Contents

Basic data

• Allocation tax keys in ACCOUNTING

• Billing codes in INVOICING

• Countries in ORDER

• Options tab in Billing codes

• Tax keys in ACCOUNTING

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Setup of the Allocation tax key program within the EU

CargoSoft has been adjusted to meet specific customers' needs following the EU reorganization of the VAT in 2010.

The entry of necessary tax keys requires two sales tax keys. 
The system distinguishes between companies and private customers.

• Private customers: No changes. The activity location (of the providing company) is decisive for the tax key.

• Contractors: In the EU, the VAT ID no. is the fundamental identifier of companies/contractors. An additional identifier in the address is thus required.

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  • If third country is activated → free of tax (0 %)

  • If third country is deactivated → The location of the service recipient determines the tax liability:

    • Service recipient (=bill-to-party) in another EU country with VAT ID → reverse charge procedure → no taxes (e.g. key 0EU)

    • German service recipient: 19 % VAT

All required sales tax keys must be recorded. Please check the addresses for tax IDs and make modifications as necessary.

In the current CargoSoft version, all new addresses are marked as contractors by default.
Please remove this checkmark in addresses of private customers!

Steps to record the tax keys

The steps to enter tax keys are explained in the following.

The following aspects are taken into consideration:

• Entry of tax keys in the table Allocation tax keys

• Tax key with invoice text

• Maintenance in the address

• Field Third country on the Invoicing tab

• Impersonal account assignment

Bill-to-party in Allocation tax keys table

The table Allocation tax keys in ACCOUNTING is able to distinguish between entries for specific addresses only.

There are two fields for the entry of the address: Account type and address number of the bill-to-party.

Open the search mask in the Allocation tax keys program.

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You can either search for or manually enter the address number.

• When reading the datasets from the allocation tax key table, the program first searches for entries for this specific address. This always takes priority.

Entry of tax keys in the Allocation tax keys table

If you would like to select the entire search result, click Mark all.
Click Accept to confirm.

The search result shows the fields from the search as columns.

Edit mode:

• You can use placeholders for a third country (DL) and the European Union (EU).  
  These placeholders can be used in the fields EU country invoice recipient, Country VAT-ID, Departure country and Import country goods. 

• The entries for the departure and import country can be entered as necessary by every customer.

To enter your own tax table, make a new entry.
Here you can make customer-specific entries.

The screenshow below illustrates the allocation of tax keys and additional fields:

The last fields VAT and Import VAT key are optional and can be entered in the allocation table (provided that financial accounting keys are available).
→ Serves as an orientation point in the tax key allocation.
→ This does not replace the EDI code conversion.

Tax key allocation based on departure and import country anhand → Use in the order

Use in the goods description on the Container tab

On the Container tab (per container in the goods description) you can integrate the fields Country of Destination and Country of Origin by means of the mask editor.

If the billing is performed per container (INVOICING → Options tab in Billing codes → field In FCL shipments enter container number with billing code), the system reads the country from these two fields (Departure country goods & Import country goods) and checks it against the tax allocation table.

Tax key with invoice text

In the basic data you can enter invoice texts corresponding to the tax keys. 

In the Print code field you can enter an additional print code. This simplifies adjustments of the invoice layout.
The invoice text can be entered on the Invoice text tab.

This may require adjusting the invoice layout!

This entry can be made in basic data ACCOUNTING → TAX KEY → Edit tab:

Fields and tabs in the Allocation tax key program in ACCOUNTING:

In the field Print code you can enter a 3-digit tax key in addition to the identification of text that is to be printed on the invoice.
→ The print code consists of alphanumerical characters, e.g. ABC.

On the Invoice text tab you can enter the corresponding text in the language of the invoice or credit note.
Every line may contain a maximum of 100 characters, e.g. language [English] and text [reverse charge].

Maintenance in the addresses

Please note the new Contractor option, which has been implemented in CargoSoft due to the VAT law from 2010.
The Contractor checkbox in new addresses is activated by default, marking this recipient as a contractor.

This checkmark may be removed for private customer. In this case, nothing changes → the activity location (of the providing contractor) is decisive for the tax key.

Extras menu → Addresses → Addresses → General tab→ Sales sub tab:

• If the invoice recipient is not a contractor and the service month of the file comes from the period 201001, the old preallocation of the tax key applies.

• If the invoice recipient is a contractor and the service month of the file is after 2010, the new preallocation of the tax key from the table applies.

The Country-/VAT-ID no. and the corresponding Country-ID should be entered on the Accounting tab.
If the VAT-ID no. is filled in an address, the country code is automatically entered in to the field Country (of the VAT-ID no.).

Extras menu → Addresses → Addresses → Accounting tab → Financial accounting sub tab:

Third country field on the Invoicing tab in the order

The Third country field is located on the Invoicing tab → Voucher header data within an order.

• Whether or not this field is activated depends on the entries in Order data → Header data.

In import orders, the program checks whether the entered place of receipt (country) is outside of the EU.
If the field Place of receipt is not filled, the program checks the port of loading instead.
→ Information about EU and non-EU countries can be found in the CargoSoft country table in the basic data.

In export orders, the program checks the final destination (country of the location code).
If this field is not filled, the port of discharge is checked instead.

The program then checks the address data to determine whether this address is a contractor.
See above in Maintenance in the addresses.