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User Guide

SAF-T Starter Solution for Poland

SAF-T (PL) Customizing and Execution

User Guide SAF-T Starter Solution for Poland SAF-T (PL) Customizing and Execution © 2016 SAP AG

© 2016 SAP AG

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History

User Guide

Version

Responsible

Date

Change Description

Pages

(incl. this)

1.0

Paul Taylor

23-05-2016

First publication

19

(I305417)

Daniela Schobert

(C5137886)

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Contents

User Guide

1

Introduction

4

1.1 Legal Requirement

4

1.2 Scope

4

2

Settings

4

2.1

Introduction

4

2.2

How to Access the Customizing Views

5

2.2.1

Generic Settings Specify Generic Settings for Poland

6

2.2.2

Country-Specific Settings Poland

6

2.3

Specify Generic Settings in detail

6

2.3.1

Specify Generic Information

7

2.3.2

Map document type to invoice type [FI Invoices]

7

2.3.3

Map Sales Category to Invoice Type

8

2.4

Country-Specific Settings in detail

9

2.4.1

Poland Specify Business Cases

10

2.4.2

Poland Specify Tax Code Details

11

3

Data Extraction

12

3.1

Introduction

12

3.1

Preparing for Data Extraction

13

3.2

Running the data extraction

13

3.2.1

Extract

14

3.2.2

Delete

15

3.2.3

System messages while executing

15

3.2.4

Output

16

4

Business Add-in for Starter Solution

16

Appendix A

17

Appendix B

19

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1 Introduction

1.1 Legal Requirement

User Guide

With the new law "Ustawa o zmianie ustawy - Ordynacja podatkowa oraz niektórych innych ustaw" (Dz.U. 2015 poz. 1649 , Law Amending the Tax Ordinance Act and others) of the Polish legislation, published on October 20th 2015, a requirement comes into effect as of July 1st 2016, for companies which employ over 250 employees, have a yearly turnover exceeding EUR 50 million and whose total assets balance sheet at the end of the fiscal year exceeds the PLN equiv- alent of EUR 43 million.

The new requirement consists in producing an electronic file, the “Jednolity Plik Kontrolny” (JPK) file (aka SAF-T file), for tax auditing purposes, upon request by the Tax Authorities. As described in SAP Note 2304519, the SAP Starter Solution provides Customizing and Data Extraction func- tionality, only, and will be complemented by the customer’s own SAF-T file creation logic.

Under the following link you can find all useful information regarding the legal requirement, namely the XSD file, validators, description of the structure, links to legal texts, etc http://www.mf.gov.pl/kontrola-skarbowa/dzialalnosc/jednolity-plik-kontrolny

DISCLAIMER: As of the release date of this document, Polish legislature has maintained the legal requirement under review and the current specification is subject to changes.

1.2 Scope

This User Guide describes the steps in the Starter Solution that are necessary to customize settings and extract transactional data required for your creation of the SAF-T files, to submit to the Polish tax authorities.

The Starter Solution delivers a report RPFIPL_SAFT, which allows you to customize settings and extract the data mentioned above.

2 Settings

2.1 Introduction

Several customizing tasks must be carried out before executing the report to ensure that the correct data is collected.

The views in the Starter Solution for Poland customizing are explained in this chapter. Use these views to specify the particular cases that apply to your company.

NOTE: The entity on which the extraction is based is the company code. An extraction cannot be created for multiple company codes in one step. The Starter Solution is not available for Interna- tional entities which have Plants Abroad in Poland and are registered as VAT taxpayers, but do not have a separate company code configured for Poland.

For the entire Starter Solution, the company code should be located in Poland.

RPFIPL_SAFT extractions must be deleted and run again when customizing settings are changed and a new RPFIPL_SAFT extraction is needed with the new settings.

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User Guide

2.2 How to Access the Customizing Views

The Customizing views for SAF-T Poland can be accessed directly by entering transaction FIPL_SAFT (or executing the RPFIPL_SAFT report in SE38) and then selecting the Define Settings radio button to navigate to the SAF-T Settings area menu.

1)

Navigate to the next menu as needed

Generic Settings Specify Generic Settings

or

Country-Specific Settings Poland

or  Country-Specific Settings  Poland Execute the customizing view for which you want to make

Execute the customizing view for which you want to make or change settings. Once you have accessed the required view, you create new settings by clicking the Create New Entry icon. Al- ternatively, if you are just changing existing settings, select an entry and click the Change Entry icon.

NOTE: After creating new entries or changing existing ones, always save the data before exit- ing.

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User Guide

2.2.1 Generic Settings Specify Generic Settings for Po- land

This menu includes generic settings that are defined for your country. Therefore, always select country PL before navigating to the specific sub-menu. Multiple definitions are possible, based on company code and validity period.

are possible, based on company code and validity period. 2.2.2 Country-Specific Settings  Poland This menu

2.2.2 Country-Specific Settings Poland

This menu includes settings for Poland. Open the menu belonging to Poland to access the next sub-menu.

the menu belonging to Poland to access the next sub-menu. 2.3 Specify Generic Settings in detail

2.3 Specify Generic Settings in detail

In this chapter each of the sub-menus will be explained in terms of function, use and the meaning of the fields. You can access the customizing view by menu navigation as explained above, or using the transaction code FIPL_VC_GEN_SAFT.

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2.3.1 Specify Generic Information

User Guide

Use this view to specify the generic parameters that define the scope of the data that needs to be included in the various structures of the extraction. This customizing task is mandatory.

Select PL in the main Generic Settings view then double-click the Specify Generic Information view.

Create a new entry for each Company Code you require by clicking New Entries and using the fol- lowing references:

Label

Field

Description

Comment

Ctr

LAND1

Country

Defines the country of the company code

CoCd

BUKRS

Company Code

The company code is an organizational unit within financial accounting

Valid

VALIDITY_FROM

Valid From date

The date, from which the setting is valid

 

From

Valid to

VALIDITY_TO

Valid To date

The date, up to which the setting is valid

Ld

LEDGER

Ledger

The unique identification of a special ledger.

Specifically for the KR (Accounting) table, the following logic is applied:

LD is blank - all Ledgers will be ex-

tracted.

In

this

case

FIPLD_FIDOC_H-DESCRIPTION will be blank and must be filled dur- ing XML creation by the user.

LD <> blank and one LD is chosen - only this ledger will be extracted

and

FIPLD_FIDOC_H-

DESCRIPTION will be filled with Document Journal - Ledger <Ledger>.

NOTE: In all cases FIPLD_FIDOC_H- RLDNR and FIPLD_FIDOC_H-LDGRP will be extracted into KR Extraction table, when available.

2.3.2 Map document type to invoice type [FI Invoices]

According to the SAF-T Poland definitions, the various invoice types must be reported. In order to be reported, the source FI invoices must be classified according to their corresponding SAF-T invoice types.

In this customizing view the following is specified:

FI invoice document types that must be extracted for later inclusion in your SAF-T file

The SAF-T invoice type to which the document type corresponds

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Prerequisites

User Guide

Manual FI Invoices checkbox in the Customizing view FIEUD_BC has been already se- lected (see chapter Poland Specify Business Cases).

lected (see chapter Poland → Specify Business Cases ). Label Field Description Comment Ctr LAND1

Label

Field

Description

Comment

Ctr

LAND1

Country

Defines the country of the company code

CoCd

BUKRS

Company Code

The company code is an organiza- tional unit within financial account- ing

Valid

VALIDITY_FROM

Valid From date

The date, from which the setting is valid

from

Valid to

VALIDITY_TO

Valid To date

The date, up to which the setting is valid

Type

DOC_TYPE

Document Type

The type of source accounting docu- ment

Inv.Type

TAGT_INV_TYPE

Target Invoice Type

The type of invoice type to which the document corresponds:

Original/Normal invoice (VAT)

Correction (KOREKTA)

Downpayment

(automatically

assigned) (ZAL)

Other (POZ)

2.3.3 Map Sales Category to Invoice Type

For SD invoices it is necessary to define the InvoiceType according to their matching SAF-T- specific InvoiceType. This is done based on the document category in the SAP system. You can use this transaction to do the following:

Specify the possible sales document categories that must be included in the SAF-T

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Map sales document categories to the invoice types as required for SAF-T.

Use this customizing view to define sales document categories and their corresponding invoice type.

document categories and their corresponding invoice type. NOTE : Downpayment invoices are an exception to this

NOTE: Downpayment invoices are an exception to this customizing because these are auto- matically assigned to document type Downpayment (automatically assigned), so there is no need for further customization. However, downpayment correction invoices require customi- zation as a Correction invoice.

Label

Field

Description

Comment

Ctr

LAND1

Country

Defines the country of the com- pany code

CoCd

BUKRS

Company Code

The company code is an or- ganizational unit within finan- cial accounting

Valid

VALIDITY_FROM

Valid From date

The date, from which the set- ting is valid

from

Valid to

VALIDITY_TO

Valid To date

The date, up to which the set- ting is valid

DocCa

VBTYPE

SD Document Category

The type of SD source docu- ment

Inv.Type

TAGT_INV_TYPE

Target Invoice Type

The invoice type to which the document corresponds:

Original/Normal

invoice

(VAT)

Correction (KOREKTA)

Downpayment (automati- cally assigned) (ZAL)

Other (POZ)

2.4 Country-Specific Settings in detail

In this chapter each of the sub-menus will be explained in terms of function, use and the meaning of the fields. You can access the customizing view by menu navigation as explained above, or using transaction code FIPL_SAFT and selecting the customizing view.

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User Guide

2.4.1 Poland Specify Business Cases

Define system or business cases that apply to your company. The report will behave accord- ingly when extracting the data. Some of these options require additional customizing.

Note: This customizing task is mandatory.

customizing. Note: This customizing task is mandatory. For a new entry, define the general parameters (

For a new entry, define the general parameters (country key, company code and validity dates) and proceed to define the details in the frames below. Flag the options that apply to your com- pany:

Explanation of the parameters

Master Data

Field

Description

Content

MAIN_ALT_ACCT

Main/Alternate Account

Specifies which chart of accounts is used in the system for Poland: the Main or the Alternate chart of account.

Main if the Company Code uses the primary CoA for Po- land

Alternate if the Company Code uses the country CoA for Poland

Transaction Data

Field name

Meaning

Manual FI Invoices

Select if the system will include manual FI invoices transactional data in the extraction.

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User Guide

2.4.2 Poland Specify Tax Code Details

Define tax code details which are relevant to the SAF-T reporting process (these are the same as your VAT tax declaration).

You can also define the mapping of tax codes to their respective FA or VAT structures. In the case of tax-exemption codes, you can also describe the reason for the exemption (NOTE: make these descriptions in Polish).

the exemption ( NOTE : make these descriptions in Polish). Explanation of the Table Fields Description

Explanation of the Table Fields

Description

Field

Comment

Tax Type

TAXTYPE

Define for which extraction table (FA- or VAT-related) the tax will be included, for later use in your XML file creator.

Country/ Region

TAXCOUNTRYREGION

Enter country PL

Tx

TAXCODE

Tax code in SAP system used in the docu- ment posting.

ActKey

ACCOUNT_KEY

The account key is used to determined tax ac- counts

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User Guide

Description

Field

Comment

Tax.Code

TAX_CODE_OFFICIA

SAF-T tax code, which determines the origi- nal tax code and matches it to the corre- sponding FA or VAT structure.

NOTE: The Starter Solution delivers the ex- traction of the transactional data while the creation of the XML file is the customer’s re- sponsibility. Therefore, the settings in the Tax.Code (TAX_CODE_OFFICIA) field should correspond to the logic in the XML creation program of their design.

Tax Expiry date

TAXEXPIRATIONDAT

End of validity: last valid date for this tax rate. Do not fill any date if the tax code is still in force.

Description

DESCRIPTION

Official description of the tax code, i.e. spe- cific article in the law that determines the tax type.

NOTE: Enter this string in Polish, independ- ent of the logon language.

Tax Exemption

TAXEXEMPTIONREAS

Reason for tax exemption.

Reason

NOTE: Enter this string in Polish, independ- ent of the logon language.

3 Data Extraction

3.1

Introduction

The Starter Solution delivers a Data Extraction functionality, which as of the release date of the solution provides the basis for the SAF-T XML file creation. This file creation solution is the re- sponsibility of the customer, to develop and integrate.

The Data Extraction functionality allows you to collect and store transactional data you will later use in the file creation process. This functionality uses dedicated tables for each type of XML structure according to the law (WB - Bank Reports, KR Accounting, MAG Warehouse, FA Invoicing and VAT VAT). These tables serve as aggregators, reducing the need to look up data in a larger number of sources, in this way increasing overall performance of the solution. You can find a detailed description of these tables in Appendix A.

Please note that the set of data collected into the extraction tables does not correspond to the integral information needed to create a complete file. i.e. for the collection of master data only a few calls are made to a number of master data tables and therefore such extraction tables are not needed. Such information is queried at the moment of XML file creation.

NOTE: regarding Master Data changes please see SAP Note 380456 for more information.

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3.1 Preparing for Data Extraction

Once you have made settings in Customizing, the next step is to perform the data extraction, in order to fill the extraction tables. Before running the extraction you must consider the following:

- For which date interval do you want to extract data?

- For which structures do you want to extract the data?

The answers to these questions determine the scope of the SAF-T file you will later create.

3.2 Running the data extraction

Execute the RPFIPL_SAFT report and then select the Extract Data radio button.

The selection screen for the data extraction will open. Here you can make your selection ac- cording to the scope of the data you want to extract. All the selections on this screen are man- datory.

Consider the explanation of each field shown below:

datory. Consider the explanation of each field shown below: Field name Meaning Extract By selecting this

Field name

Meaning

Extract

By selecting this radio button you determine that you want to extract data and populate the extraction tables

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Field name

Meaning

Delete

By selecting this radio button you determine that you want to delete data from the extraction tables

 

Choose the option for which you want to perform the action. Press the F4 key (or click the drop-down arrow) to see the possible values:

GL Entries / FI Invoices (for extractions to the KR extraction table)

Extraction Option

Movement of Goods (for extractions to the MAG extraction table)

Bank statements (for extractions to the WB extraction table)

 

VAT (for extractions to the VAT extraction table)

Invoices (for extractions to the FA extraction table)

See Appendix A for more information.

Company Code

The company code for which you wish to run the extract and create the xml file, or remove data from the RPFIPL_SAFT extraction ta- bles.

 

Specify the date interval of the data to be extracted. You can choose the date interval by pressing the F4 key.

NOTE: This selection is based on the date configuration made under chapter Poland Specify Business Cases as described above.

Extraction Date

The Date field provides an F4 help option that allows you to see the intervals that have already been extracted. This will help the user to choose the correct time intervals and/or the correct extract that al- ready exists, instead of re-creating it.

Fiscal year

The fiscal year for which you create the extraction.

NOTE: If the tables used by the RPFIPL_SAFT report are populated with data from a previous run - for the same or overlapping period - you must first delete it before running the extraction you need. See 3.2.2 Delete for information on how to delete a previous extraction.

3.2.1

Extract

Choose Extract to run the data extraction from your chosen module. If the data volume is high, execute the report in background mode.

As stated above, it is not possible to run the extraction for overlapping date ranges.

Once you execute the Extract Data option, this extracts the data into the extraction tables based on your choice of options. The data extracted will include any of the following source docu- ments:

GL Entries / FI Invoices (for extractions to the KR extraction table)

Movement of Goods (for extractions to the MAG extraction table)

Bank statements (for extractions to the WB extraction table)

VAT (for extractions to the VAT extraction table)

Invoices (for extractions to the FA extraction table)

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Note: make sure that all settings are correctly done as described in chapter 2 Settings.

3.2.2 Delete

You may be required to delete extracted data, in particular if you are attempting to extract a time interval that overlaps (partially or in full) with a pre-existing extraction.

Choose Delete under operation selection if you want to remove extracted data from the table. Here are a few sample scenarios where you may want to delete extracted data:

New documents have been posted in a period after RPFIPL_SAFT data was last ex- tracted.

Customizing settings have been changed and a new RPFIPL_SAFT extraction is needed with the new settings.

You have previously created an extraction with the wrong selection criteria.

The data is no longer needed

The table size has reached storage limit

In order to view a list of existing extractions you can use input help (F4) in the Extraction Date fields (in either the start date and end date), after entering a Company Code. You can then se- lect from the list of existing extractions.

Note: When deleting RPFIPL_SAFT data you should be using the same date definition you used when creating the extraction.

3.2.3 System messages while executing

While running the extraction or deletion the following situations will trigger a message:

Extraction:

Error message when only “from date” is provided.

Information message when no data is present for extraction.

Success message when data has been successfully extracted.

Error message if the extraction is performed for already extracted date range.

If the fiscal year set is different from the fiscal year of the interval. The same error mes- sage will appear if the dates given belong to different fiscal years.

If the company code indicated is not configured in the customizing table.

Deletion:

Information message to avoid partial deletion.

Success message when data is deleted successfully.

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3.2.4

Output

User Guide

Once the file creation is concluded the system displays a log reporting the number of entries for each master data section as well as for the transaction data. The log is shown right after the ex- ecution.

You can also look up table FIPLD_USER_HIST in transaction SE16 to display a list of extrac- tion runs.

4 Business Add-in for Starter Solution

SAP provides a Business Add-in Interface (BAdI) to enable customers to have additional data customization options or query logic for their SAF-T creation process. This BAdI provides the ability for customers to select additional data to include in their SAF-T files, without changing the Starter Solution core logic.

This logic is implemented after the execution begins, but before populating the extraction tables, enabling additional data extraction and deletion functionality.

Consider the following technical information for your BAdI implementation:

Enhancement spot: ES_FIPL_SAFT

Interface for BAdI: IF_FIPL_SAFT_EXTRACTOR

BAdI FIPL_SAFT_EXTRACTED_DATA:

Methods EXTRACT_xxxxxxx: these methods provide the extracted data before they are stored in the corresponding extraction tables. They are called from the UPDATE_DB method of each extractor module:

EXTRACT_ACCOUNTING

EXTRACT_BANK

EXTRACT_INVOICES

EXTRACT_MOG

EXTRACT_VAT

Methods DELETE_xxxxxxx: these methods provide the data before they are deleted from the corresponding extraction tables. They are called from the DELETE_EXTRACTION method of each extractor module.

DELETE_ACCOUNTING

DELETE_BANK

DELETE_INVOICES

DELETE_MOG

DELETE_VAT

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Appendix A

User Guide

Data extraction in the Starter Solution collects data from your source documents and stores them in the Extraction Tables. Each extraction populates a given set of tables, as described be- low:

Structure

Extraction Option

Extraction Tables

Description

WB

Bank statements

FIPLD_BANK_H

SAFT PL: Bank reporting Header

 

FIPLD_BANK_I

SAFT PL: Bank reporting Items

FIPLD_BANK_SUM

SAFT PL: Bank reporting Summary

KR

GL Entries / FI Invoices

FIPLD_FIDOC_H

SAFT: FI Transaction Document Header

 

FIPLD_FIDOC_I

SAFT: FI Transaction Document Item

FIPLD_FI_SUMMARY

SAFT: FI Transaction Summary In- formation

MAG

Movement of Goods

FIPLD_GOODS_H

SAFT PL: Goods Movement Header

 

FIPLD_GOODS_I

SAFT PL:Goods Movement Line Items

FIPLD_GOODS_SUM

SAFT:MM: XML Goods movement Transaction Count and Summary

FA

Invoices

FIPLD_SDINV_H

SAFT: Invoices from SD/FI module (Header)

 

FIPLD_SDINV_I

SAFT: Invoices from SD/FI module (Item)

FIPLD_SDTAX_SUM

SAFT: Tax Summary for SD/FI in- voices

FIPLD_INVSUMMARY

SAF-T PL: Invoice Summary Infor- mation

VAT

VAT

FIPLD_VAT_H

VAT header extractor - SAFT-PL

 

FIPLD_VAT_I

VAT item extractor - SAFT-PL

FIPLD_VAT_SUM

VAT Summary extractor - SAFT-PL

Important Notes

Table FIPLD_SDTAX_SUM is populated in case customizing "Specify Tax Code De- tails" is maintained with FA entries.

In the FIPLD_SDINV_I table, the extraction table shows the Returns (SHKZG) field as ‘X’ for credit and blank for debit.

Tables FIPLD_SDINV* are populated with invoices from the accounting (FI), sales (SD) and purchase (MM) modules.

Cancellation and cancelled documents are included in the extraction tables (FIPLD_FIDOC_H, FIPLD_GOODS_H, FIPLD_SDINV_H and FIPLD_VAT_H), and are flagged with the XREVERSAL indicator as follows:

o

2

- cancellation document

o

1

- cancelled document

o

<blank>

- regular document

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A specific document type should be used for Self-billing invoices in both Sales and Pur- chase scenarios. In this way, such documents are easy to recognize in the extraction, allowing you to perform the correct mapping.

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Appendix B

User Guide

This appendix provides a comprehensive list of SAP Notes, which contain detailed information on the mapping of fields for each of the SAF-T Poland XML files that must be generated.

2312104

SAP Starter Solution for JPK (SAF-T) - Planned content of Extractor Tables for JPK_VAT

2319052

SAP Starter Solution for JPK (SAF-T) - Planned content of Extractor Tables for JPK_MAG

2318990

SAP Starter Solution for JPK (SAF-T) - Planned content of Extractor Tables for JPK_FA

2319084

SAP Starter Solution for JPK (SAF-T) - Planned content of Extractor Tables for JPK_WB

2319079

SAP Starter Solution for JPK (SAF-T) - Planned content of Extractor Tables for JPK_KR

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