Generating Audit File

  1. Go to the company. The Audit File section is visible.
  2. In the Year field select a year.
  3. [Optional] In the Transactions From field select an alternative period.
  4. [Optional] In the Transactions To field select an alternative period.
  5. Click Generate File. A progress bar indicates the status of the file. The following confirmation processes apply, depending on your audit file selection:

When the file is ready an email is sent with a link to your company. From your company, click All Audit Files.

When the file is ready an email is sent with a link to a zip file containing all of the audit files that have been generated. The email also contains a link to the Audit File Library.

To access the audit file library your company. From your company, click All Audit Files. The audit files are stored in the following structure:

Notes:

When generating an audit file for the Netherlands, the user's language must be set to English.

If there is an error generating the file for France a message is displayed. Refresh the screen and refer to the log in the Audit File Log section. An email is also sent with a link to the company where the error occurred. If the error is related to a memory limit, see Localization Settings.

  1. [Optional] To view the file click All Audit Files.

Troubleshooting

If an information message displays on the Audit File section, one or more of the following errors is preventing you from generating audit files:

  1. FinancialForce Business Analytics or Financial Statements package is not installed.
  2. No Analytics app exists with the Financial Transactions dataset.
  3. Einstein Analytics App Name is missing or incorrect in the Financial Statements Reporting Settings custom setting. Ensure this is the app name and not the app label.
  4. You don't have access to the Analytics app specified in the Einstein Analytics App Name field in the Financial Statements Reporting Settings custom setting.
Notes: If there is an error generating the file for Netherlands an email is sent describing the error. A break in the consecutive naming of the audit files does not prevent the audit files from being merged correctly.
Notes: When generating audit files for France the maximum size of the audit file is defined in the Accounting Localization Settings (FF) custom setting.If the file generation batch process fails all related files created by the batch process are deleted.

If numerous files are generated, see the following section in order to merge them into one file.

Merging Numerous Files

Depending on the amount of information, numerous files can be generated. The file naming convention varies, depending on the country.

When generating audit files for France, each file name uses the following convention:

{nine digit SIREN number}FEC {financial year} {yyyy}-{mm}-{dd} {time} - {file number}.txt

For example, if three files are generated the file names can look as follows:

  • 123456789FEC 2020 2020-12-24 12:30:00 - 1.txt
  • 123456789FEC 2020 2020-12-24 12:31:00 - 2.txt
  • 123456789FEC 2020 2020-12-24 12:32:00 - 3.txt

When generating audit files for the Netherlands, each file name uses the following convention:

Auditfile{financial year}V3_2_{yyyy}-{mm}-{dd} {time file creation started using format HH:MM:SS}_{file number}_{if applicable, multiple file suffix}

For example, if three files are generated the file names can look as follows:

  • Auditfile2020V3_2_2020-01-31 08:28:46_01.xml
  • Auditfile2020V3_2_2020-01-31 08:28:46_02.xml
  • Auditfile2020V3_2_2020-01-31 08:28:46_03.xml

Some files can be split into two or more files. In which case, the generated file names can look as follows:

  • Auditfile2020V3_2_2020-01-31 08:28:46_01_001.xml
  • Auditfile2020V3_2_2020-01-31 08:28:46_01_002.xml
  • Auditfile2020V3_2_2020-01-31 08:28:46_01_003.xml

Before sending your file to the relevant tax authorities you must merge the numerous files into one file. The steps differ for Windows or Mac users.

Windows

  1. Download all generated files to an empty folder.
  2. Open the Command Prompt.
  3. Navigate to the folder in the Command Prompt.
  4. Enter the following command:
    copy /b *.csv merge.txt
    All CSV files are copied into one file.
  5. Navigate to the new file and rename it according to the country specific convention. For example, for France, the convention is the following:
    {nine digit SIREN number}FEC{YYYYMMDD}.txt
    For example: 819801804FEC20190630.txt.
Note: You can save as an .xml by replacing .txt with .xml.

Mac

  1. Download all generated files to an empty folder.
  2. Open the Terminal.
  3. Navigate to the folder in the Terminal.
  4. Enter the following command:
    cat *.csv >merged.txt
    All CSV files are copied into one file.
  5. Navigate to the new file and rename it according to the country specific convention. For example, for France, the convention is the following:
    {nine digit SIREN number}FEC{YYYYMMDD}.txt
    For example: 819801804FEC20190630.txt.
Note: You can save as an .xml by replacing .txt with .xml.