Online Invoice Settings

The system settings listed below are essential for the smooth operation of the NAV Online Invoice data reporting.

1.1 ONI Setup

You can access the ONI Setup from the search engine to enter the information you need for the service. These data are technical data and set by the service provider. Except for the Financial Representative, what we will describe later.

If the company has used the Online Data Reporting before 01.04.2020, it is necessary to delete the data from the Software Constants Fast Tab. Pressing the Preset Empty Settings button in the menu bar will automatically populate the previously deleted data with the required data, with a few exceptions detailed below.

General Fast Tab:

• Use Online Invoice: activation of the slider means you will be able to submit your invoices online.
• Service URL: To access the live system, you need to remove the "-test" from the URL.

Live system: https://api.onlineszamla.nav.gov.hu/invoiceService/v3

Test system: https://api-test.onlineszamla.nav.gov.hu/invoiceService/v3

Setup Fast Tab:

• Auto Send on Post: If the slider is not activated, the submission will appear on the job queue list.
• Check VAT Reg. No. (Customer), Check EU VAT Reg. No. (Customer), Check VAT Reg. No. (Vendor), Check EU VAT Reg. No. (Vendor): The VAT number on the customer's card can be checked by the system when the invoice is posted, three options are available:
  1. None: The VAT number check doesn’t run.
  2. Warning and Confirm: The VAT number check runs and if an error occurs the system will display a message. If we want to post and report the invoice despite these error we have the option to do so. (Reason behind the function: if the NAV stops providing data, it is not possible to check the VAT number, in this case it may happen, that the VAT number is correct, but the program shows an error. In this case the system will post and report the invoice upon our confirmation. For more information on NAV data: https://onlineszamla-test.nav.gov.hu/home, http://www.vanenav.hu/ )
  3. Abort: It runs a VAT number check and finds an error, in this scenario the post and report option is not forbidden.
• Default Unit of Measure Code: We need to set up it according to our needs.
• Tax Amount Threshold: After the changes of the Online Invoice, effective from 1 July 2020, the Tax Amount Threshold field must be set to 0.
• Data Disclosure Nos., Request Nos.: It is necessary to add individual No. Series, you can enter up to 20 characters and cannot include special characters. Use only numbers and letters when entering.
• It is possible to add the Financial Representative in the Setup Fast Tab. If the person is registered on behalf of the company in the EGYKE form.

Important: The ONI Setup can be tested by running a VAT number check on the customer's card, if it runs the ONI Setup is correct.

1.2 ONI User Setup

After the registration at Tax and Customs Administration, the ONI user setup table must be populated with the obtained information.

Options for selecting the Default user field:

• Field is empty: A specific user (named in the table – User ID) logged in Business Central can post and report the invoice. In the case of multiple users, the invoice will be uploaded to the NAV Online Invoice interface with the name of the user, so it will be possible to check in the NAV Online Invoice website, who submitted the invoice. Traceability per user is not possible if only one default user is set. In case you are not working with the user defined in the table, the default user will be used to upload the invoices to the NAV system. In this case, all users must be recorded as Technical User in the Online Invoice interface.
• This field is not empty: The data is provided by a technical user from the company. In this case the Default user field is mandatory!   It is important that only one default user can be selected at a time! 

VAT Registration No. Descending:

• In case the company has a group VAT number, it must be registered in the NAV, and the first 8 characters must be entered in the table.
• If the company does not have a group number, it must be registered with the standard VAT number and then record the first 8 characters in the ONI User Setup.
• The VAT number entered must be the same as the VAT number entered in the Company information menu.

1.3 VAT Posting Setup

For NAV Online Invoice reporting, it is necessary to set up some fields in the VAT Posting Setup. This can be done as follows:

In the VAT Posting Setup table, you need to select the items (combinations of VAT Bus. Posting Group and VAT Prod. Posting Group, which mandatory to report) and then open the card view to edit.

In the "Online Invoice" Fast Tab of the VAT Posting Setup card view, you must set the VAT Rate Type and Vat Rate Case and, if relevant, the Margin Scheme Type.

• Blank: For non-domestic VAT transactions.
• VAT%: In the case of all domestic taxpayer entity. In all cases where the VAT rate is different from 0, the value of this field should be set to VAT% and included in the report. E.g.: VAT Bus. Posting Group: domestic, VAT Prod. Posting Group 27.
• VAT Out of Scope: For all transactions out of scope of the VAT law, the field must be set to VAT Out Of Scope. E.g.: For the Rounding Bus. Posting Group, also enter this.
• VAT Exemption: The VAT exemption must also be filled in the VAT Rate Type. You should pick the correct Vat Rates and the Vat Rate Case. The description of the Vat Rate Case shouldn’t be longer than 50 characters.
• Domestic Reverse Charge VAT: For items subject of reverse charge VAT, the field value should be set to Domestic Reverse Charge VAT. In this case, the VAT Clause Code must be filled in!
• Margin Scheme VAT: Margin Scheme VAT is a special form of taxation. If the service is related to the listed activity below, the VAT Rate Type will be Margin Scheme VAT. The options are:
  1. Travel agencies - travel management
  2. Second-hand goods - sale of second-hand goods (e.g. cars)
  3. Works of art - sale of works of art
  4. Antiques - sale of collections and antiques

The above-mentioned VAT Rate Type and Vat Rate Case should be filled in the Vat Rates list (type in the search box: VAT Rates). Fill the list with the relevant cases that may occur in the life of the company. In the Vat Rates list, a description must be provided for the combinations, maximum 50 caracters (you can write different text from the example in the attached image).

The options and combinations defined by NAV are:

The options and combinations defined by NAV can be found in the link below (API documentation), it is important to add new items to the list:   https://onlineszamla-test.nav.gov.hu/dokumentaciok

Important: The VAT Posting Setup in 2.0 must be revised, the combinations VAT Exemption and VAT Out of Scope must be filled with the new additional code (Vat Rate Case).

Important: VAT Rate Type and Vat Rate Case setup should be done before setting up the VAT Bus. Posting Group Setup ONI, otherwise the setting will run into errors.

1.4 VAT Bus. Posting Group Setup

After the above-mentioned settings, you must also select the lines in the VAT Bus. Posting Group Setup that are subject to ONI by ticking the field Declaration Required.

One of the main conditions for reporting to NAV is that the correct product codes are submitted.

If the Tariff Number field is not filled in on the item card, the system automatically provides data on the own product type. The product code value is automatically filled with the item number.

If it is necessary to classify the product in one of the above-mentioned codes, the new ONI Type column in the table of the Tariff Numbers gives the possibility to do so. In case of incorrect Tariff numbers, the data transmission is invalid! The ONI Type field must be filled in with the appropriate code.

Important: If you manually modify the tariff number of the item on the sales document, the system will use this number. If You left the tariff number blank, it will fill in the Item No. as the product code.

1.6 Units of Measure

The units of measurement should be presented based on the requirements of the Tax Administration. You can pick them from a drop down list in the ONI Type column. For units of measurement that are not listed, select the OWN type.

1.7 EU VAT Registration No. Validation Service Setup

EU VAT Registration No. Validation Service Setup function must be enabled. It automatically checks the VAT number when the invoice is posted. If the function is enabled, we can also perform the EU VAT number check on the customer card. To access this function, search for it in the search box.

1.8 Job Queue Entries

You need to add the object "42019157" queue items. This will ensure that invoices are submitted to NAV Online Invoice system, when posting. It will also request confirmation that the invoice submitted to the NAV is correct and has been accepted by the NAV. In addition, the function allows you to schedule the submission and confirmation for night time. This is useful if you are uploading invoices in bulk, which would cause lags in the system during the active working hours.

Search for the task Job Queue Entries and open it:

Add a new Job Queue Entry Card and fill it in according to your needs:

When you finalized the settings, the last step is to click on the Process -> Set Status to Ready

Important: You must set up the ONI in chapter 1.1 ONI Setup before adding a task list item.

1.9 Customer card settings

1.9.1 VAT Registration Numbers

To ensure the successful ONI report, the corresponding VAT numbers must be entered in the appropriate fields on the customer cards! In the VAT Registration No. you must enter the Hungarian VAT number, in the VAT Identification No. you must enter the VAT numbers of non-EU and intra-EU partners, and in the Group VAT ID field you must enter the group VAT number!

There are rules for recording VAT Numbers: hyphens after the first 8 digits, then the middle digit, then hyphens again, then the last two digits.

Example: 11111111-1-11

Clicking on the three dots in the VAT Registration No. and VAT Identification No fields will bring up a window, where you can check if the VAT numbers are correct. The function will only run if the settings in chapters 1.1 ONI Setup and 1.7 EU VAT Registration No. Validation Service Setup have been made correctly.

1.9.2 Payment Methods

The Payment method is mandatory for items that are required to be reported, so you must first assign one of the options in the ONI Type column to all payment methods.

Then You must select the appropriate payment method in the Payment Method Code field on the Customer's card.

1.9.3 Bill-to Address ID

Filling in the Bill-to Address ID field (providing address details) does not affect the data service. By default, the address data is entered from the address data of the customer's card on the sales documents and thus in the data reporting.

1.9.4 Customer Card Setup, grouping of customers

Customer VAT Status (grouping of customers):

• Domestic VAT Subject: E.g.: company providing business activity, sole proprietorship, taxpayer entity, partnership, association, foundation. Here the focus is on the performance of economic activity. In this case, the customer must have a VAT number, as he can only carry out economic activities after registration. The system will check that the VAT number field has been filled correctly before posting.
• Non-Vat subject:  e.g.: it can be a private person, if the customer does not carry out an economic activity (or, if he does, but does not act as a taxpayer entity in the transaction). The most important thing here is that the customer is acting as a private person. It is important to think here not only Hungarian individuals, but also foreign individual. The data of the customer is not included in the reporting, and despite if VAT number has been entered, the system will ignore the number.
• Other: E.g.: EU taxpayer entity, non-EU taxpayer entity, non-taxpayer organizations.
  1. Not subject to VAT, not a natural person: this field must be set if the customer is not subject to VAT and is not a natural person. For example: associations, foundations, condominiums, etc. which do not carry out economic activities. This field can only be set if the value of the Customer VAT Status field is Other.

On the customer card, it is also possible to fill in the Customer VAT Status field in bulk, using the Setup Customer VAT Status.

In the report you must enter Customer VAT Status and the VAT Business Posting Groups, which you want to set to the customer with that status.

For example: if you set Domestic VAT subject to BELFOLD|KATA|KIVA (or the corresponding code in our system), all customer cartons with this VAT Business Posting Groups with BELFOLD|KATA|KIVA will be set to Domestic VAT subject, and all open receipts will be set to Domestic VAT subject.

After filling, it is a good idea to check the setting of the customers as a spot check!

1.10 Process of providing data

1.10.1 Create a Sales Invoice & Online Invoice Fast Tab

The basic processes for creating and posting Sales invoices remain unchanged. When creating a Sales Invoice, you can use the Online Invoice Fast Tab to enter the following information.

• No Declaration Required: You should move the slider if the customer is an individual or if you do not need to report the invoice.
• From Self-billing: If we issue the invoice ourselves on behalf of the vendor. This setting can also be made in the vendor’s card.

Access the function on the vendor’s cardboard:

Vendor setup:

• Previous Document No.: If a credit memo is created manually and a reference is required to the historical document.
• Invoice Appearance: Can be Paper, Electronic, EDI.

We also have the possibility to overwrite the data that automatically taken from the cards.

1.10.2 ONI Disclosure List

Once the invoice has been posted the domestic items can be reviewed on the newly created ONI Disclosure List page:

In the Status column of the ONI Declaration list, you can see if the invoice has been submitted. If yes, the status is Confirm Success. 

If the submission fails, you can see the error message by clicking on the number of the item. You can also find other information about submitting the invoice here:

On the Roles Center page, it's a good idea to add the Job Queue list, so you can see how the data is being reported and what the errors are, if any:

1.11 Crediting of invoices outside the system

A new feature is the possibility to credit invoices from Business Central that are not issued from the system or manually uploaded to the Online Invoice website.

When creating a Sales Credit Memo, the invoice header and line should be filled in as usual.

In the Previous Document No. field on the Online Invoice Fast Tab, you need to manually enter the number of the invoice you have previously submitted.

The previously submitted invoice number can be found in the Online Invoice interface, Outgoing invoices menu.

After posting, the invoice will appear in the ONI Disclosure List and it will be submitted.