🇪🇸 Spain

This document describes all necessary configuration for a compliant setup in Spain.

caution

EVA will generate the necessary output documents in a compliant way. Further, Spain has implemented the immediate supply of information system (SII) which EVA is not integrated with. This is responsibility of the taxpayer, more info about the SII can be found here

Configuration

In order to configure your store in Spain to be compliant, the following configurations need to take place.

Settings

All settings below should be set on the most convenient level possible. In other words, if your organization structure has a country organization which houses all Spanish stores, then that's where they should go.

Setting	Value	Organization unit	Description
Auditing:Provider	ES	ES on store OU's when go-live is in phases or on country level when big bang go live.	Sets the certified aspects
UseInvoiceOutputFacade	true	Root level or container level	Attaches the Certified Invoice PDF when emailing the Invoice from POS &/or Companion App. This setting enables the use of the CertifiedInvoice stencil with destination Mail
Auditing:UseInvoiceCloning	true	Root level or container level	Used to create a duplicate of an original invoice whenever a customer is attached or mutated
Auditing:PublicKeyBlobID	-	Root level or container level	ID of the blob that was uploaded that contains the public key. Note: we can provide a service to generate it for you
Auditing:PrivateKeyBlobID	-	Root level or container level	Part of the key-pair used in your public key blob setting

Checking missed configuration(s)

Once you're done with all configuration steps. Make sure to run the service: AuditingValidateConfiguration which should return any step(s) that you may have missed or possibly undocumented.

Public and private key

You'll need to reach out to us to generate a public and private key. Once you have these, you can follow the steps below.

Private key

To set the private key the service AuditingSetPrivateKey can be used. This will upload the private key file and also increment the version setting automagically. It will also update the setting Auditing:PrivateKeyBlobID. We will have this setup done for you at the start of the project.

Public key

The public key should be uploaded to EVA via the StoreBlob service. Please note that the blob needs to have an "OriginalName" otherwise, it'll expire immediately. We will get this done for you at the start.

The public key should be shared with the authorities whenever they ask for it, so they can verify signatures.

Infrastructure

Cosmos DB will be setup by us, as this is required to keep track of the technical event log and the X/Z reports. If this is not set up, you won't be able to see any details in de technical event log section of EVA Admin.

Company

When configuring your Spanish organization unit(s), a company needs to be attached. If there is no Spanish company present yet on EVA, a new one should be created within Admin Suite under the Companies chapter. The following fields need to be filled:

• Name
• VatNumber
• RegistrationNumber
• Address (VisitorAddress)
  • Street
  • HouseNumber
  • ZipCode
  • City
  • CountryID

Organization unit(s)

Once a company is in place, you need to attach it to an organization unit(s).

Make sure the following fields are filled when creating an organization unit:

• Name
• BackendID (store number)
• RegistrationNumber
• VatNumber (aka TaxRegistrationNumber)
• BranchNumber
• Address
  • Street
  • ZipCode
  • City
  • CountryID
• CompanyID

note

It is crucial that you have the CompanyID field filled when creating the organization unit. You can retrieve this ID from the Spanish company you created/have. This is the legal entity under which this OU/store is operating and will be referred to when filling in the details on the invoices and receipts.

Stations

You can find steps on adding a new station here.

When creating a station, make sure the following fields are filled in:

• The underlying OU where this station will be used i.e. the store OU.
• Station name.
• The checkmark This station is a fiscal station and will be used for transactions needs to be checked.

note

All payment types must have a category, otherwise the payment can't be correctly mapped, and ShipOrder will fail.

Audit files

In Spain, there is no compulsory requirement for regular interval creation of audit files. However, tax registered companies are obligated to maintain comprehensive records in case asked for. This includes retention of detailed information regarding all goods and services.

To facilitate the swift submission of such records upon any AEAT (Spanish tax agency) requests, our whitelabel audit files feature can be used. To manually generate those file head over to the Audit file chapter on Admin Suite.

The files can also be automatically generated (if desired) via use of a Task as described in Financial period audit.

Tasks

Creating tasks can be done via Admin 1.0 from Management → Tasks.

There are two tasks which could prove quite handy when doing configurations in Spain. Those are as follows:

Financial period audit

The CreateFinancialPeriodAuditTask could for example be configured every second day of the month at 04:00. The task will basically do an automated generation of the audit file at that time.

The following fields need to be set:

• Name - (can be any unique name you want).
• Cron: 0 4 2 * *
• Arguments
  • Type - (can be left blank).
  • Organization unit - (the ID of the country of the Spanish OU).
  • Email address - (In case of task failures the email address you mention here will receive a notification. This is an optional field but quite handy).

Financial reporting period

Another task is called CloseFinancialReportingPeriodsTask, and this one should be configured every night at 03:00. The task will simply check and close all the automatically opened reporting periods.

The following fields need to be set:

• Name - (can be any unique name you want).
• Cron: 0 3 * * *
• Type - (1 for shops 2 for webshops)
• Email address - (Again, this is an optional field but quite handy in case the task run fails).

note

Unlike the financial period audit task, this task does not require an organization unit.

Stencil for Certified invoices

For configuration and more details about Certified Invoices please refer to the general concepts section under Certified invoice stencil for thermal &/or PDF . A separate stencil is required to set up the email in which a certified invoice would be attached to. Configurations for such stencil can be found under Email invoice stencil.

Sample PDF and thermal receipts (Factura Simplificada)

• Sample PDF invoice
• Sample thermal receipt

Output documents

In Spain, EVA distinguishes between three types of output documents:

• Factura Simplificada
• Factura
• Factura Rectificativa

Each one has a unique code, one that is sequential and can be easily recognized from the prefix, for example:

• Factura Simplificada = FS/34221
• Factura = FT/5345
• Factura Rectificativa = FR/432

Below you will find the logic EVA adopts when it comes to those documents and when determining which document is printed in which scenario:

Factura Simplificada (Simplified invoice)

• EVA issues a Factura Simplificada in the following sceanrios:
  • If the order is anonymous and below 3000 euros.
  • If a B2C customer is attached to the order without NIF (FiscalID) present, and the amount is below 3000 euros.

Good to know

• A Factura Simplificada does not contain any customer data.
• A Factura Simplificada can be printed on the thermal printer or a PDF version can be printed or e-mailed.

See certified invoice docs:

• Certified invoice stencil for thermal &/or PDF .
• Email invoice stencil.

Delivery lines

A facture will be generated for delivery lines as well.

Factura (Certified invoice)

EVA issues a Factura in the following scenarios:

• If the order is above 3000 euros.
• If a B2C customer is attached to the order with a NIF (FiscalID) present, and the amount is lower than 3000 euros.
• If a B2B customer with NIF (VAT Number) present is attached to the order.

A Factura contains the following customer information:

• Customer first and last name
• Customer e-mail address
• Customer or Company billing address
• Customer NIF (Fiscal ID)
• If applicable:
  • Company name
  • NIF (VAT Number)

Factura thermal or PDF

A Factura can be printed on the thermal printer or a PDF version can be printed or e-mailed.

Factura Rectificativa

• EVA issues Factura Rectificativa in the following cases:
  • A return order

Good to know

• The Factura Rectificativa will contain the same customer data that was present on the original order.
• A Factura Rectificativa can be printed on the thermal printer or a PDF version can be printed or e-mailed.