How to Upload Your VAT Report to Elster Using SoloBooks

Overview

SoloBooks can submit your VAT advance returns (Umsatzsteuervoranmeldung) directly to Elster, Germany’s tax authority system. This guide covers the process.

Prerequisites

Before submitting:

1. Pro subscription: Direct submission requires a Pro plan

2. VAT status configured: Your VAT registration details must be set up in SoloBooks

3. Tax number: Your German tax number must be in your profile

4. Report ready: The report period must have ended (you’ll see a “Ready” status)

Step-by-Step Guide

Step 1: Navigate to Tax Management

1. Go to Taxes in the main navigation

2. Open the VAT (Value Added Tax) section

3. Use the Upcoming tab to see reports ready for submission

Step 2: Review Your Report

Before submitting, review the data:

1. Click Preview on the report card

2. Review:

   • Domestic sales and VAT

   • EU B2B transactions

   • EU expenses

   • Non-EU transactions

3. Close the preview when done

Step 3: Test Submission (Recommended)

Test submissions help verify everything works without submitting to Elster:

1. Click Test on the report card

2. A modal shows the PDF receipt you would receive

3. Review the PDF to confirm the data

4. If correct, proceed with the real submission

Note: Test submissions don’t affect your tax records and don’t save the PDF to your report.

Step 4: Submit to Elster

1. Click Submit on the report card

2. Confirm when prompted

3. Wait a few seconds while SoloBooks:

   • Generates the XML

   • Submits to Elster

   • Retrieves the confirmation PDF

4. You’ll see a success message when complete

Step 5: Access Your Submitted Files

After submission:

1. Go to the Submitted tab

2. Find your report

3. You can download:

   • XML: The submitted XML file

   • View PDF: The Elster confirmation PDF (only available after submitting through SoloBooks)

Understanding Report Status

Reports show different statuses:

• Draft: Not yet ready (period hasn’t ended)

• Ready: Period has ended; you can submit

• Submitted: Successfully submitted to Elster

• Error: Submission failed (check the error message)

What Happens During Submission

1. XML generation: SoloBooks creates the Elster-compliant XML from your data

2. Submission: The XML is sent to Elster via the Eric API

3. Confirmation: Elster returns a PDF receipt

4. Storage: The XML and PDF are saved to your report

Two Ways to Handle Your VAT Report

Option 1: Submit Directly Through SoloBooks (Recommended)

• What it does: Submits your report to Elster automatically

• What you get:

  • XML file saved to your report

  • PDF confirmation receipt saved to your report

  • Report status updated to “Submitted”

• Requirements: Pro subscription

• Best for: Most users who want a complete digital record

Option 2: Download XML and Submit Manually

• What it does: Downloads the XML file for you to upload manually through the Elster portal

• What you get:

  • XML file downloaded to your computer

  • No PDF receipt (you’ll need to get this from Elster’s portal)

  • Report status shows “XML Generated” (not “Submitted”)

• Requirements: None (available to all users)

• Best for: Users who prefer manual submission or don’t have a Pro subscription

Important: If you download the XML and submit manually, you won’t get a PDF receipt saved in SoloBooks. You’ll need to download the confirmation PDF from Elster’s portal separately.

Troubleshooting

“Submit” Button Not Visible

• Ensure you have a Pro subscription

• The report must show “Ready” status (period must have ended)

Submission Failed

If you see an error:

1. Check the error message

2. Verify your VAT status and tax number are correct

3. Try a test submission first

4. Contact support if issues persist

Can’t See Test Submission PDF

• The PDF may take a moment to load

• Refresh and try again

• If it still fails, contact support

No PDF After Downloading XML

• This is expected: Downloading XML manually does not generate a PDF

• PDF receipts are only available when you submit through SoloBooks

• If you submitted manually, download the PDF from Elster’s portal

Important Notes

• Test first: Use test submission to verify data before submitting

• One-time action: Submissions cannot be undone

• Keep records: Download and save the XML and PDF receipts

• Deadlines: Submit by the due date to avoid penalties

• Pro feature: Direct submission requires a Pro subscription

• PDF availability: PDF receipts are only saved when you submit through SoloBooks, not when downloading XML manually

After Submission

Once submitted through SoloBooks:

1. The report moves to the Submitted tab

2. Status changes to “Submitted”

3. Submission date is recorded

4. You can download both the XML and PDF anytime

If you downloaded XML and submitted manually:

1. The report stays in the Upcoming tab with status “XML Generated”

2. You’ll need to download the PDF from Elster’s portal separately

3. Consider updating the report status manually for your records

Need Help?

• Preview your data before submitting

• Use test submission to verify everything works

• Check your VAT status settings if submission fails

• Contact support if you encounter errors

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