Admin Guide

1. Who is this section for?

This section is intended for administrators, implementation specialists, and finance leads responsible for setting up and maintaining Localization Germany in NetSuite.

It provides an overview of all configuration steps, roles, and technical settings required to ensure the localization runs correctly across subsidiaries.

Once the setup is complete, most processes operate automatically with minimal manual effort.

2. Setup

Before you begin, please take a look at the General Setup Recommendations and ensure that the required roles and access rights are available in your NetSuite environment. 

Administrator privileges are needed to complete the setup and maintain the configuration records for Localization Germany.

The solution includes three predefined roles:

• Localization Admin – grants full control over localization settings, configuration pages, and technical records.

• Localization Accountant – provides access to localization-specific accounting features and reports.

• Localization User – allows read-only access to relevant localization data and transactions.

These roles can be used as they are or duplicated to match your company’s internal access policy.
Users assigned to these roles must have permission to open the Localization Configuration pages and view or edit localization-related records at subsidiary and transaction level.

Prerequisites

Before starting the configuration, make sure the following prerequisites are met:

• Localization Germany is fully installed and updated to the latest version.

• The appropriate roles (Localization Admin, Accountant, or User) are assigned to the responsible staff.

• The required file cabinet folders are created and their internal IDs are available for reference in configuration fields.

• Subsidiaries are set up correctly and active in your NetSuite environment.

Overview & Access

Once Localization Germany is installed, you can access the central configuration overview via: 

Setup > Custom > Localization Germany

The overview displays all available localization components and their current installation status.

From here, you can install (activate) or uninstall (deactivate) individual components as needed.

 Use the Configure button to open the detailed configuration page and manage component-specific settings for your subsidiaries.

The Localization Configuration page provides access to both global and subsidiary-level settings, where you can review and adjust component configurations as needed. 

Note: In the current version, the system labels these actions as “Install” and “Uninstall,” but they function as activation and deactivation of the respective components.

Global Setup

The Global Configuration defines settings that apply across all installed components and subsidiaries. Once all global parameters are entered, select Save Configuration to apply your changes. 

This section also links to key configuration records — such as tax rules, text settings, and accounts — which can be managed in their respective components described below.

Subsidiary Setup

The Subsidiary Configuration allows you to enable and manage localization components for each subsidiary individually. 

A component can only be activated if its status is marked as Installed on the overview page.

After defining the subsidiary-specific settings, click Save Configuration to apply the changes.

3. Components & Configuration

3.01 XRechnung 

The XRechnung component enables electronic invoicing in compliance with German public sector requirements.

Configuration overview:

• Define the storage folder for XRechnung PDFs (File Cabinet ID).

• Select the XML format version (e.g. 2.2 or later).

• Enter seller contact details (email, phone, contact person).

• Add bank account information (account name, IBAN, BIC).

Customer setup:

On each customer record, fill in:

• Leitweg-ID (required for public sector customers)

• VAT ID

If no Leitweg-ID is available, the system can automatically insert “0” to meet format rules.

3.02 VAT ID Check

The VAT ID Check validates EU VAT registration numbers for customers and vendors.

To enable this feature, make sure the VAT ID field is populated on each subsidiary configuration record.

This ensures that all counterparties in your customer and vendor master data are verified against EU VAT standards.

3.03 VAT Clawback (Early Payment Discount Adjustment / Skonto Adjustment)

The VAT Clawback feature automates VAT adjustments related to early payment discounts (also known as Skonto or Cash Discount) on sales and purchase transactions.

In German accounting, VAT must be corrected once it is clear whether a payment discount was actually taken. This correction is mandatory under §17 UStG and cannot be reliably handled by standard NetSuite functionality.

This component ensures that VAT adjustments are posted automatically, correctly, and in a way that is fully compliant with German tax reporting requirements.

Why This Setup Is Important

Without proper configuration, VAT corrections for payment discounts would require manual journal entries. This increases the risk of:

• Incorrect VAT codes

• Incorrect amounts in the VAT advance return (Umsatzsteuervoranmeldung)

• Inconsistent postings between payments, revenue/expense accounts and VAT reporting

The VAT Clawback component eliminates these risks by enforcing a standardized and automated posting logic that is aligned with German tax requirements.

Configuration Steps

After installing the component, open the Subsidiary Record and complete the configuration.

Configuration fields:

• Sales Discount Account 

• Purchase Discount Account 

Note: These fields are optional and are usually left empty.

If no accounts are specified, the system automatically uses the default sales and purchase discount accounts from the bundle setup. This default behavior is sufficient for most customers and ensures that only VAT is corrected while the standard revenue and expense logic remains unchanged.

When Should These Fields Be Used?

The Sales Discount Account and Purchase Discount Account should only be populated if you intentionally want to override the default posting logic.

When these fields are filled:

• The VAT Clawback journal does not only correct VAT

• It also changes the accounts used for the discount-related postings

• This affects both tax-relevant and non-tax-relevant journal lines

As a result, configuring these fields actively changes the accounting logic, not just the VAT adjustment. This should only be done in agreed special cases and with a clear understanding of the impact on financial reporting.

Note: Incorrect or unnecessary use of these fields may lead to deviations from standard revenue or expense postings.

Technical Behavior

During the clawback process:

• The system automatically generates a Journal Entry when a payment with a discount is saved.

• The journal contains multiple lines, including::

  • Discount-related postings

  • VAT correction postings

Note: Correct setup on subsidiary level is required to ensure consistent postings across all entities and correct VAT reporting.

3.04 Account Details (Kontenblatt)

Before using the Account Details (Kontenblatt) functionality, a few configuration steps are required.

PDF Storage Configuration

On the Global Configuration page, define the folder where Account Details PDFs will be stored.

Steps:

• Create a new folder in the File Cabinet.

• Give the folder a clear name (e.g. AV Account Details).

• Copy the folder’s internal ID.

• Enter the internal ID in the configuration field.

Without a defined folder, exported PDFs cannot be stored correctly.

Account-Type Configuration

The installed setup includes predefined configurations for common account types such as:

• Assets

• Payables

• Receivables

• Income

You can edit these records or create new ones to fit your company’s chart of accounts.

Each configuration controls which columns are displayed in the Account Details view.

Why the Configuration Matters

Different account types require different information.

For example:

• Receivables and payables accounts may require tax information.

• Expense accounts may require classifications such as cost centers.

• Accounts without tax relevance should not display tax columns.

• Foreign currency columns are only relevant where foreign currency transactions exist.

The configuration ensures that each account type displays only the information that is relevant for that use case.

Administrators should review and adjust configurations when:

• New account types are introduced.

• Reporting requirements change.

• Additional classifications become relevant.

→ Tip:  Use separate configurations for different account categories to maintain clarity and consistency. 

3.05 Bill Accruals

The Bill Accruals feature automates the posting of accruals for vendor bills. Configuration is required both globally and per subsidiary.

Global setup:

• Define the Bill Accrual Account on the Global Configuration page.
  This account is used for all accrual postings generated by the feature.

Subsidiary setup:

• Enable One Journal Entry per Bill to create individual entries for each processed bill.

• Enable Summarize same account to combine lines using the same general ledger account into one entry.

3.06 EU Generic Tax (incl. OSS)

The EU Generic Tax feature extends NetSuite’s tax engine for accurate VAT calculation across EU transactions, including OSS reporting and cross-border sales.

Activate the feature via the Global Configuration page and set the parameters for the AV EU Tax Engine.

Key actions:

• Generate or refresh tax rules using either the Set Tax Rules SC scheduled script (system-wide) or the Set Tax Rules workflow (per subsidiary).

• Manage exceptions and custom sales types through the Business Type and EU Tax Rule Exception tables.

Run the scheduled script after major tax changes to keep all subsidiaries updated.

3.07 Tax Point Date

The Tax Point Date configuration ensures that transactions comply with local accounting and tax rules by controlling how document and posting dates interact with accounting periods.

Configuration options:

• Date mismatch handling – choose how the system reacts when the document or accounting date does not match the posting period:

  • Disallow – prevents saving the transaction.

  • Warn – shows a warning but allows saving.

  • Allow – saves without restriction.

• Default posting period – defines how backdated transactions are posted:

  • Current Period (default) or First Open Period.

• Inventory and closed periods – control whether inventory transactions can be created or edited in closed periods.

• Choose settings that align with your company’s accounting policies and compliance requirements.

3.08 Lock Posting (Immutability of Bookings)

The Lock Posting feature prevents changes to posted transactions, ensuring compliance with legal requirements for data integrity. No additional configuration is required.

Simply activate the component on the Localization Germany Overview page and enable it for the relevant subsidiaries via the Subsidiary Setup section.

3.09 PDF Texts

The PDF Texts feature lets you customize the wording displayed on printed PDF documents for different tax codes and languages.

How to configure:

1. Go to the AV Tax Texts List page.

2. Click New Tax Texts to create a new record.

3. Define:

• Tax Code – enter the applicable tax code (without prefixes, e.g. S-DE).

• Language – select the display language.

• Text Content – enter the text that will appear on the PDF.

3.10 ELSTER Integration

The ELSTER Integration enables the direct electronic submission of German VAT returns (Umsatzsteuer-Voranmeldung) to ELSTER from within NetSuite.

It combines VAT report generation, secure data transmission, and feedback management in one central dashboard.

Setup steps:

• Go to the Subsidiary Configuration page and fill in the following fields:

  • Steuernummer – enter the official 13-digit ELSTER tax number (not the VAT ID).

  • Incoming Folder ID – internal ID of the File Cabinet folder for received ELSTER documents.

  • Outgoing Folder ID – internal ID of the File Cabinet folder for transmitted files.

• Navigate to Setup > Custom > AV ELSTER VAT Report to access the ELSTER Dashboard.

• On first use, enter your ELSTER credentials (PIN or TAN) in the login configuration window. Credentials are securely stored for subsequent submissions.

Once the configuration is complete, users can generate their VAT XML file, upload it to the ELSTER Dashboard, and submit it directly from NetSuite.
All feedback reports — confirmations, errors, or transmission logs — are automatically stored in the configured Incoming Folder.

3.11 Customer Down Payment

The Customer Down Payment Process enables structured handling of customer prepayments within NetSuite, including correct accounting treatment and VAT handling.

This setup ensures that:

• Down payments are not posted as revenue

• VAT is handled correctly at invoice and payment stage

• Prepayments are automatically cleared when the final invoice is created

Configuration

Go to Setup > IW Localization Configuration

The setup must be completed per subsidiary.

Required Accounts

Requested Down Payment Account

Used when a down payment invoice is created.

• Purpose: Records requested (but not yet received) customer prepayments

• Recommended type: Accounts Receivable

This account ensures that issued down payment invoices do not post to revenue.

Received Down Payment Account

Used when a customer deposit is recorded.

• Purpose: Records received customer prepayments

• Recommended type: Accounts Receivable

This account represents actual incoming payments before final invoicing.

Why this configuration matters

Correct configuration is required to ensure that:

• Down payments are separated from revenue in financial reporting

• VAT is reported correctly

• Prepayments can be cleared automatically during invoicing

Missing or incorrect configuration may lead to:

• Incorrect revenue recognition

• VAT inconsistencies

• Failed or incomplete transaction processing

→ Tip: Use separate accounts for requested and received down payments to ensure clear reporting and reconciliation.

4. Maintenance & Updates

Localization Germany receives regular updates to ensure continued compliance and performance. Updates are deployed automatically and do not require manual installation.

Best practices:

• Review configuration tables such as EU Tax Rules, OSS Tax Schedule, and Tax Texts periodically.

• Verify that all subsidiaries have the latest configuration applied.

• Keep internal IDs and folders up to date to avoid missing references.

• Re-run localization scripts only when major tax or configuration changes occur.

These steps help maintain stability and ensure that your localization setup remains accurate and compliant.

5. Troubleshooting

Localization Germany provides clear error messages to help identify and resolve setup or runtime issues quickly.

Common issues and checks:

• Component not installed – verify installation status on the Localization Germany Overview page.

• Missing internal ID or folder – check that all File Cabinet folders and IDs are correctly referenced.

• Insufficient permissions – ensure the correct Localization role is assigned.

• Script or workflow errors – rerun the configuration or scheduled scripts after major updates.

Most configuration issues can be resolved directly on the Global Configuration or Subsidiary Configuration pages. For persistent problems, review the system logs or contact Alta Via Support.

6. Technical Information (Advanced)

This section provides additional details for administrators who manage technical aspects of Localization Germany.

Key tools and references:

• Show Internal IDs: enable under Home > Set Preferences > General > Show Internal IDs to locate record and script references.

• File Cabinet: store templates, scripts, and generated PDFs in structured folders with clear names and IDs.

• Scripts and Workflows:

  • Set Tax Rules SC (scheduled script) – updates tax rules across subsidiaries.

  • Set Tax Rules (workflow) – allows manual rule updates per subsidiary.

Internal IDs: required for referencing templates, folders, and configuration assets. Avoid changes unless you understand NetSuite’s scripting logic.