Tax free document (Enterprise, Standard)

Note
Tax free documents are only available in the Polish version of the database.

The handling of tax free documents (TF) enables the refund of VAT paid by travelers from outside the European Union directly on POS workstations. Owing to that, customers may avoid double taxation: in the country of purchase and country of residence.

[Tax Free] button
On the list of trade documents, the user may generate a tax free document from a receipt which:

  • Has not been printed on a receipt printer
  • Has no corrections (or all the corrections have been canceled)
  • Has no associated sales invoice
  • Has no generated tax free document (or the generated tax free document has been canceled)

As in the case of other documents, it is not possible to generate a collective tax free document from several receipts.

Note
If a receipt document has been synchronized by the ERP system, it is not possible to generate a tax free document from it in the offline mode.
Note
The functionality of generating TF documents from confirmed receipt is not available in cooperation with Comarch ERP Standard.

In the ERP system, it is also possible to activate the functionality of generating TF documents from confirmed documents. If the functionality has been activated and no numbering scheme has been defined for the TF document type in the ERP system, an attempt to generate a TF document from a confirmed receipt on the POS workstation is blocked with the notification: “Unable to issue a tax free document. There is no document definition”.

A tax free document can have one of the two statuses:

  • Confirmed
  • Paid – it is assigned to a TF document with confirmed export
Tax free document preview

The form of a TF document contains the following fields (particular points correspond to areas marked in the figure above):

1. The list of document items presents the following columns:

  • Name
  • Total Price
  • Quantity
  • VAT Value
  • Total Value
  • VAT Rate (hidden by default)

2. The [Customer] tile presents:

  • Customer name
  • Address
  • Number of an identity document – it is required for the confirmation of a TF document
  • Address country – it is required for the confirmation of a TF document

3. The document summary contains the following fields:

  • Total
  • Subtotal
  • Amount to refund

4. Form – it is a customer’s default payment form; it can be changed to a different payment form available on the POS workstation. In the case where a payment form selected for a customer is not available on the POS workstation, the application sets a payment form of the Cash type assigned to the workstation.

5. Date of Export – it displays the date of export outside the EU territory

6. Date of Receipt

7. Attributes – it presents attributes assigned to the document type

Note
For the generation of a tax free document, it is necessary to fill in the field Identity Document on the customer form.
Example
Two POS workstations: POS1 and POS2 are attached to a local center. The service of data synchronization with the ERP system is active. A document R/2018/04/POS1 is available on both the workstations. The operator of the POS1 workstation generates a tax free from the document R/2018/04/POS1. At this moment, the R document is blocked for other workstations; therefore, the operator of the POS2 workstation, attempting to generate a TF or SI document from the same receipt document, will receive a blocking notification: “Cannot generate a tax free document because the document {0} has already been blocked on another workstation”.

[Confirm Export] button
A tax free document containing an export confirmation and an attached receipt document is a requirement for receiving a VAT refund. In a confirmed TF document, the operator may confirm export with the use of the button [Confirm Export] available on the list of trade documents and in the TF preview window. While confirming export in a TF document, the following fields need to be filled in:

  • Date of Export – by default, it is set as the current date, with a possibility to edit it
  • Date of Receipt – this field is required, since receiving a tax refund is only possible if the export of goods outside the EU takes place no later than on the last day of the third month following the month of purchase
Note
In order to generate a refund following an export confirmation in a TF document, the user needs to be assigned the permission Validation of refund granted in the ERP system.
Note
In order to confirm export in a TF document created by another operator, the user needs to be assigned the permission Edition of other cashiers’ documents granted in the ERP system.
Example
Two POS workstations: POS1 and POS2 are attached to a local center. The service of data synchronization with the ERP system is active. A document TF/2018/03/POS1 is available on both the workstations. The operator of the POS1 workstation confirms export for the document TF/2018/03/POS1. At this moment, the TF document is blocked for other workstations; therefore, the operator of the POS2 workstation, attempting to confirm export for the document TF/2018/03/POS1, will receive a blocking notification: “Cannot confirm the export because the document TF/2018/03/POS1 has already been blocked on another workstation”.

It is not possible to generate a sales invoice or a correction (it also refers to corrections related to the exchange process) from receipts associated with TF documents.

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