How to Set Up and Use Electronic Tax Reporting

Transcription

1 How-To Guide SAP Business One 8.82 PL09 and higher Document Version: Country: Netherlands

2 Typographic Conventions Type Style Example Description Words or characters quoted from the screen. These include field names, screen titles, pushbuttons labels, menu names, menu paths, and menu options. Textual cross-references to other documents. Example EXAMPLE Example Example <Example> Emphasized words or expressions. Technical names of system objects. These include report names, program names, transaction codes, table names, and key concepts of a programming language when they are surrounded by body text, for example, SELECT and INCLUDE. Output on the screen. This includes file and directory names and their paths, messages, names of variables and parameters, source text, and names of installation, upgrade and database tools. Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation. Variable user entry. Angle brackets indicate that you replace these words and characters with appropriate entries to make entries in the system. EXAM PLE Keys on the keyboard, for example, F2 or EN TER SAP AG. All rights reserved. Table of Contents

3 Table of Contents Typographic Conventions Glossary Introduction Basic Process Flow of Submitting Tax Reports Using a Certificate Important Information Before Upgrading to SAP Business One 8.82 PL09 or higher Initial Settings for Electronic Tax Reporting Certificate Handling Introduction Requesting Certificates Reissuing Certificates Importing Private Keys and Certificates Importing Private Keys Importing Certificates Exporting Private Keys and Certificates Exporting Private Keys Exporting Certificates Electronic Reporting Log Checking the Status of Certificate Handling Activities Submitting Electronic Tax Reports and Checking Their Status Table of Contents 2012 SAP AG. All rights reserved. 3

4 1 Glossary Term Digital Certificate Certificate Authority Description An electronic "identity card" that establishes a user's credentials when doing business or other transactions on the Web. It is issued by a certification authority (CA) and contains a name, serial number, expiration date, a copy of the certificate holder's public key (used for encrypting and decrypting messages and digital signatures), and the digital signature of the certificate-issuing authority so that a recipient can verify that the certificate is real. An external instance that issues public-key certificates. The Certification Authority (CA) guarantees the identity of the person that is granted the certificate; that is, that the person really is who he or she claimed to be SAP AG. All rights reserved. Glossary

5 2 Introduction SAP Business One lets you submit your tax reports to the tax authority electronically. To comply with the requirements of information security, the function is based on the public-key infrastructure (PKI). This technology involves a digital certificate (in further text ''certificate'') issued by a trusted certificate authority. With the certificate, you should also obtain a private key. Both the certificate and the private key contain two keys, one for signing and one encoding. After importing them into the system, you are able to submit a tax report to the tax authorities directly from SAP Business One. The certificate confirms your identity to the receiver and the private key ensures that the information you sent has not been changed by a third party in the meantime. Until recently, a PIN code was used instead of a certificate. The authorities have set a transition period during which either a PIN code or a certificate can be used. SAP Business One lets you use a PIN code only if you have not imported a certificate into the system. For information on submitting a tax report using a PIN code, see Initial Settings for Electronic Tax Reporting and Submitting Electronic Tax Reports and Checking Their Status. Recommendation If you are using a PIN code for electronic reporting, make sure you have obtained up-to-date information from the tax authorities about the transition period. 2.1 Basic Process Flow of Submitting Tax Reports Using a Certificate The following steps represent a simplified process flow in SAP Business One: 1. You request a certificate from the certificate authority. 2. You obtain it together with a private key and save them to your computer. 3. You import the certificate and the key into SAP Business One. 4. You generate an electronic tax report. 5. You submit the report directly from SAP Business One. 6. You receive a response from the authority. You can use the certificate and the private key with different databases, in which case you would need to export them from one database and import them into the other. The certificate has an expiration date. After it expires, you can renew it by requesting a reissue of the certificate or in certain cases (described in this document), you need to request a new one. Introduction 2012 SAP AG. All rights reserved. 5

6 3 Important Information Before Upgrading to SAP Business One 8.82 PL09 or higher For this functionality to work properly, you must save the BAPI.dll and CL32.dll files to the SAP Business One client folder before upgrading to patch level 09 or higher. These libraries help to secure the message that is sent to and received from the tax authority. Note If you have upgraded to PL09 or higher, without saving the files mentioned to the client folder first, the functionality will not be available. In this case, you need to save the BAPI.dll and CL32.dll files as described before upgrading to a next patch. Caution Do not copy these files to the client folder if you are still using SAP Business One. You must copy it right before upgrading it to PL09 or higher. Once you successfully complete this procedure, you do not need to repeat it at every patch upgrade in the future. You can download a zip folder containing the two files from the SAP Business One country specific page for the Netherlands. To get to the country specific page, go to SAP PartnerEdge at Applications SAP Business One Implement. In the right side of the screen, in the Additional Resources section, choose Country Specific Pages, then from the index of country specific pages, choose the Netherlands. Note The BAPI.dll and CL32.dll files are originally created and distributed by the Dutch tax authority. You can also obtain them from their official website SAP AG. All rights reserved. Important Information Before Upgrading to SAP Business One 8.82 PL09 or higher

7 4 Initial Settings for Electronic Tax Reporting The initial settings for electronic tax reporting involve the definition of parameters for electronic communication. Procedure To define the initial settings, do the following: 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. Figure 1 - Company Details Initial Settings for Electronic Tax Reporting 2012 SAP AG. All rights reserved. 7

8 2. In the Parameters for Electronic Communication section, some of the parameters are predefined and aligned with the requirements of the tax authority. The other fields need to be defined by the user. Note If you are using a PIN code for electronic tax filing, only the PIN Encryption Certificate and PIN Configuration sections are relevant. If you are using a certificate, all sections except PIN Encryption Certificate and PIN Configuration are relevant. View or define the following fields: Field Description/Activity Private Key Key Length Predefined Certificate Common Name Organization Organization Unit Location Country Telephone The data in these fields must be in accordance with your data in the official trade register. Caution After importing your certificate, you should not change these data, except for the telephone number. If you change the data, the imported certificate becomes invalid and you must request a new one. SMTP Configuration for Certificate SMTP Server Predefined (testing environment) SMTP User Name SMTP Password SMTP From Define the data as provided by KPN. SMTP To When submitting a tax report, this field needs to be blank. SMTP Subject Prefix For test purposes, this field can be defined as: [CONN TEST] for a connection test [TECH TEST] - for testing a certificate request [PROD TEST] - for generating a test certificate SMTP Configuration for BAS Report SMTP Server SMTP User Name SMTP Password Predefined Define the data as provided by KPN SAP AG. All rights reserved. Initial Settings for Electronic Tax Reporting

9 Field Description/Activity SMTP Password SMTP From SMTP To SMTP Subject Prefix Blank SMTP Configuration for EU Sales Report SMTP Server Predefined SMTP User Name SMTP Password SMTP From Define the data as provided by KPN. SMTP To SMTP Subject Prefix Blank IMAP Configuration IMAP Server IMAP User Name IMAP Password Predefined (testing environment) Define the data as provided by KPN. LDAP Configuration LDAP Server LDAP User Name LDAP Password Predefined Blank. These fields should be used in future development. PIN Encryption Certificate Message Configuration Sender ID Receiver ID for OB Receiver ID for ICP Predefined Define the data as provided by KPN. Predefined PIN Configuration PIN Customer ID Type PIN Customer ID PIN Provider PIN Provider ICP Predefined Enter your company registration number. Predefined Table 1 - Initial Settings for Electronic Tax Reporting - Electronic Communication Parameters 3. Choose the Update button. Initial Settings for Electronic Tax Reporting 2012 SAP AG. All rights reserved. 9

10 5 Certificate Handling 5.1 Introduction There are different procedures for handling a certificate, depending on whether you are requesting a certificate for the first time, renewing it, or you have used an add-on for electronic tax reporting in the past and you already have a certificate. Following are the possible scenarios with references to the appropriate procedures: Scenario Certificate Handling Activity Reference You need a certificate and you have not had one before. You have a certificate, but you have changed the certificate parameters in the initial settings as described in Initial Settings for Electronic Tax Reporting. Your certificate has expired and you have since changed the certificate parameters mentioned above. Your certificate has expired and you have not changed the certificate parameters mentioned above. You requested a new certificate and obtained both the certificate and private key from the certificate authority. You have a valid certificate and you obtained it through an add-on you used in the past. You have now upgraded to SAP Business One PL09 or higher. You have exported your private key and the certificate, because you need to use them with a different database. You need to use your valid certificate and the private key with a different database. Table 2 - Certificate Handling Scenarios You need to request a new certificate. You need to renew your certificate. You need to import the private key and the certificate into SAP Business One. Note You must first import the private key and then the certificate. You need to export the private key and the certificate from SAP Business One. For information, see Requesting Certificates. For information, see Reissuing Certificates. For information, see Importing Private Keys and Certificates. For information, see Exporting Private Keys and Certificates SAP AG. All rights reserved. Certificate Handling

11 5.2 Requesting Certificates To obtain a new certificate from the certificate authority you need to send a request in both digital and paper form. Once you make a request electronically through SAP Business One, the system lets you print the request form, which you can then send to the certificate authority. Prerequisites You have defined the initial settings for electronic tax reporting. Procedure 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. Figure 2 - Requesting Certificate 2. From the dropdown list of the Request Certificate field, choose Request Certificate. Certificate Handling 2012 SAP AG. All rights reserved. 11

12 The system performs the action in the background. 3. If you are requesting a certificate for the first time, the Print Request Form window appears. Choose the Print button. Note You can print the request form at any time by clicking the Print Request Form button from the dropdown menu of the Request Certificate field. 4. To check the status of the certificate request, from the SAP Business One Main Menu, choose Reports Accounting Tax Electronic Reporting Log. For more information, see Checking the Status of Certificate Handling Activities. Note After sending the certificate request successfully, you should be contacted by the certificate authority with instructions on how to obtain the private key and the certificate. After you save them to your computer, you need to import both the certificate and the private key into SAP Business One. For information, see Importing Private Keys and Certificates. 5.3 Reissuing Certificates Prerequisite Your certificate has expired and you have not changed the electronic communication parameters as described in Initial Settings for Electronic Tax Reporting. Procedure 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. 2. From the dropdown list of the Request Certificate field, choose Reissue Certificate. 3. To check the status of the certificate reissue, from the SAP Business One Main Menu, choose Reports Accounting Tax Electronic Reporting Log. For more information, see Checking the Status of Certificate Handling Activities. Note After sending the certificate request successfully, you should be contacted by the certificate authority with further instructions on how to obtain the private key and the certificate. After you save them to your computer, you need to import both the certificate and the private key into SAP Business One. For information, see Importing Private Keys and Certificates SAP AG. All rights reserved. Certificate Handling

13 5.4 Importing Private Keys and Certificates Importing Private Keys Prerequisite You have obtained the private key for signing and encoding from the certificate authority (or you have exported it) and saved it to your computer. Procedure 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. 2. From the dropdown menu of the Import Private Key field, choose Import Private Key. The Open Private Key for Signing window appears. Select the signing private key file from the folder in which you have previously saved it and choose the Open button. 3. The Open Private Key for Encoding window appears automatically. Select the encoding private key file from the folder in which you have previously saved it and choose the Open button. 4. Choose the Update button Importing Certificates Prerequisite You have saved the certificates for signing and encoding to your computer. Procedure 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. 2. From the dropdown menu of the Import Private Key field, choose Import Certificate. The Open Certificate for Signing window appears. Select the signing certificate file from the folder in which you have previously saved it and choose the Open button. 3. The Open Certificate for Encoding window appears automatically. Select the encoding certificate file from the folder in which you have previously saved it and choose the Open button. Certificate Handling 2012 SAP AG. All rights reserved. 13

14 5.5 Exporting Private Keys and Certificates Exporting Private Keys Procedure 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. 2. From the dropdown menu of the Import Private Key field, choose Export Private Key. The Save Private Key for Signing window appears. Select the folder in which you wish to save the key and choose the Save button. 3. The Save Private Key for Encoding window appears automatically. Select the folder in which you wish to save the key and choose the Save button Exporting Certificates Procedure 1. From the SAP Business One Main Menu, choose Administration System Initialization Company Details Electronic Tax Reporting tab. 2. From the dropdown menu of the Import Private Key field, choose Export Certificate. The Save Certificate for Signing window appears. Select the folder in which you wish to save the key and choose the Save button. 3. The Save Certificate for Encoding window appears automatically. Select the folder in which you wish to save the key and choose the Save button SAP AG. All rights reserved. Certificate Handling

15 6 Electronic Reporting Log The electronic tax report stores information about certificate handling activities and electronic tax reporting. From the Electronic Reporting Log window, you can do the following: o Check if there are any errors in initialization (parameters for electronic communication) and view the status of a certificate request, certificate reissue, certificate export, certificate import, private key export, and private key import o Submit an electronic tax report and view its status 6.1 Checking the Status of Certificate Handling Activities Procedure 1. To open the electronic reporting log, from the SAP Business One Main Menu, go to Reports Financials Electronic Reports Electronic Reporting Log. Figure 3 - Electronic Reporting Log 2. In the Date From and To fields, define the desired date range of the certificate-related activities you wish to see. From the dropdown list of the View Type field, choose Certificates. 3. View the following information (the self-explanatory fields are not described here): Filed Type Description Description/Activity The type for certificates is always System. This field names the certificate handling activity performed. The following Electronic Reporting Log 2012 SAP AG. All rights reserved. 15

16 Filed Description/Activity options are possible: Request certificate Reissue certificate Import certificate Source Status The source for certificates is always System. The following options are possible: OK The activity has been performed successfully. Error The activity has not been performed successfully. Note To see the detailed message response, double-click the View field of the desired row. The Electronic Reporting Log Details window appears as shown in Figure 4- Electronic Reporting Log Details. If you want to save the message in electronic form, choose the Export button. Table 3- Electronic Reporting Log Figure 4- Electronic Reporting Log Details SAP AG. All rights reserved. Electronic Reporting Log

17 6.2 Submitting Electronic Tax Reports and Checking Their Status Procedure 1. To open the electronic reporting log, from the SAP Business One Main Menu, choose Reports Financials Electronic Reports Electronic Reporting Log. 2. In the Date From and To fields, define the desired date range during which reports were generated. 3. From the dropdown list of the View Type field, select Reports. You can select a specific type of report instead: BAS Report or EU Sales Report. Figure 5 - Electronic Reporting Log 4. View the following information (the self-explanatory fields are not described here): Field Status Description/Activity The following options are possible: New The report has been generated, but you have not submitted it yet. OK The report has been sent successfully and fulfills the requirements of the tax authority. Sent You have sent the tax report, but you have not received any response yet. Electronic Reporting Log 2012 SAP AG. All rights reserved. 17

18 Field Description/Activity Error The tax report has not been sent successfully. If you want to resend it, in the Electronic Reporting Log window, choose the Send button. Document Error The tax report has been sent successfully, but it does not fulfill the requirements of the tax authority. Table 4 - Electronic Reporting Log Note To see the detailed message response, double-click the View field of the desired row. The Electronic Reporting Log Details window appears as shown in Figure 4- Electronic Reporting Log Details. If you want to save the message in electronic form, select the row of the desired tax report and choose the Export button. 5. To submit an electronic tax report, click the row of the desired tax report and choose the Send button. Note If you are using a certificate, the system performs the action in the background. However, if you do not have a certificate imported into the system and you are using a PIN code for tax submission, the PIN Code window appears as shown below. Enter your PIN code and choose OK SAP AG. All rights reserved. Electronic Reporting Log

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