasons

• Intra-Community transactions setup

• Exclude negative Sales tax percentage from SII register

Install your Company’s SII certificate (non-AX side)

To let Microsoft Dynamics AX automatically transmit files to SII system you should first install the SII certificate of your Company in the operation system of the machine (computer) from which you are going to transfer files.

To do so you may use the following instruction as an example:

Certificate purposes

When you have managed to install the SII certificate of your Company on the machine, enter Microsoft Dynamics AX and set it up to work with SII register.

First, open Certificate purpose (General ledger > Setup > Certificate purpose) and add 2 records:

• "ES SII send", "SII reporing - sending"

• "ES eInvoice sign", "ES eInvoice signature creation"

Then, open Parameters (Accounts receivable > Setup > eInvoices > Electronic invoice parameters) and set up Certificate > Purpose to "ES eInvoice sign". This step doesn’t relate to SII register directly, but it is needed to let eInvoice functionally work correctly after the update.

SII certificate of your Company need to be set up in General ledger parameters of your AX company. To do so, open General ledger > Setup > General ledger parameters, find Reporting group on Ledger tab and set up SII certificate purpose to "ES SII send".

Certificate for SII in AX

To set up certificates that you previously installed in the operation system of the machine in AX, open General ledger > Setup > Certificates form. Certificates can be differentiated by their purpose (for eInvoice signature creation or for SII reporting authentication). Certificates without Purpose selected are assumed to be universal. Certificates can be assigned to a particular user or to the whole company. a. Certificates can be temporarily disactivated.

Example:

According to this example, all electronic invoicing for Spain will be signed with certificate C1, certificate C2 is not used (temporarily disactivated), SII reporting performed by John Doe will be performed using certificate C4 and the rest SII reporting will be performed using certificate C3.

SII register services

To let Microsoft Dynamics AX automatically send reports generated according to different XML schema types you need to set up SII register services. To do so, open General ledger > Setup > Sales tax > Spain > SII register services form and add lines:

Consult the official SII web site to get actual Internet address for sending appropriate types of schemes.

Legislative types

To generate correct XML reports you need to set up correct tax identification for your Company and all your customers and vendors. To make it possible you need to set up first additional Legislative types in AX. To do so, open General ledger > Setup > Sales tax > Legislative tax.

The following new Legislative types were added for Spain:

For example, add a line like:

Customers and Vendors Registration IDs

To generate correctly all types of SII XML schemes you should set up Registrations IDs for:

• Company NIF

• All Customers

• All Vendors

Customer special scheme codes

To correctly generate XML schemas for customers invoices you should set up Customer special scheme codes. To do so, open General Ledger > Setup > Sales tax > Spain > SII Customer special scheme code. Add special scheme codes that are applicable for your company’s customers. According to this setup the values will be used as default values for customers invoices in SII register. The corresponding value will be taken on automatically creating of new invoice in the SII register. After a new invoice was added into the SII register, a user will be allowed to change the value manually for each invoice. You may set up a special scheme code for all customers, for group of customers or for a particular customer. The following values of Special scheme code or effect on invoices issued are applicable for SII system:

Vendor special scheme codes

To correctly generate XML schemas for vendor invoices you should set up Vendor special scheme codes. To do so, open General Ledger > Setup > Sales tax > Spain > SII Vendor special scheme code. Add special scheme codes that are applicable for your company’s vendors. According to this setup the values will be used as default values for vendor invoices in SII register. The corresponding value will be taken on automatically creating of new invoice in the SII register. After a new invoice was added into the SII register, a user will be allowed to change the value manually for each invoice. You may set up a special scheme code for all vendors, for group of vendors or for a particular vendor. The following values of Special scheme code or effect on invoices received are applicable for SII system:

Property locations

For Customer invoices with Special scheme code (ClaveRegimenEspecialOTranscedencia) value equal to 13 or 14 or 15 the Property location should be setup. According to the official documentation the following Property location values are applicable:

To set up Property location, open General Ledger > Setup > Sales tax > Spain > SII Property location. Then the corresponding values will be available to set them up to the invoices in the SII register.

If no Property location value was set up to a customer invoice with Special scheme code equal to 13 or 14 or 15, then SituacionInmueble tag will be filled in with value “1” by default.

Financial reasons

According to the official SII documentation each (customers and vendors) invoice should be sent to the SII system with a mandatory indication of its type (TipoFactura tag). By default, for all the invoices this tag will have a value “F1”.

According to the official documentation SII system suppose that a (customers and vendors) invoice may be a kind of correction of a previously registered in SII invoice due to one of the following reasons (that are applicable to Microsoft Dynamics AX):

Besides that, a Vendor invoice may have the following additional specific types that are applicable to Microsoft Dynamics AX:

To meet this requirement for Spain an existing functionality of Financial reasons was extended for the following documents:

• Sales order

• Free text invoice

• Purchase order

• Projects

• AP journal

• GL general journal

Thus, on invoice creation from all types of AX document where it is possible to create an invoice, user may set up a specific reason for an invoice. This reason will be transmitted with the invoice to the SII register. SII register functionality let user to change the reason manually if needed.

To set up Financial reasons, open:

• Organization administration > Setup > Financial reasons

• Accounts receivable > Setup > Customers > Customer reasons

• Accounts payable > Setup > Vendors > Vendor reasons

The Financial reasons was extended with two additional field:

• Invoice type – to set up a specific code applicable for SII system

• SII code description – to enter a description

If an invoice or a credit note does not correspond to a particular code (R1, R2, R3, R4, F5, F6) user may leave the field Reason on invoice black. Then the invoice will be transmitted with TipoFactura equal to F1 or F2 (simplified invoice). If a user fill in a Reason field on invoice or a credit note creation with another value (not equal R1, R2, R3, R4, F5, F6) invoice will be transmitted with TipoFactura equal to F1 or F2 (simplified invoice).

On Customers and Vendors invoices schemes generation the following invoice type identification algorithm is implemented:

Intra-Community transactions setup

To generate correctly XML report on Intra-community scheme, Intra-Community transactions setup should be done. According to the official SII documentation the following values are applicable:

To do Intra-Community transactions setup, open General Ledger > Setup > Sales tax > Spain > SII Intra-Community transactions setup form and add lines according to your company’s customers and vendors peculiarity. The values you set up will be used by AX on Intra-community scheme generation to fill in TipoOperacion tag. You may set up corresponding values for all, groups or particular Customers and Vendors.

Exclude negative Sales tax percentage from SII register

If in your AX company several types of tax are set up, you can include or exclude from SII register invoices with tax transactions Sales tax code of which is set up as “Negative tax percentage”. To do so, use General ledger > Setup> General ledger parameters > Reporting Negative sales tax percentage check box.

If Negative sales tax percentage check box not marked in General ledger parameters then :

- on Add records function invoices that have only tax transactions with Negative sales tax percentage will not be added into the SII register.

- on Send and Re-send function tax transactions by a Sales tax codes with unmarked Negative sales tax percentage will only be include into the XML report.

SII register

To work with VAT management system based on Immediate Supply of Information (SII) for Spain in Microsoft Dynamics AX use General Ledger > Periodic > Sales tax payments > Spain > SII register.

Fields description:

The following functions can be done in the SII register:

• Add records

• Send

• Re-send

• Status

• Review communications

• Invoice journal

Add records

Use this function to automatically update SII register by adding in it new invoices. To do so, click Add records button on the Menu of the SII register form. You can customize which invoices should be added to the register by clicking the Select button. If there are some invoices date of which are in the future, these invoices will be added to the SII register as well, but SII system will reject them until the current date becomes equal or later then invoice date.

Use Ctrl+F3 to set up filters on SII register form.

Use Ctrl+G to set up filters on columns of register.

Add records function works for all types of invoices at the same time:

• Customer invoices

• Vendor invoices

• Intracommunity operations

• Customer payments

• Vendor payments

Send

Use Send function when you want to create and send an XML report to SII system.

To do so, click Send button on the SII register form Menu. Use Select button to set up query according to which the XML report will be generated. For example, if you want to send a particular invoice, you can add a line to the Range grid, select in Field column Reference and in the Criteria column particular invoice reference.

Click OK button on the dialog form to let AX generate XML report according to criteria set up by Select button and send it to the SII system. The response from the SII system will be received and interpreted by AX automatically just after the XML report will be sent to SII system.

You can set up SII reporting to work in batch regime. To do so, use Batch tab on Send SII register report form by Send function.

Re-send

Invoices that were already sent and have Status equal to Accepted or Accepted with errors can be re-sent to SII system. To do so, use Re-send button on the SII register Menu.

The dialog form of the Re-send function has the same options as Send function.

Status

It an invoice in the SII register is in status Created or Rejected user can manually change the status to Excluded to optimize queries and work with the register. To do so, use Status > Excluded button. An Excluded invoice status can be manually changed to Created with the same button Status > Created.

Review communications

AX stores all the sent to SII system XML reports and receiver from SII system responses. You can review all the sent and received XML files correspondent to the selected invoice. To do so, click Review communications button on the SII register Menu.

Review communications form fields description:

Invoice journal

Use this function to open Invoice journal line for the selected invoice.

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