Mass verification of the BP statuses in VAT and VIES

You can verify BP statuses to check if the BP is an active VAT payer in Poland or if the BP is registered for EU transactions. This can be checked in two locations:

  • VIES - (VAT Information Exchange System) is a search engine (not a database) owned by the European Commission. The data is retrieved from the national VAT databases when a search is made from the VIES tool.

    Link: vat Request.

    VAT status verification - For Polish companies, you can also check whether the BP is an active VAT taxpayer on the portal provided by the Polish tax authority.

  • In Sage X3, BPs statuses are verified using the Sage X3 URL: https://services.sage.com.pl/. This site stores data from the locations listed above. This data is constantly updated on the basis of information from the above URL. Sage X3 also stores historical BPs data.

Setting up

Creating tasks

Create a task in the Task management function (GESABT):

  • Task code: enter XDBPSTA1.
  • Script field: enter XDBPSTA script.

Creating recurring tasks

Create a recurring task in the Recurring task management function (GESABA). Important information to enter:

  • Task code: enter the Task code created in previous step.

  • Folder: Select the folder in which the task will be run. 

  • Select the days and times in which the task will be run.

Verifying BP statuses

Recurring task

On selected days and at the set time, a Recurring task is started by the system. The task runs in the background. The goal of the task is to retrieve information about changes in the status of BPs in the VAT and VIES portals in comparison to the current statuses in the Sage X3.

The recurring task searches for BPs who have appeared in VAT registers in the last 365 days.

After finding a BP in VIES or VAT, the system verifies the status with the data in the XDBPSTA table in the Sage X3. If:

  • The BP was not found in the XDBPSTA table - The system creates a new entry for this BP with a current status and with the search date.

  • The BP was found in the XDBPSTA table - The system compares the BP’s status in Sage X3 with the status in the VAT/VIES. If it is different, the system creates a new status for this BP with the date of the search.

  • The BP was found in the XDBPSTA table - The system compares the BP’s status in Sage X3 with the status in the VAT/VIES. If it is the same, the system doesn’t create an entry in the database.

After finishing the task, the log file is generated. You can see it in Log Reading function (LECTRACE). The log file contains information about:

  • The entry created in the XDBPSTA table.

  • Why the BP was not found in the VAT/VIES (incorrect VAT ID number or no connection).

Verification of BPs in the existing VAT register

In the Polish VAT Register function (GESXDR):

  • Partner verification - For each BP in the selected VAT register, the system searches for the last entry in the XDBPSTA table. The final date of the VAT register is considered as the date of entry. This function doesn’t change BP status in the XDBPSTA table.
    • If the verification does not encounter errors or if the VAT register is empty, the log notes: All BPs were found in the register. Register refers to the XDBPSTA table.
    • If a BP with data errors is found, a table with results will appear:

      Possible Parameter column values:

      • No data - This means that system didn’t find the data about BP in the XDBPSTA table. This means that there is no record in the XDBPSTA table with an update date earlier than the final date of the VAT register.
      • No connection - The system identified the BP’s VAT ID number, but encountered problems with the VAT server communication.
  • Partner update - The system connects to the Sage sp. z o.o service with VIES/VAT statuses and updates BPs statuses for all BPs, not only the one selected in the VAT register.