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Documents

Overview​

The Documents page serves as a centralized repository for all compliance-related documents, including filed returns, portal receipts, working papers, and supporting documentation. Documents are linked to filings, entities, and jurisdictions for easy organization and retrieval.

Document Types and Management​

Document Categories
Document TypeDescriptionWhen Generated/Uploaded
Draft ReturnPreview version of VAT returnGenerated from transaction data
WorkingsDetailed calculations for VAT prepCreated during processing
Calculations/Raw DataSource files and computationsUploaded by client or Tax Associate
VAT ReturnFinal official return documentAfter filing approval
Supporting DocumentsInvoices, receipts, substantiationUploaded as needed
Proof of PaymentPayment confirmationAfter VAT payment
Automated XMLElectronic submission formatFor e-filing jurisdictions
Submission AnalysisFiling outcome reportPost-submission
Portal ReceiptTax authority confirmationAfter portal submission (see Filing Methods)
Filed ReturnCopy of submitted returnEnd of filing process
PDF Draft ReturnPDF version for sharingOn demand
MiscellaneousOther relevant documentsAs required

Document Upload Process​

Abacus provides flexible options for uploading documents, either directly from the Documents page or within the context of a specific filing. All uploads are facilitated by a guided modal experience, allowing you to categorize documents for filings, registrations, and other relevant sections.

Direct Upload on Documents Page​

  1. On the Documents page, click the "Upload a file" button.
  2. A guided modal experience will appear, prompting you to:
    • Select the relevant entity and jurisdiction.
    • Choose the document category (e.g., Filing, Registration, General).
    • If applicable, link to a specific filing or registration.
    • Select the document type from a dropdown.
    • Choose file(s) to upload (PDF, Excel, Word, etc.).
    • Add description or notes (optional).
  3. Click "Upload" to save.

Upload via Filing​

  1. Navigate to specific filing
  2. Click Documents tab in the filing modal
  3. Select document type from dropdown
  4. Choose file(s) to upload (PDF, Excel, Word, etc.)
  5. Add description or notes (optional)
  6. Click "Upload" to save

Bulk Document Upload​

  1. Select multiple files using Ctrl/Cmd+Click
  2. Assign document type to all selected
  3. Upload in single action
  4. System processes each file individually

Supporting Documentation​

Invoice Management​

Users can upload supporting documentation including:

  • Purchase Invoices: Support for input VAT claims
  • Sales Invoices: Evidence for output VAT
  • Credit Notes: Adjustments to VAT positions
  • Import Documentation: Customs declarations, SAD forms
  • Export Documentation: Proof of zero-rating
  • Reverse Charge Confirmations: B2B transaction evidence (validated in Transaction Wizard)
  • Special Scheme Evidence: OSS/IOSS documentation (configured in Entity Registration)

Document Requirements by Jurisdiction​

  • Some jurisdictions require specific supporting documents
  • System prompts for required documents based on filing type
  • Validation ensures all mandatory documents are present
  • Requirements configured in Entity settings

Document Retrieval​

Search and Filter Options​

  • By Entity Jurisdiction: Focus on specific country/entity
  • By Document Type: Find specific document categories
  • By Date Range: Locate documents from specific periods
  • By Filing Period: Link to specific VAT returns
  • By Keywords: Full-text search capability

Document Viewing​

Once you have successfully found the document, it is possible to preview the document within Abacus. Using the "eye" button, the document preview will load. The preview will allow users to see when the document was created and the user it was uploaded by.

Users are also able to drill down into the preview of the file using the expand button present on the file itself. Easy navigation between the pages is possible using the pagination buttons.

Download Options​

  • Individual Download: Single document retrieval
  • Bulk Download: Multiple documents in ZIP format
  • Email Delivery: Large files sent via secure link
Document Best Practices

Document Organization​

  • Use consistent naming conventions
  • Include period references in descriptions
  • Upload documents promptly after creation
  • Maintain complete supporting documentation

Quality Control​

  • Verify document completeness before upload
  • Ensure legibility of scanned documents
  • Check file size limits (typically 25MB per file)
  • Use appropriate file formats

Document Sources​

Configuration​