Export a uniform file

The uniform file (Tax Authority spec 1.31, מבנה אחיד) is the file a Tax Authority auditor asks for to read a business’s books. It holds the client’s cards, each card’s balance at the start of the period, and every entry recorded in the books during the period.

The file is written for double-entry books kept in shekels. For a client with single-entry books, books in another currency, or books holding entries recorded in another currency, the screen explains it can’t be created here.

Export the file

1. Open the client’s reports and choose Uniform file.
2. Pick a period: This year, Last year, or another range.
3. Check the business name and VAT number. A file can’t be created without a valid VAT number. Add it in the client’s details.
4. Pick the drive the auditor will save the files to (default Drive C). The path in the file starts at that drive.
5. Click Create file. The download starts when the file is ready.
6. Read the export summary: the path, the date range, how many records of each type the file has, and any warnings.

What the file includes

• All the client’s cards, with their trial balance code, their 6111 code when one is set, and a customer’s or vendor’s VAT number.
• Each card’s balance at the start of the period, from every entry recorded before it. A card kept in a foreign currency also has its balance in that currency.
• Every entry recorded in the books during the period, including a reversed entry and the entry that reversed it. The transaction number in the file is the entry’s number in Office.
• Draft entries are left out, since they aren’t recorded in the books yet. The screen says how many drafts the period has.

When an entry came from a document, the file names the document’s number and its type by its side of the books. For example, a tax invoice the client issued is 305, and a supplier’s tax invoice is 700.

After the download

Extract the download at the root of the drive you picked, so the files sit at the path in the summary. The OPENFRMT folder holds INI.TXT and the BKMVDATA archive. Below the summary, the trial balance of movements for the period, as the file states it, lets you compare it with the client’s trial balance.

Every export gets its own folder, even two exports in the same minute.

A customer’s or vendor’s card without a VAT number shows up in the warnings. The file is still created, since a foreign supplier has no such number. Check the gap is right.

When the file isn’t created

The file shows one state of the books. If entries are recorded, or a card’s account key changes, while it is being created, Office reads the books again. If that happens twice, the screen asks you to try again in a moment.

The screen lists each problem with its card or entry. Common problems:

• An entry doesn’t balance: open the entry in the books and check its debits equal its credits.
• An account key or document number is too long: the file takes up to 15 characters for an account key and 20 for a document number.
• Characters the file can’t hold: the file holds Hebrew, Latin letters, digits and basic symbols. Rename the card or change the description.

Downloading the file doesn’t send it to the Tax Authority. Hand it to the auditor as they asked.