1. Online Invoice Setup
The system settings listed below are essential for the smooth operation of the Online Invoice service.
1.1 Enable the data service
On the ONI setup we can provide the information that is required for the service.
There is a possibility to add a Financial Representative if the person is reported on the EGYKE on behalf of the company.
1.2 ONI User Setup
After the Tax and Customs registration, the ONI User Setup Table must be filled in with the information received during the registration.
Options for making the Default User field:
- The value of the field is empty if the user who logs in to the system and sends the invoice details
- The value of the field is not empty if data is provided with data of a technical user within the company. In this case the Default User field is required. Only one Default User can be selected at a time.
Tax number field:
- On that case when the company has a group tax number. It must be registered with the NAV system and the first 8 characters must be recorded on the interface.
- If the company doesn’t have a group ID number. Then register with the standard Tax Number and then enter the first 8 characters in the ONI User Setup table.
1.3 Other settings
1.3.1 VAT Rate Type settings
It is necessary to indicate in the VAT Posting Setup which items are of domestic relevance.
In the VAT posting Setup table select the items for domestic taxpayers based on the VAT Business Posting Group one by one.
On the pop-up VAT Posting Setup Card you must set the VAT type on the Online Invoice fast tab.
Blank Value: Non- domestic VAT transaction.
VAT%: This field display the VAT rate for a domestic taxpayer. In all cases the value of the field should be set to VAT%. When the VAT rate is different from 0 and should be reported.
VAT Act Invalid: For any invalid transaction the field must be marked with Out of Scope.
VAT Exemption: Must be completed in the Tax Exemption code filed in addition to the VAT Exclusion Code field. The text corresponds to the VAT clause with a maximum of 50 characters.
Domestic Reverse Charge VAT: For items subject to reverse charge the value of the field must be set to Domestic Reverse Charge VAT. In this case must fill in the VAT Reserve Code.
1.3.2 VAT Business posting setup
Following the above settings, you must also select the online invoice obligatory lines in the VAT Business Posting Group by ticking the box with the same name. This option is required for all domestic transactions.
1.4 Tariff Numbers Settings
One of the prerequisites for reporting to National Tax and Customs is that appropriate product codes are submitted.
If the Tariff Numbers field isn’t filled in the Item the system will automatically provide information about form the Item.
If you need to classify your product is one of the above codes, the new Type (Online Invoice) column in the ONI Type. In case of incorrectly parameterized Tariff No. the data supply is invalid.
Important note that if you manually change the Tariff No serial number associated with the Items during the document this will be taken into account. If left blank, the Item will fill in its own code as the product code.
1.5 Unit of Measure
Units of measurement must also be provided in accordance with the requirements of the Tax Authority. The ONI Type contains the units specified by the Tax Authority. Units that are not listed should be selected as the OWN type.
1.6 Sales Invoice: Online invoice fast tab
You can set the following information during the invoicing process:
Not Declaration Required: Slide the slider if the buyer is an individual or doesn’t need to report.
Self-billing: In case we issue an invoice for ourselves on behalf of the seller. We can also make this setting on the Delivery Card.
Previous Document No.: If you are creating a credit account manually and need to reference the history account number.
Invoice Appearance: Paper, Electronic, EDI
1.7 Customer card setting
1.7.1 Record tax numbers
There are special rules for entering tax numbers: The first 8 digits are followed by a hyphen, then middle digit is a dash again and the last two digits. Sample: 11111111-1-11
1.7.2 Payment methods
Entering a Payment Method is mandatory for items that require reporting so you must first assign one of the options in the ONI Type (Online Invoice) field to each payment method.
After that the Payment Method Code has to be set on the Customer Card.
1.7.3 Bill to address ID
The Biling Adress ID field is required. Faliture to do so or incomplete filing in of data (missing adress informaton, zip code, etc.) will result in failure to provide data.
1.8 Data service
The Sales Invoice creation process are the same.
After posting the domestic items can be viewed on the newly created ONI return list page:
In the status column of the ONI Declaration List you can see if the invoice has been submitted and if so, your confirmation is successful. If the submission fails the error message will be underlined on the item. Here you can find more information about submitting your invoice.