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The XML Audit file Financial (XAF) is an open standard for the exchange of data from administrative systems for reporting and control purposes. The Dutch tax administration, trustees and accountancy are important users of the audit file.

 

An XML audit file can be created via Bookkeeping > Financial > Create XML audit file.

 

An audit file can be created as XAF versions 2.0, 3.2, 3.2 enhanced and 4.0.
 

Additional to XAF v2.0, XAF v3.2 also supports:

–VAT codes

–Periods

–Cost types and cost centres

–Sub ledgers debtors and creditors

–Country codes for the company

 

In versions 3.2 and 4.0, the country codes of debtors and creditors are not included in the XML files. This does happen with version 2.0, but in that version the country codes are not included for the company.

 

XAF 3.2 enhanced is not an official version, but a special variant in Mill7 with extra data and some different rules here and there. It is discussed in detail below.

 

Compared with XAF v3.2, XAF v4.0 is a simplified file. Most importantly, it does not support sub ledgers for debtors and creditors, and it does not contain postal addresses, contact names, telephone and fax numbers and websites of debtors and creditors.

 

A default folder for XML audit files can be entered in the settings at Book > Other.

When the default folder is set, the location will be shown as [DEFAULT]\{B-folder name}.xaf.

The actual location will not be visible. It is possible to choose another location and another file name.

 

By using the Custom menu to execute the rule Maatwerk.exe /XML_Audit_Period, an audit file can be created with the option to select a period.

 

Skip 11-test

During the creation of the audit file, a so-called 11-test will be performed on the VAT number of debtors and creditors.

By checking this option, the 11-test will be skipped.

 

Use External number 1

If the External code 1 at the general ledger account has been entered, this number will be used instead of the general ledger number.

 

A warning message is given when an external number is used for several general ledgers, or when an external number is equal to a general ledger number.

Only the first found record is saved in the audit file.

 

External code/description

If the external code / description at the general ledger account has been entered, this code will be used instead of the general ledger description.

 

Validations

An audit file will be created even when discrepancies are present. Any notifications are displayed in the screen.

 

To be able to create a correct audit file, the address in the company data must be entered.

The codes in the countries table used must comply with ISO 3166-1 alpha-2 for two-letter country codes.

The company data can be entered via Maintenance > Company data.

 

XAF versie 3.2 enhanced

This is an extension of the standard version 3.2 that allows an audit file to contain more details that can sometimes be useful when importing into other systems.

Also, in some areas, the rules are interpreted differently than in version 3.2. So even if the extension has no added value for a receiving system, it may still make sense to use this version due to the different interpretation.

 

Below is an overview of the additional elements, each with an explanation.

 

 

Below is a list of the rules that are interpreted differently in version 3.2 and version 3.2 enhanced.

 

•For journal entries that contain a VAT code, a specification of the VAT must be given. With version 3.2, this does not happen if the VAT code is missing in the journal entry or if the VAT code is "0". In version 3.2 enhanced, the specification is also provided if the VAT code is "0".

•When specifying the VAT in a journal entry, an absolute amount is mentioned and also the indication whether it is a debit or a credit amount. Version 3.2 checks whether the VAT amount in the journal entry is a negative amount. If so, then that amount is made positive and the type of amount is "D" (debit). If not, the amount will remain positive and the type will become "C" (credit). In this way, the VAT amount can be given a different type than the invoice amount. With version 3.2 enhanced, the VAT amount is not made absolute. The type of the amount is then taken from the invoice amount.

•If a journal entry is posted in a foreign currency, the information relating to the foreign currency is specified separately (under currency). If the entry was made directly in foreign currency (i.e. not via Ctrl+K), then in version 3.2 the specification will mention the currency code of the daybook. With version 3.2 enhanced it will be the currency code of the journal entry itself.

•For daybook pages without a description, the description is assigned automatically. With version 3.2 it is "Blad " + page number, with version 3.2 enhanced it is "Page " + page number.

•For daybook pages, an absolute amount for the balance is mentioned and also the indication whether it is a debit or a credit amount. With version 3.2, a balance of 0.00 is labelled as credit, but with version 3.2 enhanced, the amount must be less than 0.00 to be labelled as credit. 0.00 is then labelled as debit.