MacroExcel and ACL solutions for local SAF-T requirements

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Several multinationals clients have requested us to generate for them as a tax consultancy service the files for the monthly SAF-T obligations in Poland, Portugal, and other countries. 

The work process is as follows:

  1. The client provides us based on our download instructions with the relevant SAP data in an Excel sheet. Optional is that the Key Group has access to SAP itself and the client outsources also this exercise to us
  2. The Key Group reviews the data received, and subsequently, the Key Group transforms the data automatically with its in-house developed tooling developed into the XML format
  3. The Key Group provides the XML file to the client
  4. The client submits the XML file to the tax authorities via manual upload (exercise once a month)


Depending on the client's data volume or preference we use for the transformation either a client tailored MacroExcel or ACL.

For UK MTD for VAT, we do therefore not start from scratch but we simply built further on a work process that has proven itself in practice at multinationals.

The monthly SAF-T VAT Poland has replaced the VAT return submission per January 1, 2019. The data requested relate to line items and is thus comparable with the new UK tax requirements.


Take aways 

  • Set up a project charter that will take effect preferable during feasibility but ultimately during design
  • Write a business case and problem statement
  • Define scope of the project
  • Define objectives and goals of the project
  • Involve stakeholders and define priorities
  • Set measurable milestones
  • Ensure that the right sponsors provide buy-in.
  • Identify (project) risks and how to manage them
  • Jointly validate and refine the project plan and develop a roadmap to success
  • Hold regular meeting to track progress of the various work streams

We combine technical knowledge with industry understanding and knowhow of technologically advanced tools and methodologies available in the market or developed by ourselves.

  • Focus on tax processes that could be improved
    • Manual process: same data requests are made by different stakeholders
  • As Is assessment
  • Anticipate future changes and the data needed
    • What are tax trends?
    • What is happening locally and what should be considered across jurisdictions where you operate?
    • Anticipate new stakeholders and their data needs or requests (internal and external)
  • Define scope and actions for short, mid and long term
  • Write business case for change
  • Realize sponsorship for implementation
  • What tax data is requested and by whom?
  • What tax process can be improved and what can be automated?
    • CIT, VAT, tax data warehouse
  • What is the Return on Investment?
    • Hard saving: process improvement
    • Meeting (new) tax requirement
  • What systems are in use: SAP, Oracle, etc
    • By which entities?
  • How many end-use computing tools (e.g. excel spreadsheet) do we have?
  • How do we avoid an ad-hoc solution?
    • Understand the bigger picture
    • Real problem and not the symptom

Technology-related tax risk: understand and address the potential harms and benefits of (new) technology.

Ascertaining proper IT support for ensuring efficient, timely and reliable reporting.

VAT should be considered in every aspect of the process, from concept through completion and beyond. Managing by design — looking at any process or transaction from end to end and factoring in all the requirements and controls essential to designing and optimizing a compliant VAT process.

We speak the language of the business and IT and no translation is needed.