Create GDPdU Electronic Tax Records Files (ETRF)

Nav123: Navision, Showare, OrderApp

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What does the IRS/CRA/HRMC actually do with my GDPdU/GoBD files? What is Idea?
Do you not want to output Electronic Tax Records File (ETRF) for your tax office? After all, they contain very confidential data, e.g. which customer you sell which items to for which prices, which supplier you purchase which items from and under which conditions... In principle, a complete order record list including contribution margins and order frequency.
(Do you want to offer your customers a real order list in their pocket?)
Your competitor would certainly spend a small or even larger fortune to obtain this information. Please read on at the end of this article to find out how you can take action against this if you wish. And please don't think this is an irrational thought, your data is safe with the tax authorities...

Attention! These instructions assume that the setup has already been carried out! If not, you will find the instructions here..

Ctrl+F3, Data export

Create a new record, e.g. Export-1. Select this record, then select "Record definitions":

Possibly a query of this kind will come here or at one of the next steps:

"Always allow", and select OK.
Navision does not trust itself here, seriously!
Always answer yes to this question as well:

Then simply remove

Enter the desired period here. Please maximum one year! Ideally also = one business year.

Before OK, please check if the folder specified under "Export path" exists on the local computer.

To be sure you can simply change the file path under "Export path", e.g. remove the last \, confirm, then add it again.

Navision checks whether the corresponding folder exists and, if necessary, creates it again after a query (see above).

After that you will find this directory on the used computer (local, not on any server!):

This folder contains the files required by the tax advisor or tax office employee for the entered period.

This folder can be easily renamed before sharing (e.g. on a USB stick), e.g. based on the period date.

In this folder there is a packed file with folder name = file name, e.g..

This packed file also contains all necessary data. Therefore, it is sufficient to send only this one file for mail dispatch etc.

This file can also be renamed as desired.

Adding fields:

From experience, the setup should be enough to issue all the data for the auditors.

However, there may be additional requests by the examiners.

This is how more fields can be included:

Select for which table an additional field is to be displayed.

Then " at the bottom" select the last field, and select "+ Add":

Select the desired field from the list that opens.

And if you don't want to give this very sensitive data to anyone outside the company?

In fact, there are requests from time to time as to how the clipboard in Navision can be controlled, i.e. how the uncontrolled copying of data from Navision / Business Central, e.g. into an eMail or into an Excel list , can be prevented. However, this always depends on the exact Navision version, how this can or must be done. A clean access rights system is in any case an indispensable start to prevent unauthorized data access and "unplanned data loss" or the misuse of data access.

There may even be legal constraints that require you to restrict or prevent unauthorized access to the data you store. DSGVO is the flagship of access rights restrictions, so to speak. And then what? Then some auditor comes along, demands your most sensitive data in plain text on a DVD or a USB data carrier, or that it be sent by email. You must trust the state, because it can legally use armed force against you. Why legally? Because it is the only one that is allowed to carry weapons. And because such a state now once no weapons can carry, he has legitimized personnel for it. It is called the police, and they are allowed to restrict your freedom in case of resistance against the state power. The state then calls this "Erwzingungshaft" and says that this is legal, the state is allowed to do this.
With one according to these (once again) government specifications you give force out of your hand:
-From whom do you buy which items at which conditions
-To whom do you sell which items at which prices
This data can also be used to derive average and highest stock levels, alternative suppliers, their strongest ABC customers per item and, if you like, item groups... and much more. Data, for which your competitor would certainly spend more than a pocket money. Who can assure you that the auditor or company auditor will not accidentally or for such "pocket money" leave the USB stick on the train?
You -still- surprisingly have the possibility to take action against this operationally dangerous coercion! You can find a very well done video with more background on this topic here. And also take a look at this one.I have already fast-forwarded this to the most important part, but surely you watch the whole video as well.
You can find the objection form mentioned in the videos above here..