A country-specific update for Spain: Collections in cash report generation and transmission via SII register functionality on Microsoft Dynamics AX 2012 R3, AX 2012 R2, AX 2012 and AX 2009 SP1

Applies to: Dynamics AX 2012 R3Microsoft Dynamics AX 2009 Service Pack 1

Introduction


According to the legislation changes in Spain (Real Decreto 596/2016, de 2 de diciembre), a 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 documents, so that the different Registration Books will be configured, practically in real time.

To meet this 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, re-transmission and receiving a response the following documents types: Customer invoices, Vendor invoices, Intra-community invoices, Customer payments, Vendor payments.
  • Automatically generate XML reports 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 in regard to the schemes mentioned above.
  • Store and review all the transmitted and received XML reports.

To get more detailed information about the SII functionality in AX, see the following KB articles:

AX version

KB article

Microsoft Dynamics 365 for Operations

4033506

Microsoft Dynamics AX 2012 R3

4025232

Microsoft Dynamics AX 2012 R2

4025184

Microsoft Dynamics AX 2012

4025184

Microsoft Dynamics AX 2009 SP1

4025184

According to the official SII documentation, companies in Spain should transmit to the SII system with some reports on annual basis as well. In scope of implementation of integration with SII system in Microsoft Dynamics AX, there was implemented a generation of Collections in cash report. The Collections in cash report should be transmitted to the SII system on annual basis in the begging of each calendar year for the previous calendar year, and it should include information about amounts of over 6,000 euros received in cash from the same vendor for transactions carried out during the calendar year.

Overview


To meet Collections in cash report requirements in Dynamics AX, there were implemented the following functionalities:

  • The Spanish collections in cash reports to provide preprocessing of data about amounts in cash.
  • SII register extension to provide possibility of adding registers based on the Spanish collections in cash reports preprocessed data to the SII register, generation of XML report according to Collections in cash scheme, sending generated XML files to the SII system, getting and parsing response from the SII system.

This document describes how to set up and use Microsoft Dynamics AX to transmit data about collections in cash to SII system.

The document includes three parts:

Setup;

Spanish collections in cash reports data preprocessing;

SII register usage to transmit Collections in cash.

The "Setup" part describes how Microsoft Dynamics AX should be set up to do data preprocessing and XML report generation and transmission to SII system web-service.

The "Spanish collections in cash reports data preprocessing" part includes the description of a data preprocessing before it should be aggregated to the XML report.

The "SII register usage to transmit Collections in cash" part describes how to work with SII register to get the Collections in cash report transmitted to SII system.

Setup


This paragraph includes description of the setup needed for Collections in cash report generation. It is supposed that SII register is already installed and the related to certificates and its usage setup done in the system and in AX.

To generate Collections in cash report in Dynamics AX, the following setup should be done:

Setup Cash ledger accounts

Setup SII register services

Setup Cash ledger accounts

To let AX select for Collections in cash report particular customers payment transactions related to cash, you need to setup Main accounts on which these transactions are reflected in AX. To do so, open General ledger > Setup > Sales tax > Spain > Cash ledger accounts:

This image shows you how to setup main accounts.

This is not a new setup form. This form was previously used to the same purpose for 347 form.

You need to setup Cash ledger accounts as it was done before for 347 form.

Setup SII register services

To let Dynamics AX automatically transmit Collections in cash report to SII system, specific SII register service should be set up. To do so, open General ledger > Setup > Sales tax > Spain > SII register services.

This form is used to setup all the web services for SII system. You need to select the line with Type = "Collections in cash" and setup the related address in the Internet address column.

 

Spanish collections in cash reports data preprocessing


Before reporting Collections in cash data, the related amounts should be aggregated in the system. To do so, open General ledger > Periodic > Sales tax payments > Spain > Spanish collections in cash reports.

Each Collections in cash report should be created and reported for one calendar year. Click Generate button on main menu of the Spanish collections in cash reports form to create a report for a year.

This image shows you how to create a report for a year.

Enter a year you are going to report Collections in cash in the Fiscal year field and set up a Minimum amount of payments in cash in the related field. Click the OK button to start report generating.

When generating of a Collections in cash report is completed, you can review the created report lines. To do so, click the Lines button:

This image shows you how to review the created report lines.

You cannot delete a created Collections in cash report. But you can start generation function for an already created report. When you start a Collections in cash generation for already created report amounts for each Customer in, it will be updated according to the currently registered data in the data base. If some previously settled amounts are reversed and an amount in cash by a customer should not be reported any more, then the related line will be deleted from the report. At the same time, if some additional settlement were by a customer were done in the selected year, then this customer will be added to the report with the related amount in cash.

Note When there are reports for several years, re-generation of a report for an earlier year may cause that information in the later year becomes not valid. AX does warning about this but doesn’t forbid doing this. If you expect some changes in a report for later period, you will need to re-generate it also.

SII register usage to transmit Collections in cash


To report Collections in cash to the SII system, an existing SII register functionality (General Ledger > Periodic > Sales tax payments > Spain > SII register) was extended with additional register type – Collections in cash.

Adding Collections in cash records

To add to the SII register lines of Collections in cash type, use Add records button. This function will add lines from an existing Spanish collections in cash report for the selected period. The initial SII register line status on lines adding is "Created".

Send Collections in cash report

Use Send function when you want to create and send a Collections in cash 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 create and send Collections in cash report only set up in Type field Collections in cash value to sort out line of this type to be reported.

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.

Re-send

Collections in cash lines that were already sent and have Status equal to Accepted 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

If a Collection in cash line 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 Collection in cash. To do so, click Review communications button on the SII register Menu.

Collections in cash report

Use this function to open related Collections in cash report line.

How Collections in cash report impacts on SII register lines


It is obvious that lines in SII register of Collections in cash type related with Collections in cash report lines.

To maintaining data integrity between these two interfaces, AX monitors changes in Collections in cash report and automatically reflect changes as following:

Action in Collections in cash report

Reflection in SII register

On Generation function, an amount in cash was updated.

If there is a related SII line which was already Registered, then its status will be reverted to Modified. That means that this register has to be re-sent.

On Generation function, a report line was deleted.

If there is a related SII line which was already Registered, then its status will be reverted to Pending cancel. That means that you should delete related record in SII system data base, and the update this line status to Canceled using Status > Cancelled function.

On Generation function, a report line was added.

This will be a new line in SII register. Use Add records function to add it to the register.

To maintaining data integrity, lines in Collections in cash report cannot be deleted manually.

Additional information


This hotfix implements an updated algorithm of Intra-community invoices identification on Add records function (General Ledger > Periodic > Sales tax payments > Spain > SII register).

Initially, Intra-community invoices identification algorithm was based on Intra-community parameter in Sales tax group based (KB4025232 or KB4025184). Then, the algorithm was updated by identifying Intra-community invoices according to Foreign trade parameters > Country/region properties = "EU" (KB4040316).

The current hotfix delivers a new update of this algorithm. The new algorithm covers the requirements of Intra-community invoices identification by the combination of the following criteria:

  • Marked Intra-community parameter in Sales tax group (General Ledger > Setup > Sales tax > Sales tax group).
  • Foreign trade parameters > Country/region properties = "EU" (Organization administration > Setup > Foreign trade > Foreign trade parameters).
  • a counterparty should be included into SII intracommunity setup (General Ledger > Setup > Sales tax > Spain > Intra-Community transactions setup).

Hotfix information


How to obtain the Microsoft Dynamics AX updates files

This update is available for manual download and installation from the Microsoft Download Center.

Prerequisites

You must have one of the following products installed to apply this hotfix:

  • Microsoft Dynamics AX 2012 R3
  • Microsoft Dynamics AX 2012 R2
  • Microsoft Dynamics AX 2012
  • Microsoft Dynamics AX 2009 SP1

Restart requirement

You must restart the Application Object Server (AOS) service after you apply the hotfix.
If you are encountering an issue downloading, installing this hotfix, or have other technical support questions, contact your partner or, if enrolled in a support plan directly with Microsoft, you can contact technical support for Microsoft Dynamics and create a new support request. To do this, visit the following Microsoft website:
 
 
You can also contact technical support for Microsoft Dynamics by phone using these links for country specific phone numbers. To do this, visit one of the following Microsoft websites:
 
Partners
 

https://mbs.microsoft.com/partnersource/resources/support/supportinformation/Global+Support+Contacts

Customers
 
 
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