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Magnetic Media Compliance Reports: The 1001 Report Format

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Hi everyone,

Continuing with the series about the Report Formats you receive by default when you install the magnetic media compliance reports, today we will talk about the 1001 report format.

If you have missed our previous posts regarding Magnetic Media Compliance Reports, you can find them here:

In this blog post we will go through three main topics:

  • What is the 1001 Report Format.
  • How to configure the 1001 Report Format.
  • step-by-step execution of the 1001 Report Format.

What is the 1001 Report format?

In a few words, you use the 1001 Report Format to report all third-party expenses accumulated by your company during a fiscal year period, as well as VAT and withholding tax generated on those expenses.

Based on the G/L accounts that you configure in the Maintain G/L Accounts (FICODIANV_GLA) customizing activity, the 1001 Report Format extracts the following information for the output XML file that you send to DIAN (Dirección de Impuestos y Aduanas Nacionales):

  • Purchase orders which accrued expenses that be paid to third-party, present on goods receipts and invoice receipts.
  • Expenses related to vendor invoice, cash Journal and travel expenses.

Also, this report format can be integrated with payroll systems to report employee’s payroll data. For more information on how to integrate with payroll systems, see Integration with Payroll Systems.

For each expense item extracted, you should indicate the VAT taxes amount and withholdings generated. The 1001 Report Format extracts the information based on the VAT tax codes and withholding tax codes that you configure respectively in the customizing activities: Maintain VAT Codes (FICODIANV_VAT) and Maintain Withholding Tax Codes (FICODIANV_WHLDG).

The current version of the 1001 Report Format is established in resolution 000060 of 2017, and gone live on 2019 for reporting the fiscal year of 2018.

Therefore, Colombian government by the means of DIAN (Dirección de Impuestos y Aduanas Nacionales) launched a new version for the 1001 Report Format, that consequently turned from version 9 to version 10.

Find below, the information you report in the XML output file of the 1001 Report Format when you run this report in the Run Statutory Reports app:

ATTRIBUTE TITLE TYPE LENGHT CRITERIA
cpt Item type int 4 According to what is specified in the DIAN resolution.
This data must be always reported.
tdoc Document type int 2 According to what is specified in the DIAN resolution.
This data must be always reported.
nid Identification number string 20 Fill this data without hyphens, periods, commas or blank spaces.
This data must be always reported.
apl1 First surname of who is reporting string 60 This data is mandatory for natural persons.
apl2 Second surname of who is reporting string 60 This data is mandatory for natural persons.
Report this data if you have this information.
nom1 First name of who is reporting string 60 This data is mandatory for natural persons.
nom2 Other names of who is reporting string 60 This data is mandatory for natural persons.
raz Social reason string 450

This data is mandatory for legal persons.

Report this data if you have this information.

dir Address string 200 This data is mandatory if the residency country is Colombia.
dpto Department code int 2 DANE – numeric code, include zeros to the left hand-side. This data is mandatory if the residency country is Colombia.
mun Municipal code int 3

DANE – numeric code, include zeros to the left hand-side.

This data is mandatory if the residency country is Colombia.

pais Country of residence int 4 According to what is specified in the DIAN resolution.
This data must be always reported.
pago Payments or credits in deductible accounts long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
pnded Payments or credits in non-deductible accounts long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
ided VAT higher than cost or deductible expense long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
inded VAT higher than cost or non-deductible expense long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
retp Withholding tax practiced (paid by vendors) long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
reta Withholding tax assumed (assumed by company) long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
comun VAT withholding tax practiced common regime long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.
ndom VAT withholding tax on non-domiciled (foreign vendor) long 20 This data must be a positive and whole number. Do not include periods or commas.
This data must be always reported.

Important:

Remember that the Item typeDocument type y Identification Number fields are composed of a unique key for the 1001 Report Format, and that this key is repeated for the registers of each file sent.

If you report a NIT in the Identification Number field, use the NIT number and its verification digit as well.

More information

You can find more information about the report formats in DIAN portal: https://www.dian.gov.co/.

How to configure the 1001 Report Format

Before you run the 1001 Report Format (CO_DIAN_1001), you need to configure data sources for the extraction: G/L accounts, VAT codes and Withholding Tax Codes. Let’s see what you need to do.

Firstly, you have to assign G/L accounts and their item types according to what is relevant to the 1001 Report Format. You also inform their validity and classification.

To access the Maintain G/L Accounts customizing activity, go to:

 

For users who rely on a screen reader: The picture shows a screenshot of the SAP system in the SPRO transaction. There is a highlight in the structure to draw attention to the Maintain G/L Accounts customizing activity.

In the Maintain G/L Accounts customizing activity, you find the following view:

For users who rely on a screen reader: The picture shows a screenshot of the Maintain G/L Accounts view in edition mode.

In this view, you need to enter:

  • The interval of G/L accounts that are relevant for the 1001 Report Format.
  • The item types for the G/L accounts you entered.
  • The company code.
  • The validity dates.
  • The amount classification (PAGO for payments or credits in deductible accounts and PNDED for payments or credits in non-deductible accounts).

Continuing, you need to specify all the VAT identification codes and the key account codes in the Maintain VAT Codes customizing activity.

To access the Maintain VAT Codes customizing activity, go to:

For users who rely on a screen reader: The picture shows a screenshot of the SAP system in SPRO transaction, with a highlight in the structure to draw attention to the Maintain VAT Codes customizing activity.

In the Maintain VAT Codes customizing activity, you find this view:

For users who rely on a screen reader: The picture shows a screenshot of the Maintain VAT Codes view in edition mode.

In more details, in this view you enter:

  • VAT Codes that are relevant for the 1001 Report Format.
  • The item types for the VAT Codes you entered. Make sure to use the same DIAN item type configured into the Maintain G/L Accounts customizing activity.
  • Tax Procedure for the VAT Codes you entered.
  • Account key for the VAT Codes you entered.
  • The validity dates.
  • The amount classification (IDED for VAT higher than cost or deductible expense and INDED for VAT higher than cost or non-deductible expense).

 

You can find more details about VAT in 1001 Report Format here: Magnetic Media Compliance Reports: VAT Higher than Cost Amount in 1001 Report Format.

At last, you need to specify all the withholding tax codes that you maintain in the Maintain Withholding Tax Codes customizing activity.

To access the Maintain Withholding Tax Codes customizing activity, go to:

For users who rely on a screen reader: The picture shows a screenshot of the SAP system in SPRO transaction, with a highlight in the structure to draw attention to the Maintain Withholding Tax Codes customizing activity.

In the Maintain Withholding Tax Codes customizing activity, you find the following view:

For users who rely on a screen reader: The picture shows a screenshot of the Maintain Withholding Tax Codes view in edition mode.

In this view you need to enter:

  • Withholding Tax Codes that are relevant for the 1001 Report Format.
  • The item types for the Withholding Tax Codes you entered. Make sure to use the same DIAN item type configured into the Maintain G/L Accounts customizing activity.
  • Country or region key.
  • The validity dates.
  • The amount classification (RETP for Withholding tax practiced (paid by vendors), RETA for Withholding tax assumed (assumed by company), COMUN for VAT withholding tax practiced common regime and NDOM for VAT withholding tax on non-domiciled (foreign vendor).

After maintaining the relevant data sources for the extraction, you can set a threshold for the minimum amount.

Go to SAP Customizing Implementation Guide > Financial Accounting > General Ledger Accounting > Periodic Processing > Report > Statutory Reporting: Colombia > Magnetic Media (DIAN) > Define Minimum Amount for Report Formats (FICODIANV_MINAMT) and define a threshold for the minimum amount calculation.

For users who rely on a screen reader: The picture shows a screenshot of the SAP system in SPRO transaction, with a highlight in the structure to draw attention to the Define Minimum Amount for Report Formats customizing activity.

For users who rely on a screen reader: The picture shows a screenshot of the Define Minimum Amount for Report Formats view in edition mode.

You are ready! After setting these configurations, the 1001 Report Format automatically extracts and organizes the relevant information in an XML output file that you can send to DIAN.

See the step-by-step execution of the 1001 Report Format:

For users who rely on a screen reader: The pictures are screenshots of the step that is being described.

1 – In the SAP Fiori Launchpad, choose the app Run Compliance Reports .

2 – Filter for the CO_DIAN_1001 report format and choose the run you want to execute.

3 – Choose New Run.

4 – Enter the required parameters and choose Run.

5 – When your run is successfully generated, select it to see the details.

6 – Select the generated file and click on Download.

7 –Your XML output file is ready for you to send it to DIAN.

Now you know the details of the 1001 Report Format, and can stay compliant with the legal requirements of DIAN. We hope that this blog post was useful for you.

You find all the documentation for Magnetic Media Compliance Reports for Colombia in the SAP Help Portal, under help.sap.com/viewer/s4h_op_colombia.

If you have questions about Magnetic Media in Colombia, you can also refer to SAP FAQ Note for Magnetic Media.

Are you missing any information about the magnetic media compliance reports? Let us know in the comments. Your question can be the subject of our next post.

And don’t forget to follow the Document and Reporting Compliance tag to stay tuned on news about Magnetic Media compliance reports for Colombia.

See you in the next post,

Ariel Dias

#SAPGoGlobal #SAPLocalization

 

 

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