Questions and answers for the tax authorities about ReflexBlue
In this document, several questions and answers are described that the tax authorities may ask you about ReflexBlue and its usage.
The content of this document is created to help you answer questions about ReflexBlue. However, you remain solely responsible for providing the correct answers to questions from the tax authorities.
What kind of software is ReflexBlue?
ReflexBlue is a cloud-based SaaS ERP system specifically developed for the food industry. It offers functionalities for financial administration, invoicing, logistics, and inventory management, among others. ReflexBlue helps businesses efficiently manage their processes and complies with the laws and regulations in the Netherlands, Germany, and Belgium.
How are financial data recorded and stored in ReflexBlue?
A logbook of financial transactions is maintained. This logbook records all transactions and modifications, ensuring a complete and transparent audit trail is available. The data is securely stored and is only accessible to authorized users.
How are invoices generated and stored in ReflexBlue?
Deliveries and receipts are recorded in invoice lines. These invoice lines are later used to generate one or more invoices. At that moment, the invoice lines, along with the generated document, are stored. This document cannot be modified afterward.
How does ReflexBlue ensure that data cannot be changed after invoicing?
ReflexBlue has role-based access control. No role can modify this data afterward. Effectively, ReflexBlue does not have functions to modify invoices after they have been issued. Errors can only be corrected through credit notes or new invoices.
How are tax rates and VAT processing applied within ReflexBlue?
Based on configuration at the product level, it can be specified which rate should be applied. Users can determine the exact values of the tax rates themselves.
How does ReflexBlue handle currency conversions?
ReflexBlue does not perform currency conversions. The only conversion that takes place is for business analysis purposes. Invoices are provided to external accounting software packages in the original currency.
How can a tax inspector gain access to financial data in ReflexBlue?
Through a login provided by the customer of ReflexBlue. Additionally, there is an option to provide all logbook transactions in a CSV file. This is currently possible through a support request to our support organization. In the future, a feature may be added to ReflexBlue to automate the export of these data to CSV.
How is the data retention obligation guaranteed within ReflexBlue?
No data is physically deleted anywhere in the system. Data is only marked as unavailable for use. Even if a customer stops using ReflexBlue, all data is retained for 10 years.
How does ReflexBlue ensure that data remains secure and is not modified without authorization?
Direct access to the data outside the software is not possible. All transactional data is redundantly stored in six different availability zones. A daily snapshot of all data is also stored in six different availability zones. These snapshots are historically stored for 30 days.
How are corrections and error messages handled within ReflexBlue?
Corrections are made by the user. Changes to many relevant data points are recorded in a logbook. Error messages result in the requested change being canceled, preventing data corruption.
How does ReflexBlue support electronic tax filing?
ReflexBlue can export financial data to external accounting packages. From these packages, the final tax filing is carried out by the user.
How is data entered into the system?
Data can be entered manually by users via the ReflexBlue interface or imported automatically through API integrations and file uploads. Additionally, data from integrated systems, such as external accounting or logistics systems, can be synchronized with ReflexBlue.