Colombia Localization Features

The Colombia Localization SuiteApp provides custom fields, validations, and other customizations for Colombian businesses to comply with tax and other government requirements in Colombia.

The Colombia Localization SuiteApp includes the following:

• Colombia Localization custom fields

• Colombia Localization custom forms

• Creating customers and vendors

• Creating employees

• Creating items

For updated exchange rates, check with the Superintendencia Financiera (Financial Superintendence)

Colombia Localization Custom Fields

The Colombia Localization custom fields are available when Colombia context is met.

To see the custom fields that are provided by the Colombia Localization SuiteApp, go to Compliance with Colombia DIAN Requirements.

For more information about Colombia context, see Colombia Context.

Colombia Localization Custom Forms

The Colombia Localization SuiteApp provides the following custom forms:

• Colombia Standard Invoice

• Colombia Standard Sales Order

• Colombia Standard Contact Form

• Colombia Standard Customer Form

• Colombia Standard Employee Form

• Colombia Standard Vendor Form

You can set these custom forms as the default forms for specific user roles. For more information, see Defining Preferred Forms

For detailed information about how to customize a transaction form, see Creating Custom Entry and Transaction Forms

An advanced PDF template is delivered with the Colombia Localization SuiteApp. To customize the layout of the template, go to Customizations > Forms > Advanced PDF/HTML Templates and search for Colombia (transaction) PDF Template. For more information about the Advanced PDF/HTML Templates feature, see Advanced PDF/HTML Templates.

Important:

When customizing a Colombia transaction form, select the Standard (transaction) PDF/HTML Template from the dropdown list. Do not select the Colombia (transaction) PDF Template on this record. The Colombia (transaction) PDF Template is used for Certification processes and therefore must be specified on the Electronic Invoicing Setup record only. For the Print Template, select Proveedor Tecnológico PDF Template.

You can send the generated e-documents (XML and PDF) to your customers. For more information, see Sending and Resending E-Documents.

To learn more about the outbound electronic invoicing process, see Outbound Electronic Invoicing.

Creating customers and vendors

Both customers and vendors will be created by default as NetSuite companies (is person = F). When creating a customer (for interested customers, the values to fill in are optional), vendors, partners, or others, it is required to fill in the following information.

To create customers and vendors:

1. In the Primary Information field group, leave the Auto box checked so that the name can be linked to the TIN or entity ID number.

2. Select the Subsidiary.

3. Fill in the First Name, Second Name, Last Name, and Second Last Name.

   1. In the Primary Information field group, enter the Company Name.

   2. Legal entity (Jurídica) – In the primary information field group, enter the Company Name.

4. Select the Colombia Document Type and the system will identify the DIAN code for each type of document.

5. Colombia Identification Number: This field populates after saving the record and after the information in the Financial subtab > Tax Registrations is fulfilled.

6. Colombia Verification Digit: It is calculated by NetSuite after saving the entity, only when the document type corresponds to the DIAN codes 13 and 31.

7. Enter the Invoicing Email address where the invoicing files should be sent to.

8. Select the Tax Regime. It should indicate if the entity is liable for VAT or not.

9. Select the Tax Scheme corresponding to the company.

10. Select the DIAN Taxpayer's Obligations assigned by the DIAN in the RUT.

11. : Check the Is Consortium? box to identify if the entity is a Consortium; if so, on the tab Relationships > Consortium assign the participant and the corresponding participation percentage.

12. On the Financial subtab > Tax Registrations subtab, select the following fields:

    1. Country – the country that the Entity belongs to.

    2. State – if applies for that country.

    3. Nexus – it is auto filled according to the selected country.

    4. Tax Reg. Number – the TIN or entity identification number.

13. On the Address subtab, assign the information about the entity’s location and the Department and Municipality (city) fields. The DIAN requires numeric codes to identify its states and municipalities (cities). However, on the User interface, you can see the names for each one.

Creating Employees

Follow the steps to create an employee.

To create an employee:

1. In the Primary Information field group, leave the Auto box checked so that the name can be linked to the TIN or entity ID number.

2. Select the Subsidiary.

3. In the Colombia field group, enter the First Name, Second Name, Last Name, and Second Last Name.

4. Select the Colombia Document Type and the system will identify the DIAN code for each type of document.

5. Colombia Identification Number: This field is equivalent to the Tax ID generated by the system by default and is filled after clicking Save.

6. Colombia Verification Digit: It is calculated by NetSuite only after saving the entity.

7. On the Address subtab, enter the Department and Municipality (city). The DIAN requires numeric codes to identify its states and municipalities (cities). However, on the User interface, you can see the names for each one.

Creating Items

To create an export item, fill in the following fields:

• Brand - Colombia

• DIAN Electronic Inv. Code

• Tariff Heading

After assigning these fields on the items, the information will be reflected on the transaction line.

Currency Exchange Rate Update

On the Colombia Localization SuiteApp, the exchange rates automatic update is included from dollars to Colombian pesos in the NetSuite’s Currency Exchange Rates standard register. It is a programmed type of script and, currently, it is automatically executed at 1 am, according to the time zone set on NetSuite’s general preferences.

If you want to modify the programming, go to Customization > Scripting > Script Deployments > CO | Actualizar TRM, customdeploy_co_update_trm_sc_dp

General Notices