Sales books, purchase books, and invoice-factures journals

Article
09/29/2023

Generate a sales book, purchase book, and additional sheets

Sales books and purchase books are legacy documents that must be prepared and stored during the tax period. They should be submitted to the tax authorities periodically and at request. Value-added tax (VAT) books contain invoices-factures that are issued and received.

Set up parameters for sales and purchase books

Go to Accounts receivable > Setup > Accounts receivable parameters.
On the Accounts receivable parameters page, on the Number sequences tab, define a number sequence for the Sales book reference.
On the Accounts receivable parameters page, on the Ledger and sales tax tab, on the Sales book FastTab, select Electronic reporting (ER) formats for Sales book and Sales book additional sheet in XML.
Go to Accounts payable > Setup > Accounts payable parameters.
On the Accounts payable parameters page, on the Number sequences tab, define a number sequence for the Purchase book reference.
On the Accounts payable parameters page, on the Ledger and sales tax tab, on the Purchase book FastTab, select ER formats for Purchase book and Purchase book additional sheet in XML.
Go to Tax > Indirect taxes > Sales tax > Sales tax settlement periods.
On the Sales tax settlement periods page, create a tax period.
Go to General ledger > Ledger setup > General ledger parameters.
On the General ledger parameters page, on the Sales tax tab, on the Tax options* FastTab, in the Sale/purchase book date and number delimiter field, define the delimiter that is used between the date and number of invoices-factures in the printing format of sales books and purchase books.

Generate and print a sales book

Generate a sales book

Go to Accounts receivable > Periodic tasks > Sales book > Sales books journal.
On the Sales books journal page, create a sales books journal. You can create a book only if all the books that are listed on the page are closed.
In the Name field, enter a name for the book.
On the Action Pane, select Functions > Update to generate lines in the sales books journal.
In the Sales book dialog box, set the Close the book option to Yes to close the book after the update. After a book is closed, you can't create new factures in a closed period.

The From date and To date fields are set automatically, based on the tax settlement period.
Select OK. The lines of the sales book are generated, and the closing date is entered in the Closed date field of the sales books journal.

Commands on the Sales books journal page

The following commands are available on the Action Pane of the Sales books journal page.

Command	Description
Lines	Open the Sales book lines page, where you can verify the details of the sales book lines.
Totals	Open the Totals dialog box, where you can review the total VAT base and VAT amounts for the sales book. Totals are shown separately for domestic VAT, export VAT, and VAT restoration.
Print > Sales book	Print the sales book report.
Print > Print additional list	Print the sales book additional sheet report.
Functions > Facture operation code	Change operation codes for factures. In the Parameters dialog box, select the facture operation code that needs to be changed and enter a new facture operation code. In the Type field, select the purpose of the primary address of the counterparty for which the facture operation code needs to be changed. For example, you might select Business. In the Counteragent type field, select Customer or Vendor depending on the type of the party for which the facture operation code needs to be changed. Make sure that the Kind of activity field in the factures for which the operation code needs to be changed is set to Basic.

Print a sales book

On the Sales books journal page, select the sales books journal line, and then select Print > Sales book.
In the Sales book to Microsoft Office Excel dialog box, define the following parameters:
- From date and To date – Review the dates in these fields. These fields define the sales book reporting period.
- Group by factures – Set this option to Yes to group factures that have the same facture number onto one line that has a total amount.
- Exclude storno – Set this option to Yes to exclude original and storno transactions during the specified period from the report.
- Create XML file – Set this option to Yes to create an electronic report in the legacy format, in addition to the Microsoft Excel report.
Select OK to print the sales book.

Print a sales book additional sheet

On the Sales books journal page, select the sales books journal line, and then select Print > Print additional list.

Additional sheets are generated and printed for all tax settlement periods that were corrected during the selected period for the sales book.

Currently, only corrective and revision factures that decrease the VAT amount that must be paid to the tax authorities during the corrected period are considered when additional sheets are generated. Corrective and revision factures that increase the VAT amount that must be paid are included in the sales book for the current period.

Generate and print a purchase book

Generate a purchase book

Go to Accounts payable > Periodic tasks > Purchase book > Purchase books journal.
On the Purchase books journal page, create a purchase books journal. You can create a book only if all the books that are listed on the page are closed.
In the Name field, enter a name for the book.
On the Action Pane, select Update to generate lines in the purchase books journal.
In the Purchase book dialog box, set the Close the book option to Yes to close the book after the update. After a book is closed, you can't create new factures in a closed period.

The From date and To date fields are set automatically, based on the tax settlement period.
Select OK. The lines of the purchase book are generated, and the closing date is entered in the Closed date field of the purchase books journal.

Commands on the Purchase books journal page

The following commands are available on the Action Pane of the Purchase books journal page.

Command	Description
Lines	Open the Purchase book lines page, where you can verify the details of the purchase book lines.
Totals	Open the Totals dialog box, where you can review total VAT base and VAT amounts for the purchase book.
Print > Purchase book	Print the purchase book report.
Print > Print additional list	Print the purchase book additional sheet report.
Functions > Facture operation code	Change operation codes for factures. In the Parameters dialog box, select the facture operation code that needs to be changed and enter new facture operation code. In the Type field, select the purpose of the primary address of the counterparty for which the facture operation code needs to be changed. For example, select Business. In the field Counteragent type, select Customer or Vendor depending on the type of the party for which the facture operation code needs to be changed. Make sure that Kind of activity in the factures for which the operation code needs to be changed is set to Basic.

Print a purchase book

On the Purchase books journal page, select the purchase books journal line, and then select Print > Purchase book.
In the Purchase book to Microsoft Office Excel dialog box, define the following parameters:
- From date and To date – Review the dates in these fields. These fields define the purchase book reporting period.
- Group by factures – Set this option to Yes to group factures that have the same facture number onto one line that has a total amount.
- Exclude storno – Set this option to Yes to exclude original and storno transactions during the specified period from the report.
- Create XML file – Set this option to Yes to create an electronic report in the legacy format, in addition to the Excel report.
Select OK to print the purchase book.

Print a purchase book additional sheet

On the Purchase books journal page, select the purchase books journal line, and then select Print > Print additional list.

Additional sheets are generated and printed for all tax settlement periods that were corrected during the selected period for the purchase book.

Currently, only corrective and revision factures that increase the VAT amount that must be deducted during the corrected period are considered when additional sheets are generated. Corrective and revision factures which decrease the VAT amount that must be deducted during the corrected period are included in the purchase book for the current period.

Print an issued and received factures journal

The facture accounting journal contains a list of issued and received invoice-factures that are related to activities for the benefit of another entity. Examples of these activities include agent transactions and commissions.

Set up parameters for a factures journal

On the General ledger parameters page, on the Sales tax tab, on the Tax options FastTab, define the following parameters:

Facture operation code delimiter – Define the delimiter that is used if several operation type codes are assigned to one facture.
Facture accounting journal format mapping – Select the ER format for facture journal in XML format.

Print a facture accounting journal

Go to General ledger > Inquiries and reports > Journal reports > Facture accounting journal.
In the Facture accounting journal dialog box, in the Date interval code field, select a reporting period. Alternatively, specify your own date range by using the From date and To date fields.
In the Outgoing field, select the criterion for including intermediary deals factures in the facture journal:
- Date of the registration – The issued factures journal contains all intermediary deals factures, even if they haven't been confirmed with the principal. (The intermediary deal information for those factures might be empty.)
- Confirmation date – The issued factures journal contains only confirmed intermediary deals factures. (The intermediary deal information for those factures is filled with the factures that have been received from the principal.)
Set the Date of reporting option to Yes to filter factures by reporting date instead of facture date.
Set the Create XML file option to Yes to create an electronic XML report in addition to the Excel report.
Select OK to print facture accounting journals for the selected period.