Export compliance
The particulars shown on each document, how NovaFisko exports cover Belgian accounting obligations and what remains out of scope.
This page describes what NovaFisko exports produce with regard to Belgian accounting obligations, and what they do not produce. It serves as a reference for the firm, the auditor and the client.
The legal references cited are indicative. The accounting professional remains responsible for keeping and validating the accounts.
The particulars of each PDF document
| Particular | Location | Detail |
|---|---|---|
| Identification of the company | Header of every page | Name, legal form, registered office address, enterprise number, VAT number, "RLE" followed by the district if it is filled in, logo of the company file if available |
| Statement and period | Header | Title of the statement, fiscal year, period covered, currency |
| Issue date and author | Footer | "Issued on … by … with NovaFisko", firm and ITAA number |
| Pagination | Footer | "Page x / y" |
| Status | Footer | "Provisional document" or "Final document" |
| Fingerprint | Footer | The first 16 characters of the SHA-256 fingerprint of the data of the statement |
A document is provisional as long as the fiscal year is not closed and the periods covered are not all locked. A VAT return is final as soon as it is validated.
Coverage of the obligations
| Obligation | NovaFisko statement |
|---|---|
| Journal book, kept without delay, faithfully and completely, in date order (Code of Economic Law, art. III.83 and III.84) | Journal book and its variants by journal type |
| Subsidiary purchases and sales journals, VAT invoice registers (Royal Decree no. 1, art. 14) | Purchases journal, Sales journal |
| Central book, centralisation at least quarterly | Centralising journal, at the end of each journal book |
| General ledger | General ledger |
| Trial balance | Trial balance, Balance by period |
| Annual inventory (art. III.89) | Balance sheet and income statement, Annual accounts, Schedule of fixed assets, third-party balances with open items, Aged balance |
| Annual accounts (Code of Companies and Associations) | Annual accounts (NBB model), preparatory document |
| Continuous numbering and irreversibility of entries | Checks section at the end of each book |
| Annual listing of VAT-registered customers | Annual listing of VAT-registered customers |
| Statement of intra-Community transactions | Intra-Community listing |
| Periodic VAT return | VAT summary by grid, VAT return |
| Depreciation schedule | Schedule of fixed assets and depreciation |
| Supporting documents (art. III.86) | List of vouchers and the vouchers folder of the archive |
| Audit trail | Audit trail |
| Retention for 7 years | Full dossier (ZIP archive) |
The irreversibility of entries
In NovaFisko, a validated entry is never modified or deleted. To correct it, you reverse it: the original entry stays in the book with the note "reversed by …", and its reversing entry carries "reversal of …". Both appear in the exports. The Checks section of each book lists the reversed entries and reports any missing number in a journal.
What remains out of scope
The following points are not covered by the exports. They require action on your part or another tool.
- Filing of the annual accounts with the NBB: NovaFisko does not generate the XBRL file and does not file. The full scheme, the social balance sheet, the management report and the notes other than fixed assets and valuation rules are not produced.
- Standard audit file (SAF-T): not produced.
- Intervat filing: the VAT PDFs are checking documents. The XML file to submit is generated from the VAT tab, and the filing itself is done on the Intervat portal.
- Inventory book in the strict sense: the physical inventory of stocks and cash, the justification of the valuations and the signature remain to be drawn up by the company. NovaFisko provides the figures that feed it.
- Electronic signature and qualified timestamp: the fingerprint proves the integrity of a file; it is neither a signature nor a timestamp within the meaning of the eIDAS Regulation.
- Presentation reclassifications: credit balances of customers, debit balances of suppliers and bank overdrafts are not reclassified automatically.
- France and Luxembourg packs: the books, balances, third-party and fixed asset statements are available. The annual accounts model, the VAT grids and the listings are specific to Belgium.
A document marked "provisional" must not be handed over as an official document. Lock the periods concerned or close the fiscal year, then issue it again.
Good practice
- Lock each period after its VAT return has been validated.
- Before closing, issue the books and read the Checks section on the last page.
- After the year end, generate the full dossier and archive it on a durable medium.
- Record the fingerprint of the manifest in your permanent file.