Loading the VAT Transaction Table

This section provides an overview of VAT transaction table load, lists prerequisites, and discusses how to set up the run request for the VAT Transaction Loader process (FS_VATUPDFS) and run the VAT Transaction Loader process.

Page Name

Definition Name

Usage

VAT Transaction Loader Rqst Page

VAT_UPD_REQUEST

Run the Transaction Loader process that updates the VAT transaction table.

The VAT transaction table stores the detailed transaction information required for VAT reporting and is the primary source of information for all VAT reports. VAT transaction information is loaded into the VAT transaction table from PeopleSoft Payables, Billing, Receivables, Expenses, Treasury, General Ledger, and Asset Management through a background process. For each product, the transaction loader uses a VAT transaction source definition to determine what information to select from which tables. These VAT transaction source definitions are delivered with the PeopleSoft system.

To keep the VAT transaction table current, you need to periodically run the VAT Transaction Loader background Application Engine process (FS_VATUPDFS) that updates the VAT transaction table using VAT transaction information from PeopleSoft applications.

Before you run the process, the PeopleSoft application that is the VAT transaction source must have VAT-applicable transactions. You may also need to run application-specific processes to prepare the VAT transactions for the VAT transaction table.

See the PeopleSoft application documentation for more information about whether you need to do this for the applications you have installed.

The following application processes must run on transactions before the transactions can be picked up by the VAT Transaction Loader:

  • PeopleSoft Payables

    Voucher Posting and, if applicable, Payment Posting.

  • PeopleSoft Receivables

    Receivable Update.

  • PeopleSoft General Ledger

    Journal Edit and Posting.

  • PeopleSoft Expenses

    Post Liabilities.

  • PeopleSoft Treasury

    Automated Accounting.

  • PeopleSoft Billing

    Finalization and Currency Conversion.

  • PeopleSoft Asset Management

    Calculate Depreciation and Create Accounting Entries.

Use the VAT Transaction Loader Rqst page (VAT_UPD_REQUEST) to run the Transaction Loader process that updates the VAT transaction table.

Navigation:

VAT and Intrastat > Value Added Tax > VAT Processes > Transaction Loader > VAT Transaction Loader Rqst

Use this page to establish the parameters, including run frequency and time for running the VAT Transaction Loader, to update the VAT transaction table for the applicable entities, products, and business units.

Before setting up your run requests, evaluate when you want to run the loader and for what VAT entities, products, and business units.

Field or Control

Description

Process Frequency

Select the appropriate frequency for the run request.

VAT Entity

Select the VAT entity for which you want to load VAT transaction data.

All Products

Select to run the process for all products. Otherwise, you can specify a particular product or products for this run request using the Specify Products group box.

Specify Products

Specify the PeopleSoft application or applications for which you want to run the process. Add more rows as needed to add more applications to the list.

All Business Units

Select to run the process for every business unit associated with the selected VAT entity. Otherwise, you can specify a business unit or business units using the Specify BUs group box.

Specify BUs (specify business units)

Specify the business unit or units for which you want to run the process. Add more rows as needed to add more business units to the list.

You can include multiple entities on a request by adding new rows and specifying the applicable product and business unit settings.

Note: Create additional run control IDs as needed for different combinations of VAT entities, VAT transaction sources, and business units.

When you run the Transaction Loader process, the steps that the process takes depends on the PeopleSoft application selected as the VAT transaction source. This table outlines the processing steps for each transaction source:

VAT Transaction Source

Transaction Loader Process

Links

PeopleSoft Billing

Inserts records in the VAT/ Billing cross-reference table to enable cross-referencing between the VAT transaction table and PeopleSoft Billing tables.

Changes the VAT distribution status on the bill line to D for all the selected bill lines that were processed successfully. The VAT transaction loader does not pick up bill lines until after the bills that contain those lines are invoiced, and the currency conversion process runs against the bills.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the bill lines, and obtains the VAT document ID from the VAT entity.

For each business transaction that is written to the VAT transaction table, the VAT/Billing cross-reference table (VAT_XREF_BI) enables linking between the VAT transaction record to the original business transaction. For PeopleSoft Billing, this links the entries in the VAT transaction table to the invoice that generated them.

PeopleSoft Receivables

Inserts records into the VAT/Item cross-reference table to enable cross-referencing between the VAT transaction table and PeopleSoft Receivables tables.

Changes the VAT distribution status on the item activity VAT entry to D for all the selected item VAT lines that were successfully processed. The VAT Transaction Loader process does not pick up lines until after the Receivables Update process has successfully distributed them.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the item VAT lines, and obtains the VAT document ID from the VAT entity.

For each business transaction that is written to the VAT transaction table, the VAT/Item cross-reference table (VAT_XREF_ITEM) enables drillback from the VAT transaction record to the original business transaction and vice versa. For PeopleSoft Receivables, this links the entries in the VAT transaction table to the items that generated them.

PeopleSoft Payables

Inserts records into the VAT/Voucher cross-reference table to enable cross-referencing between the VAT transaction table and PeopleSoft Payables tables.

Changes the VAT distribution status on the voucher accounting line to D for all the selected voucher accounting lines that were successfully processed. Because the VAT transaction loader picks up information from the voucher accounting line, voucher and payment posting, or both, must be run before you run the Transaction Loader process.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the voucher accounting lines and obtains the VAT document ID from the VAT entity.

For each business transaction that is written to the VAT transaction table, the VAT/Voucher cross-reference table (VAT_XREF_VCHR) enables drillback from the VAT transaction record to the original business transaction and vice versa. For PeopleSoft Payables, this links the entries in the VAT transaction table to the voucher or payment that generated them.

PeopleSoft General Ledger

Inserts records into the VAT/Journal Line cross-reference table (VAT_XREF_JRNL) to enable cross-referencing between the VAT transaction table and PeopleSoft General Ledger tables.

Changes the VAT distribution status on the journal VAT line to D for all the selected journal VAT lines that were successfully processed. The VAT Transaction Loader does not pick up journal VAT lines until after the Journal Post process has validated and posted them and set the distribution status to N.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the journal VAT lines and obtains the VAT document ID from the VAT entity.

For each business transaction that is written to the VAT transaction table, the VAT/Journal Line cross-reference table (VAT_XREF_JRNL) enables drillback from the VAT transaction record to the original business transaction and vice versa. For PeopleSoft General Ledger, this links the entries in the VAT transaction table to the journal entry that generated them.

PeopleSoft Expenses

Inserts records into the VAT/Expense Accounting Entry cross-reference table to enable cross-referencing between the VAT transaction table and PeopleSoft Expenses tables.

Changes the VAT distribution status on the accounting entry line to D for all the selected expense accounting lines that were successfully processed. Because the VAT Transaction Loader picks up information from the expense sheet accounting line, the Post Liabilities process must be run before the Transaction Loader process.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the expense accounting entries, and obtains the VAT document ID from the VAT entity.

For each business transaction that is written to the VAT transaction table, the VAT/Expense Accounting Entry cross-reference table (VAT_XREF_EX) enables drillback from the VAT transaction record to the original business transaction and vice versa. For PeopleSoft Expenses, this links the entries in the VAT transaction table to the expense report accounting entries that generated them.

PeopleSoft Treasury

Inserts records into the VAT/Treasury cross-reference table to enable cross-referencing between the VAT transaction table and your bank statement transactions.

Changes the VAT distribution status on the bank statement transaction to D for all the selected bank statement transactions that were successfully processed.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the treasury transaction tables, and obtains the VAT document ID from the VAT entity.

For each business transaction that the system writes to the VAT transaction table, the VAT/Treasury cross-reference table (VAT_XREF_TR) enables you to drill back from the VAT transaction record to the original business transaction and vice versa. For PeopleSoft Treasury, this links the entries in the VAT transaction table to the bank statement transactions that generated them.

PeopleSoft Asset Management

Inserts records into the VAT/Asset Management cross-reference table to enable cross-referencing between the VAT transaction table and asset retirement transactions.

Changes the VAT distribution status on the asset retirement transaction to D for all the selected asset retirement transactions that were successfully processed. After you retire an asset, Depreciation Calculation (AMDPCALC) and Create Accounting Entries (AMAEDIST) must be run before Transaction Loader.

Inserts records into the VAT transaction table for each valid VAT transaction that comes from the asset retirement tables, and obtains the VAT document ID from the VAT entity.

For each business transaction that the system writes to the VAT transaction table, the VAT/Asset Management cross-reference table (VAT_XREF_AM) enables drillback from the VAT transaction record to the original business transaction and vice versa. For PeopleSoft Asset Management, this links the entries in the VAT transaction table to the asset retirement transactions that generated them.

Note: In PeopleSoft Asset Management, if you retire an asset in Asset Management and pass the information on to Billing, the VAT Transaction Loader does not get the VAT information from Asset Management but from the bill created in PeopleSoft Billing. However, if the retirement transaction remains in PeopleSoft Asset Management, the VAT Transaction Loader picks up the VAT information from Asset Management.

PeopleSoft Asset Management and VAT

Although VAT is recorded when you retire an asset, PeopleSoft Asset Management does not generate a financial document such as a VAT invoice. You can send an asset retirement transaction to PeopleSoft Billing, where an invoice is automatically generated. In this case, no VAT information is loaded into the VAT Transaction Table from PeopleSoft Asset Management. The invoice transaction is picked up by the VAT Transaction Loader from PeopleSoft Billing instead.

However, you also have the option to not send the retirement transaction to Billing and to not have the invoice generated automatically, In this case, if you want to manually record the sale of a retired asset in PeopleSoft Billing and PeopleSoft Receivables, you can record the VAT applicable to that sale a second time. In this case, you must ensure that the VAT does not get reported on your VAT return twice.

To prevent VAT from being reported twice, instead of using the VAT recorded in PeopleSoft Asset Management to generate your VAT return, you can simply use that information to help you enter the invoice for the sale of the asset in PeopleSoft Billing or PeopleSoft Receivables. In this situation, you may not want to copy VAT into the VAT transaction table for PeopleSoft Asset Management. (When you run the Transaction Loader, do not select PeopleSoft Asset Management as a VAT transaction source.)

If you do not want to include PeopleSoft Asset Management VAT transactions on your VAT return, assign a specific VAT transaction type to your asset retirement transactions. Then you can either exclude that VAT transaction type on any line in the VAT report definition or include it on an additional unprinted line on the VAT report definition.