AFAS: Export cash and card transactions with and without VAT

AFAS: Export cash and card transactions with and without VAT

Are you unable to export the period from the Cash & Card module to AFAS? Are you receiving an error message from AFAS related to the VAT code, such as:

“VAT code is required for account xxx” or “No value has been entered in the required field ‘Account number’ (AcNr)”?

This is usually caused by a mismatch between the VAT setting (payable vs. receivable) and the type of transaction.
In this article, we explain why this happens and how to easily resolve it.

The cause: Duplicate general ledger settings

In the Spend Cloud, a VAT code is set as either “Receivable” or “Payable.” AFAS only accepts an export if the direction of the VAT code matches the type of transaction:

  • Expenses: Require a VAT code set as “Receivable.”
  • Income: Requires a VAT code set as “Payable.”

For example, if you use the VAT code “No VAT” (set as Receivable) for an income transaction, a conflict occurs. The VAT is then posted as a debit, whereas for income it should be credit (payable). In that case, AFAS blocks the import.

The solution: Differentiate your VAT codes

To ensure a smooth process, we recommend using a specific VAT code in the Spend Cloud for each cash flow.

Step 1: VAT settings in the Spend Cloud

Go to Application Management / General / VAT and check the following configuration:

InfoVAT codes for expenses are set as “Receivable.”
VAT codes for income are set as “Payable.”
Idea
Tip: Even if you use a code in AFAS that works for both flows (such as “3N2”), you should still select the variant in the Spend Cloud that is set to “Payable” for your income. This ensures the correct credit posting is applied

Step 2: Restore the current period

Are you currently getting an error when exporting? Follow these steps to correct the period:

  1. Reopen the period in the Cash & Card module.

  2. Review the transactions.

  3. Adjust the VAT code: for income, use the code set as “Payable”; for expenses, use the code set as “Receivable.”

  4. Close the period again.


Step 3: Export again

The export to AFAS should now proceed without VAT errors, because the VAT direction now matches the transaction type.


Need help?

Unable to create the correct codes or still seeing the error message? Contact our support department — we’ll be happy to take a look with you.