User Manual for Taxpayer Portal v.1.4 · name in the Subject column and VMS ICA in the Issuer column, and click OK: Figure 11 Select Certificate In addition, another dialog will popup,

Taxpayer portal - User manual

version 1.4

Author Comments Version

DTI Initial manual version ver 1.0

DTI Minor content update ver 1.1

DTI Updated screenshots:

• Business locations • Request certificates • Invoices search

ver 1.2

DTI Added section for Smart Card handling

ver 1.3

DTI • Added Web Invoicing • Added supported browsers • Updated Download

commands section

ver. 1.4

TAXPAYER PORTAL USER MANUAL ver. 1.4

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Table of Contents

Table of Figures ................................................................................................................................................ 3 INTRODUCTION ................................................................................................................................................................ 4

Taxpayer Portal ................................................................................................................................................ 4 ACCESSING TAXPAYER PORTAL ......................................................................................................................................... 4

Registration ...................................................................................................................................................... 4 Submitting the request .................................................................................................................................. 5 How to protect your smart card and business information ............................................................................ 7 In case your smart card has been lost or PIN compromised ........................................................................... 7 In case your certificate has expired................................................................................................................ 8 Disclaimer ..................................................................................................................................................... 8

Logging to Taxpayer Portal ............................................................................................................................... 8 USING TAXPAYER PORTAL .............................................................................................................................................. 12

Homepage ...................................................................................................................................................... 12

Business Locations.......................................................................................................................................... 13 Additional locations ..................................................................................................................................... 14 Request additional Certificates .................................................................................................................... 16

Additional Smart Card request ................................................................................................................................................ 18 Additional Files Request .......................................................................................................................................................... 19

Invoices .......................................................................................................................................................... 20 Using Invoice Filter ...................................................................................................................................... 20

Basic Search ............................................................................................................................................................................ 20 Advanced Search ..................................................................................................................................................................... 21 Search Results ......................................................................................................................................................................... 22 Invoice Details ......................................................................................................................................................................... 23

Upload Audit packages ................................................................................................................................... 24

Download Commands .................................................................................................................................... 25 WEB INVOICING ............................................................................................................................................................. 27

Creating an Invoice ......................................................................................................................................... 28 Adding Basic info ......................................................................................................................................... 28 Adding Items ............................................................................................................................................... 29

Creating Copy and Refund Invoices ................................................................................................................ 32


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TableofFigures

Figure 1 Accreditation confirmation ........................................................................................................................................................................ 4

Figure 2 Email from FRCS ........................................................................................................................................................................................ 5

Figure 3 Choose PIN ............................................................................................................................................................................................... 5

Figure 4 PIN via email or SMS (if available) .............................................................................................................................................................. 6

Figure 5 PIN sent to email ....................................................................................................................................................................................... 6

Figure 6 Registration completed ............................................................................................................................................................................. 7

Figure 7 Warning Message ..................................................................................................................................................................................... 8

Figure 8 Add Certificate .......................................................................................................................................................................................... 9

Figure 9 Taxpayer Welcome Screen ...................................................................................................................................................................... 10

Figure 10 Select Certificate ................................................................................................................................................................................... 10

Figure 11 Input PIN............................................................................................................................................................................................... 11

Figure 12 Taxpayer Homepage ............................................................................................................................................................................. 11

Figure 13 Taxpayer Homepage Interface ............................................................................................................................................................... 12

Figure 14 Business Locations ................................................................................................................................................................................ 13

Figure 15 Create New Locations............................................................................................................................................................................ 14

Figure 16 Fill in the Form ...................................................................................................................................................................................... 14

Figure 17 Business Locations List .......................................................................................................................................................................... 15

Figure 18 Request additional Certificates .............................................................................................................................................................. 16

Figure 19 Requesting Additional Items and adding Authorized person ................................................................................................................... 17

Figure 20 Choose PIN and Media type................................................................................................................................................................... 18

Figure 21 Request Files ......................................................................................................................................................................................... 19

Figure 22 Basic Invoice Search .............................................................................................................................................................................. 20

Figure 23 Use Date picker to choose date range .................................................................................................................................................... 20

Figure 24 Advanced Invoice Search ....................................................................................................................................................................... 21

Figure 25 Search Results ....................................................................................................................................................................................... 22

Figure 26 Invoice Details ....................................................................................................................................................................................... 23

Figure 27 Upload Audit Packages Manually ........................................................................................................................................................... 24

Figure 28 Uploaded Files - Validation .................................................................................................................................................................... 24

Figure 29 Input UID .............................................................................................................................................................................................. 25

Figure 30 Valid UID ............................................................................................................................................................................................... 25

Figure 31 Your business data ................................................................................................................................................................................ 26

Figure 32 Download SDC commands ..................................................................................................................................................................... 26

Figure 33 Web Invoicing ....................................................................................................................................................................................... 27

Figure 34 Add Basic invoice info............................................................................................................................................................................ 28

Figure 35 Add Items to the invoice........................................................................................................................................................................ 29

Figure 36 Populated Invoice table ......................................................................................................................................................................... 30

Figure 37 Edit Quantity for an item ....................................................................................................................................................................... 30

Figure 38 Confirm the invoice creation ................................................................................................................................................................. 30

Figure 39 Created invoice ..................................................................................................................................................................................... 31

Figure 40 Create Copy or Refund from a verified invoice ....................................................................................................................................... 32


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Introduction

TaxpayerPortalThe Taxpayer Portal is a taxpayer web-based management interface for all registered taxpayers in Fiji. The Taxpayer Portal is where taxpayer administration is performed, and using this portal, you will be able to:

• Add and review all of your business locations (if any) • Search and review all of the invoices issued at your business location(s) • Manually upload Audit packages created by your E-SDC device(s), from either your computer or a

removable device (e.g. micro SD card, USB flash drive)

NOTE: Access to the Taxpayer Portal is exclusive to the taxpayers who have completed the process of registration at FRCS and obtained a personalized Smart Card containing a digital certificate.

AccessingTaxpayerPortal

Registration

Once you have filled out the Application for Accreditation form at https://eservices.frca.org.fj/EFD you will receive a confirmation email, and after that one of the FRCS representatives will contact you explaining the further steps in the Accreditation process.

Figure 1 Accreditation confirmation


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The FRCS Personalization officer will complete the registration process by emailing you the URL where you can submit a request for a new Authorized person smart card.

Figure 2 Email from FRCS

Submittingtherequest

When you visit the emailed link, you will be taken to the page where you can fill out the form and request the issuing of a smart card.

In the PIN field input a 4-digit code that you will use along with your smart card.

Figure 3 Choose PIN


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In addition, you can choose to receive the PIN code via email for future reference. This step is optional, however due to eventual security issues you must acknowledge the risk by ticking Accept security risk check box.

Figure 4 PIN via email or SMS (if available)

If you have chosen to receive the PIN code via e.g. email or SMS (if available), once you have clicked Submit, you will get the confirmation instantly.

Figure 5 PIN sent to email


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After the successful form submission, you will be taken to Registration complete page.

Figure 6 Registration completed

Next, the Personalization officer form FRCS will process your request and prepare a special smart card containing your personal and business data along with a secure PIN code know only to you. This personalized smart card will be delivered to you in a sealed envelope, either by the postal service or personally by a FRCS representative.

Howtoprotectyoursmartcardandbusinessinformation

• Don't disclose your PIN code over the phone or online • Don't carry your PIN code on a piece of paper in your wallet, purse, or pocket • Don't carry your Smart card in your wallet, purse, or pocket • Never write down your PIN code where it can be seen by others • Do not write your PIN code on your Smart card • Never lend your Smart card to anyone, even someone close to you • Do not leave your computer or mobile phone unattended while logged-in • Guard your business and personal information • If you suspect that your PIN has been compromised, inform FRCS immediately

Note: You are allowed a maximum of 5 attempts to enter your PIN code.

IncaseyoursmartcardhasbeenlostorPINcompromised

Report the loss or theft of your card to the card issuer (FRCS) by contacting the Call Center at (679) 324300as quickly as possible and request a new smart card by completing the form at Taxpayer Portal.


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Incaseyourcertificatehasexpired

Inform FRCS immediately and send the request for issuing of another one at Taxpayer Portal

Disclaimer

In no event shall FRCS and/or its respective suppliers be liable for any special, indirect or consequential damages or any damages whatsoever resulting from loss or theft of the owner's Smart card or PIN code, whether in an action of contract, negligence or other tortious action, arising out of or in connection with the use or performance of software, documents, provision of or failure to provide services, or information available from this service.

LoggingtoTaxpayerPortalAccess the Taxpayer portal by opening https://tap.vms.frcs.org.fj/ on your desktop browser.

NOTE: Should you receive a Warning message about security issues from your web browser, click on Advanced, add a permanent exception and proceed.

NOTE: To avoid these security messages in the future, please install ICA and RCA certificates as described in ICA RCA User manual. (e.g. the following screenshot is taken from Firefox - the content of the Warning message may slightly differ depending on your default web browser)

Figure 7 Firefox Warning Message


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Figure 8 Firefox Add Certificate

Figure 9 Google Chrome

If you are a first-time user a Welcome screen will inform you to Login and authenticate a digital certificate found on your Smart Card. NOTE: In order to proceed, make sure you have your card reader plugged in to your computer and your personalized Smart Card inserted.

Tested in the following browsers:

• Google Chrome - Version 61.0.3163.100 (recommended browser) • Microsoft Edge - 40.15063.674.0


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• Opera - Version 48.0.2685.39 • Internet Explorer - 11.674.15063 • Vivaldi - 1.12.955.38

Figure 10 Taxpayer Welcome Screen

A dialog will popup, asking you to select a Certificate - choose the one on the list displaying your business name in the Subject column and VMS ICA in the Issuer column, and click OK:

Figure 11 Select Certificate

In addition, another dialog will popup, asking you to input your PIN code for your Smart card. Input the PIN and click OK to proceed:


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Figure 12 Input PIN

NOTE: If you're not sure what your PIN code is, please refer to the section Registration.

If you have input the correct PIN code, you'll be automatically logged in to your Homepage on Taxpayer Portal:

Figure 13 Taxpayer Homepage


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UsingtaxpayerPortal

HomepageYour homepage is the central hub for administrating your basic business data - Business locations, Invoices, Upload audit packages, Download Init Commands, and create invoices online using Web Invoicing. It also displays your basic taxpayer info: Name of the Person in charge, Tax ID and UID.

Figure 14 Taxpayer Homepage Interface


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BusinessLocationsOn Business locations page, initially, you will find a location of your main business headquarters it's clearly labeled with green tag named Headquarters. If your business consists of only one shop, then it won't be necessary to create new locations or request additional Certificates.

Figure 15 Business Locations


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AdditionallocationsIn case your business does have additional locations (e.g. several supermarkets, chemists etc.) then you can add those locations by clicking on the button Create new, adding one at a time.

Figure 16 Create New Locations

Fill in the form with all necessary information about the new location and click on button Create.

Figure 17 Fill in the Form

Your newly created location will appear on the location list


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Figure 18 Business Locations List

Proceed with the process until you have added the locations of all of your shops.


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RequestadditionalCertificates

NOTE: Prior to sending a request, consult your POS vendor whether your infrastructure really requires issuing of additional Certificates.

If the infrastructure of your other locations requires issuing of additional Certificates, you can request their issuing by clicking on the respective button next to the location in question:

Figure 19 Request additional Certificates


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Depending on your needs, click on the plus icon next to labels Smart cards or Files. NOTE: If your infrastructure uses E-SDC, request additional Smart Cards, or if your infrastructure uses V-SDC request additional Files.

Figure 20 Requesting Additional Items and adding Authorized person

When requesting new Smartcards, you should always select a nearest Tax office where you can pick them up.

Should the situation require, you can always appoint another person as an authorized, and they will be able to pick the smartcards for you. This is optional, however note that you will have to provide a valid personal document with a photograph of that newly appointed person.


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AdditionalSmartCardrequest When dialog opens, either use automatically generated PIN, or input 4-digit PIN in the input field, or generate

a random one by clicking on the icon . If you have made an error, or if you don't find the PIN code

appropriate, click on the icon to remove it. If your infrastructure allows, add more requests by clicking on

the icon . Next, choose a media type of your smartcard - by default it's a Full Format, and in most cases, you can leave the default value.

Figure 21 Choose PIN and Media type


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AdditionalFilesRequest

Click on icon and either use automatically generated Password and PAC, or input 8-character

(alphanumeric) Password and 6-character (alphanumeric) PAC in the respective fields. By clicking on , you can generate a random password.

If you have made an error, or if you don't find the Password code appropriate, click on the icon to remove it.

If your infrastructure allows, add more requests by clicking on the icon .

NOTE: Input data is case sensitive and ALL CAPS.

Figure 22 Request Files

Once you have added appropriate requests, to proceed click on button, or click on button to dismiss the process.

NOTE: When you click Cancel button, you will not be able to retrieve any input data and you will have to input it again.

Your request will be sent to the FRCS and the Personalization officer will email you the URL where you can complete your request by choosing PIN code as described in the section Registration.


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InvoicesInvoices page enables you to search and view all invoices issues at all of your locations.

NOTE: If you are a first-time user, or you have just registered, most likely there will not be any invoices listed. Once your POS(s) start issuing invoices, they will appear on the list.

UsingInvoiceFilter

BasicSearchBasic Search filter enables you to quickly search and list all invoices based on their Status and Type, or based on Date and Time of issuing.

Figure 23 Basic Invoice Search

Figure 24 Use Date picker to choose date range


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AdvancedSearchIf you are looking for something specific based on additional values, you can use Advanced search filter and fine-tune your search results.

To expand Advanced filter, click on button:

Figure 25 Advanced Invoice Search


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SearchResultsWhether you have used Basic or Advanced search, search results will be listed below the search form:

Figure 26 Search Results

NOTE: If you haven't selected any search criteria, Search results will list ALL invoices ever issued after the initial use of the Smart Card.


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InvoiceDetails

If you want to review the underlying data of your invoices, click on the button . Invoice details consist of Invoice status, Invoice request, Invoice result and Journal.

Figure 27 Invoice Details


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To return to the Invoice search page, click either button at the bottom of the page or Invoices in the

breadcrumbs navigation

UploadAuditpackages

NOTE: In order to upload Audit packages manually, you have to download them first from your E-SDC to a micro SD card or USB Flash drive. Audit packages need to have .json file extension.

Plug in your USB Flash drive to your computer or place micro SD card into card reader, and click

on link. To Drag and Drop .json audit package files, open USB Flash / micro SD card location and drag the files into the marked area. Additionally, you can click on the marked area and browse for the location of external storage.

Figure 28 Upload Audit Packages Manually

If data of the files is valid, they will be uploaded instantly. If data is invalid, the file(s) will not be uploaded.

Figure 29 Uploaded Files - Validation


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DownloadCommands

In case you have to upload commands to your SDC manually, you can do that by accessing this page and inputting your UID into the respective field.

NOTE: If you do not know what your UID is, return to the Homepage and copy alphanumeric data next to the label UID

Figure 30 Input UID

Figure 31 Valid UID


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Once you have entered a valid UID, in the next tab your business location data (name and address) will be automatically displayed.

Figure 32 Your business data

NOTE: if you are using your SDC device for the first time, you have to initialize it by downloading Initialization commands. If your SDC has already been initialized, you can download Pending commands, if available.

All you have to do now is to click on either Initialization or Pending commands button, and the download will start immediately.

Figure 33 Download SDC commands


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WebInvoicing

In the case when a situation requires creating an invoice on the go, or if you have temporary issues with your POS device on the premises, TaxCore Web Invoicing is an excellent and reliable solution.

Figure 34 Web Invoicing


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CreatinganInvoice

AddingBasicinfo

Prior to creating an invoice, add the following basic info:

Cashier TIN - (optional) if required, input your cashier TIN

Buyer TIN - (optional) for B2B transactions only, then it's mandatory

Buyer Cost Center - (optional) for B2B transactions only, then it's mandatory

Invoice Type - by default, the value is Normal, but you can also create Training or Proforma invoice

Transaction Type - by default, the value is Sale, and you won't be able to change this value. If you want to create Copy or Refund, please check Creating Copy and Refund Invoices.

Payment Type - (mandatory) select the means of payment for this transaction

Figure 35 Add Basic invoice info


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AddingItems

To add an item to the invoice, simply fill in all of the relevant data and click Add Item.

For adding additional items, repeat the previous step until you have added all required items to the invoice.

GTIN - (optional) input the item's GTIN

Item Name - (mandatory) input item's actual name

Quantity - (mandatory) input the quantity either by the piece or by the weight

Unit Price - (mandatory) input the unit price for the item

Total Amount - this value is automatically populated based on Quantity and Unit Price

Select Tax - (optional) depending on the item type, choose an adequate Tax rate

Clear Item - if you want to input different values instead of the ones entered, simply click on Clear Item

Add Item - by clicking on Add Item, the entry is automatically added to the Invoice table below.

Figure 36 Add Items to the invoice


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All added items will be listed in the table below:

Figure 37 Populated Invoice table

If you want to change the quantity of an item, click on its quantity value and edit it directly:

Figure 38 Edit Quantity for an item

NOTE: if you have input invalid values for the rest of the fields (GTIN, Item name, Price etc.), you will have to remove the item form the Invoice table and add it again

If you want to remove all items from the table, click on button.

NOTE: if you clear the table completely, you will have to add items again

When you have added all necessary items to the Invoice table, click on button.

Prior to creating an invoice, you will be asked to confirm the action.

Figure 39 Confirm the invoice creation


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Upon successful Invoice creation, an Invoice page will open displaying the Fiscal invoice Journal and several action buttons: Print to PDF, Send to Email, Copy and Refund.

From here, you can also create another invoice by clicking on button.

Figure 40 Created invoice


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CreatingCopyandRefundInvoices

When it is required, you can create a Copy or Refund invoice from any verified invoice found on your Invoices page.

To access this feature, search for a specific invoice using search form under Invoices section and press either button.

Figure 41 Create Copy or Refund from a verified invoice

Copy or Refund invoice will be automatically generated.

Documents

User Manual for Taxpayer Portal v.1.4 · name in the Subject column and VMS ICA in the Issuer column, and click OK: Figure 11 Select Certificate In addition, another dialog will popup,