Kenya Revenue Authority Project: Taxpayer Software User Guide TSW

Transcription

1 Project: Taxpayer Software User Guide TSW Wednesday, March 11th, 2009

2 Table of Contents Introduction... 3 What do I need to use Taxpayer Software?... 3 Taxpayer Software installation... 4 Main Menu... 7 How can I register a New Taxpayer?... 8 How can I view the data of a created Taxpayer? How can I delete a taxpayer registry? How can I search for a Taxpayer? What is a CSV file? Why export the format of a Tax Form? Why import a CSV file to the Taxpayer Software? How can I create a Tax Return? To create a VAT How can I create a VAT3B? How can I export the format of VAT 3B to a CSV file? How can I import a CSV file to VAT3B? How can I export a VAT3B to a CSV file? How can I create a VAT3A? How can I export the format of the form VAT3A? How can I Import from CSV files? How can I Export a VAT3A to CSV files? How can I save the tax return? How can I send via Internet the tax return from the Taxpayer Software to KRA (ITMS)?21 How can I Upload the tax return, with the ITMS? How can I print the tax return? How can I create a VAT32 return? How can I Export the format of the VAT32? How can I Import a CSV File with VAT 32 data to the Taxpayer Software? How can I export the data of the VAT32 form to a CSV file? How can I add rows to the table VAT32? How can I delete rows from the table VAT32? How can I validate the information entered? How can I register a Supplier? How can I Search a Supplier? How can I Update the Taxpayer Software? How can I obtain Help? How can I quit the application? How can I uninstall the Taxpayer Software? File name: User Guide TSW

3 Introduction Taxpayer Software is standalone software for Taxpayers Registration and Tax returns to be uploaded into ITMS. Every time that KRA considers necessary the version of the Taxpayer Software will be updated and will be available for the Taxpayer in KRA web site. The Taxpayer Software has to be installed in the taxpayer s computer and must be replaced for the latest updated version released by KRA. Before installing a new version the current version must be uninstalled (see: How can I uninstall the Taxpayer Software) Important: This User Guide, was made for version of Taxpayer Software (TSW) All future form will have the same procedure that is described in this User Guide, for VAT3 y VAT32. What do I need to use Taxpayer Software? Software Requirements OPERATING SYSTEMS A.WINDOWS 1. XP SP2 2. W2K Pro. Edition 3. Vista Home Edition 4. Vista Ultimate 5. Win2003 B. LINUX 1. Ubuntu Ver.7 2. Fedora Ver.4 3. RedHat Ver.9 4. Suse Ver.9 HDD a minimal hard disk space of 30 MB is required. The minimal screen resolution must be 1024 x 768 pixels File name: User Guide TSW

4 Taxpayer Software installation If you have a CD with the software: Insert CD into the computer; please follow the instructions. If you have the software in a Memory Card (Pent Drive), select the file TSW-01 setup with a double click. File name: User Guide TSW

5 File name: User Guide TSW

6 File name: User Guide TSW

7 When completed the installation, to enter the application clicking on desktop icon. Main Menu The system main menu contains the following options: Taxpayers. Option to register an Individual o Company Taxpayer. Tax Returns. Option to fill in Tax Return. Suppliers. Option to register the Suppliers. Update Version. Option to update the forms version of the Taxpayer Software. Help. Option to display the help messages. Quit. Option to exit the Taxpayer Software. This window has 3 sections: In the left section the information created for the selected menu option will be displayed. For example, if you choose the option Taxpayers, created taxpayers will be displayed, they are classified by Individuals and Company. Click in the folder to display the created taxpayers. In the central section you can enter the information required for the selected option. In the right section, action buttons according to the selected option are placed, also specific help messages will be displayed clicking the help button. File name: User Guide TSW

8 How can I register a New Taxpayer? 1. Select the option TAXPAYERS of the main menu. 2. Press the action button New Taxpayer 3. Select the Type of Register: Individual or Company. Fill in or select the required data. Please consider that the boxes with asterisk are not optional, they are mandatory, so they must be filled in. For an Individual: File name: User Guide TSW

9 PIN, enter the Pin of the Taxpayer First Name, in this option, you must enter the First Name of the Taxpayer. Middle Name, in this option, you must enter the Middle Name. Last Name, in this option, you must enter the Last Name. Street, in this option, you must enter the address of the taxpayer. This option is not mandatory. City, in this option you must enter the city of the taxpayer. This option is available to Individual and Company taxpayers. Telephone, enter taxpayer s telephone. Building, enter taxpayer s building. P.O. Box, enter taxpayer s P.O. Box. Postal Code, enter taxpayer s Postal Code. Accounting Period, enter month (mm) and day (dd) 4. Press the action button Save Taxpayer For a Company: PIN, enter the Pin of the Taxpayer Registered Name, in this option you must enter the Name of the Company. Street, in this option, you must enter the address of the taxpayer. This option is not mandatory. City, in this option you must enter the city of the taxpayer. Telephone, enter taxpayer s telephone. Building, enter taxpayer s building. P.O. Box, enter taxpayer s P.O. Box. Postal Code, enter taxpayer s Postal Code. File name: User Guide TSW

10 Accounting Period, enter month (mm) and day (dd) How can I view the data of a created Taxpayer? 1. Go to left section of Taxpayer menu. 2. Select a Taxpayer from the list. 3. The data is showed in the central section. How can I delete a taxpayer registry? From the registered Taxpayers, select the taxpayer you need to delete. The Taxpayer data will be displayed in the central section. Press Delete Taxpayer button. A confirmation message will be displayed. Press Yes confirm, press No, to cancel. How can I search for a Taxpayer? To search for an existing taxpayer, press Search Taxpayer button. The next window will be displayed. File name: User Guide TSW

11 Enter search criteria (PIN, Type of Taxpayer and Name or Registered name). If you select PIN and then press Search Taxpayer the screen will display the information of the selected PIN. If you select Type of Taxpayer, Individual or Company and then press Search Taxpayer the screen displays all taxpayers that meet the search criteria. If you select Names or Registered Names and then press Search Taxpayer, the screen displays all taxpayers that meet the search criteria. Select the desired Taxpayer, doing click on it. Press Accept button. File name: User Guide TSW

12 What is a CSV file? The comma-separated values file format ( CSV) is a very simple data file format that is supported by almost all spreadsheet software such as Excel,AppleNumbers,OpenOffice, Calc and Gnumeric as well as many online spreadsheet services such as EditGrid and Google Docs & Spreadsheets. Why export the format of a Tax Form? Exporting the format of the Taxreturn allows to enter data in a spreadsheet, such as Excel, with the exact columns and names of the columns of the Taxform. Why import a CSV file to the Taxpayer Software? Importing a CSV file is usefull to bring data from a spreadsheet such as an Excel, in order to fill a tax form. File name: User Guide TSW

13 How can I create a Tax Return? Select the Tax Return option, the following screen will be displayed. Important: Values must have the following format: thousands separator to use commas (,) and decimal separator used for point (.) Example: 130, Special characters allowed: / () & %. - : To create a VAT3 Enter the PIN of the taxpayer. Select the Tax Form VAT3 The Tax Period is generated by the system, do nothing. Enter the Year of the Tax Return Select the Month of the Tax Return Press the action button Create Return The VAT3 form will be displayed File name: User Guide TSW

14 The mandatory required information is marked with an asterik (*) Calculations are done automatically from the entered data. As an example, if you enter Taxable Sales (General Rate), in the column VAT Charged KSHS the Value*Rate is calculated. How can I create a VAT3B? Clicking Zero Rated Sales (Third row of the form, second column), a message asking confirmation of the filling of the Detailed Report VAT3B will be displayed. File name: User Guide TSW

15 In case you do not want to fill in the form, click no, you can fill the form later. If you do want to fill in the form, click yes, the VAT3B form will be displayed to be filled in. If you need a 0 as the grand total of VAT3B, click yes, the VAT3B form will be displayed, accept a 0 as your grand total. File name: User Guide TSW

16 How can I export the format of VAT 3B to a CSV file? Press Export to CSV Select the section of the form to be exported. Indicate the directory where to save the file. Enter the name of the file. File name: User Guide TSW

17 How can I import a CSV file to VAT3B? Press Import from CSV. Select the section of the form to receive the data from the file The following window will be displayed Click Save and Accept File name: User Guide TSW

18 How can I export a VAT3B to a CSV file? Press Export to CSV. Select section of the form to be exported. Press Accept Select directory where to save the file. Enter the name of the file. File name: User Guide TSW

19 How can I create a VAT3A? Clicking on Taxable Purchases (General rate), row 6, a message will be displayed asking if you want to fill in the VAT3A form. If you want to fill in the VAT3A form, click yes, the VAT3A form will be displayed to be filled in. If you do not want to fill in the VAT3A form click no, you can fill in later. If you need a 0 as your total, click yes, accept a 0 as your total. How can I export the format of the form VAT3A? Click Export to CSV. File name: User Guide TSW

20 Select directory where to save the file. Enter the name of the file. How can I Import from CSV files? Click Import from CSV. Search and select directory where to save the file. Search and select the name of the file. How can I Export a VAT3A to CSV files? Click Export to CVS File name: User Guide TSW

21 Search and select directory where to save the file. Enter the name of the file. How can I save the tax return? Press Save and Accept. How can I send via Internet the tax return from the Taxpayer Software to KRA (ITMS)? Click Save for Submission. Search and select directory where to save the file. File name: User Guide TSW

22 Do not modify the name of the file, this is important for the upload to ITMS. File name: User Guide TSW

23 How can I Upload the tax return, with the ITMS? If you wish to submit a tax return by loading a file generated by the Taxpayer Software, please follow the steps listed below: Press Upload Tax Return in E-Filling. A screen will be displayed requesting you to provide the name of the file with tax returns to be submitted. Select or enter the file path. The file name may be entered or selected from the source location by pressing Browse. Press file upload. Then the form will be displayed with the information generated in the Taxpayer Software. For instance, VAT3B. If you wish to print the Detail Report VAT3B that is being completed, press the printer icon in the upper right corner of the screen. Next submit the Detail Report VAT3B by pressing Go To Declaration. File name: User Guide TSW

24 Then the VAT3A form will be displayed with the information generated in the Taxpayer Software. If you wish to print the Detail Report VAT3A that is being completed, press the printer icon in the upper right corner of the screen. Submit the Detail Report VAT3A by pressing Go To Declaration. Then the VAT3 form will be displayed with the information generated in the Taxpayer Software. If you wish to print VAT3 that is being completed, press the printer icon in the upper right corner of the screen. Submit VAT3 by pressing Send. The tax return may be either Approved or Rejected. If the tax return is Approved by the system, it display the tax return submission outcome on screen, with a Display Tax Return link to view and print the submitted tax return by clicking on the printer icon in the upper right corner of the screen. Should error occur, a message depending on each error type will pop on the screen. How can I print the tax return? Press Print. File name: User Guide TSW

25 How can I create a VAT32 return? Important: Values must have the following format: thousands separator to use commas (,) and decimal separator used for point (.) Example: 130, Special characters allowed: / () & %. - : Enter the PIN of the taxpayer. Select the Tax Form VAT32. The Tax Period is generated by the system, do nothing. Enter the Date of the Tax Return. Press the action button Create Return. The VAT32 form will be displayed. File name: User Guide TSW

26 The mandatory required information is marked with an asterik (*) Calculations are done automatically from the entered data. As an example, if you enter Invoice Amount NET Ammount KSHS, in the column Invoice Amount VAT Ammount KSHS the Value*Rate is calculated. How can I Export the format of the VAT32? Press Export to CSV Select the Directory where to save the file How can I Import a CSV File with VAT 32 data to the Taxpayer Software? Click Import from CSV. Search and select directory where to save the file. Enter the name of the file. File name: User Guide TSW

27 How can I export the data of the VAT32 form to a CSV file? Click Export Indicate the directory where to save the file, and the name of the file. File name: User Guide TSW

28 How can I add rows to the table VAT32? Click Add Row How can I delete rows from the table VAT32? Click the selected row to delete. Click Delete Row. How can I validate the information entered? Click Validate If there is an error, a message is displayed. For example: If the information is correct, the following message is displayed: File name: User Guide TSW

29 How can I register a Supplier? Select the Supplier option from the menu, the following screen will be displayed. Click New Supplier. Select type of Taxpayer (Individual or Company) Enter the Pin of the Supplier. Enter the name of the Supplier. Click Save. If you do not want to save the entered data, click Cancel File name: User Guide TSW

30 File name: User Guide TSW

31 How can I Search a Supplier? Press Search Supplier, the next window will be displayed: The search critera are: Type of Taxpayer, PIN or Names. Enter one of the search criteria and press Search Supplier. The founded information is displayed. Select one of the suppliers and press Accept. The information is displayed. File name: User Guide TSW

32 How can I Update the Taxpayer Software? This option allows to update the forms version of the Taxpayer Software. A zip file must be obtained from the KRA Site. To update the Taxpayer Software (TSW) please select the Update Version in the menu and ensure you have specified the directory where the product will be stored in your computer. The new version of TSW will be updated in your computer. The last screen will display the message upon successful completeness. File name: User Guide TSW

33 How can I obtain Help? Press Help from the Main Menu. If you need specific help, select Help that you can find in every options of the application. File name: User Guide TSW

34 File name: User Guide TSW

35 How can I quit the application? If you want to leave the application, press Quit. Displays a confirmation window. Press Yes to confirm, otherwise, press No File name: User Guide TSW

36 How can I uninstall the Taxpayer Software? For Uninstall the application (Taxpayer Software) from the computer, select from Start menu the option: Start -> TaxPayer -> Uninstaller The following screen will be displayed: Push the Uninstall Bottom On Screen, it will be a message that the uninstall process has end File name: User Guide TSW

37 Push the Quit Bottom The application has been uninstalled from the computer. File name: User Guide TSW