Tax Declarations UI

From the Tax Declarations page of the SBS portal, you can perform the following actions:

• Generate tax declarations and track their status
• View all tax declarations for the currently selected account, application, tenant, and organization
• View all representatives and update their details (first name, last name, phone, email address).
• For each declaration, you can view its processes, input files, and representative details
• Filter, search and sort tax declarations.

Access

You can access the Tax Declarations page of the portal as follows:

1. Sign in to the SBS Portal. During the sign-in process, you will be prompted to select the account, app, and tenant where you are entitled to sign in.
2. Click Tax Declarations in the left hand-side menu.
3. If applicable, select the organization from the drop-down list at the top of the page.

To interact with the Tax Declarations service, you can use either the Web UI or a GraphQL interface. You can switch at any time between the two interfaces by clicking the switch displayed at the top of the page:

View tax declarations

After you access the Tax Declarations UI, the tax declarations stored in SBS for the selected account, application, and tenant are displayed in the upper grid. To view details about a particular tax declaration, click the respective row in the grid. This loads all processes, files and representative details of that declaration in the lower grid, for example:

Tax declaration structure

The table below shows the declaration fields that are exposed through the Web UI. To return a declaration’s full list of fields, query it through GraphQL.

Process structure

A tax declaration may have multiple processes. A new process is created every time the declaration is computed (through a call to generateDeclaration mutation). A tax declaration’s process has the following structure:

Field	Description
ID	The unique identifier of the process in SBS.
Status	The status of the declaration. Valid values: NEW - computation has not started yet, INPROCESS - computation is in progress, DONE - computation has completed without errors, ERROR - computation has completed with errors.
Errors	This field reports errors that occurred during processing, if applicable.
CSV Lines	The total number of lines across all input CSV files processed by this process.
Created at	The date and time when the process was created.
	Click the icon to download the declaration’s result XML file to the local disk.
	For Romanian D406 declarations with status DONE, click the icon to open the pre-computed analysis data in a separate browser tab. See View analysis data.
	For the same processes as the Analysis data icon, click the icon to copy the Analysis Data viewer link to your clipboard, so that you can share it with someone who does not have portal access. See View analysis data.

File structure

A tax declaration may have multiple input files. A tax declaration’s file has the following structure:

Representative structure

A tax declaration has one representative (that is, the legal person who submits the tax declaration). A tax declaration’s representative has the following structure:

Filter, search, and sort tax declarations

To filter tax declarations by the values displayed in the grid, click the Filter icon on the respective column header in the grid. The colour of the Filter icon on each column header denotes whether the filter is active:

Icon	Meaning
	Filter is not active
	Filter is active

To search tax declarations, type your search text in the Search text box available in the right-upper corner of the grid. You can use any field as search term (for example, the tax declaration ID).

To sort tax declarations, click the respective column of the grid. The arrow indicates the current sorting order.

Generate declarations

Prerequisites

• The organization for which reporting is done must exist in the SBS system. You can add new organizations from the Organizations page.
• The following organization fields must be defined: Name, TIN (Tax Identification Number), Registration Number (registration number issued by the National Trade Registration Office), Country, Tax Accounting Basis, Street Address, IBAN Number.
• For Bulgarian tax declarations, the organization’s ownership structure must be defined (ownershipStructureBG). See the Organizations page.

The high-level steps for generating a declaration are as follows:

1. Obtain from your ERP system the input CSV files to be used as input to the tax declaration.
2. Create a representative.
3. Initiate the declaration.
4. Add the input CSV files to the declaration.
5. Generate the declaration.
6. View the declaration status and download the result file.

Step 1: Obtain the input CSV files from your ERP

A tax declaration will typically need the following CSV files as input (depending on the case, fewer files will be required):

1. BusinessPartners.csv
2. GeneralLedgerAccounts.csv
3. GeneralLedgerEntries.csv
4. Invoices.csv
5. Payments.csv
6. PhysicalStock.csv
7. MovementOfGoods.csv
8. Assets.csv
9. AssetTransactions.csv

The file names above are just an example; the actual file names may differ. Also note that you may provide multiple files of the same type as input. For example, you may use multiple CSV files of type “Invoice”.

The actual files and their content depend on your tax reporting jurisdiction and your resident vs non-resident tax status. For details, see:

• Appendix 1: Input CSV Files (Romania Tax Residents).
• Appendix 2: Input CSV Files (Romania Non Residents).
• Appendix 3: Input CSV Files (Bulgaria Tax Residents).

Step 2: Create a representative

A representative is the person that submits the declaration from a legal perspective. To create a declaration, at least one representative must be defined. Once added, you can use the representative’s details in multiple declarations.

To create a representative:

1. Click the Representatives button at the top of the page.
2. In the representatives grid, click Add and fill in the representative’s information. The fields First name, Last name, and Phone are mandatory.

1. Click Save.

You can update a representative’s details at any time later. To do that, click the Update button for the respective row on the grid.

Deleting representatives is available only through GraphQL. To do that, run the deleteRepresentative mutation of the Tax Declarations Service.

Step 3: Initiate the declaration

To initiate a declaration:

1. Click Declarations at the top of the page.
2. If applicable, select an organization from the drop-down list.
3. In the declarations grid, click Add and fill in the declaration details, for example:

4. Click Initiate. A new dialog box pops up where you can add the input CSV files to the declaration.

The input fields and their meanings are as follows:

Step 4: Add the input CSV files

After you initiate a declaration, a dialog box pops up from where you can add the input CSV files to the declaration.

To add input CSV files to a declaration:

1. Click Add .

2. In the dialog box that pops up, select a file type (for example “Invoices”), and then click Select CSV File(s) to add the respective file from your hard drive.

   

3. Click Add, and be patient while the file is uploading. The upload may take several seconds to several minutes, depending on the size of the input file, and your internet connection speed. After a successful upload, the dialog box closes, and the declaration file should appear in the list of declaration files.

4. Repeat steps 1-3 for all files that should be added as input to the declaration.

Step 5: Generate the declaration

After you have added all files to the declaration, you can trigger the actual generation process.

To generate the declaration, click Update and Run. The declaration dialog box closes, and you can now track the declaration status from the Processes tab.

Step 6: View the declaration status and download the result file

Whenever you run a declaration, a new process is added to the declaration that reports its status. Note that, if you run the same declaration multiple times, a new process will start for each run.

To view a declaration’s processes, click a declaration record in the Declarations grid. The lower grid should now be populated with that declaration’s processes, if any (in the “Processes” tab). The declaration’s files and representatives can be viewed from the Files and Representative tabs, respectively.

Initially, each process has the status NEW. After a short time (approx. 1 minute), the status changes to INPROCESS. This status will keep showing for as long as the declaration is being computed, which may take several minutes to several hours, depending on the size of the input files.

The Processes grid does not refresh automatically. Click Refresh to obtain the latest process status.

If validation or other errors are encountered during the computation, the process status changes to ERROR and the actual errors are reported in the respective column.

If the declaration was generated successfully, the process status changes to DONE, and an XML download icon becomes available. Click the icon to download the generated declaration file.

For Romanian D406 declarations, an analysis data icon also becomes available once the process reaches DONE status. See View analysis data.

View analysis data

For Romanian D406 declarations, once the computation process reaches DONE status, the portal automatically computes account balances, financial KPIs (Key Performance Indicators), and other analysis data from the submitted CSV files. To open the analysis viewer, click the analysis data icon in the process row. The viewer opens in a separate browser tab and organizes the data into several tabs, including System Balance, Standard Balance, and KPI.

To share the Analysis Data viewer link with someone who does not have portal access, for example a colleague, an accountant, or an auditor, click the Copy Analysis Data Link icon next to the analysis data icon in the process row, instead of opening the viewer directly:

The link is copied to your clipboard, and a confirmation message is displayed. Opening the copied link loads the Analysis Data viewer directly, without requiring the recipient to sign in to the portal.

System balance

The System Balance tab (Balanța analitică in Romanian) shows the organization’s actual, system-of-record account balances, using the account IDs and account names from your own chart of accounts. It corresponds to the systemBalanceSheet field of the analysis data.

Accounts are grouped by account class, with a subtotal row for each class, and a grand total row at the bottom of the grid.

Standard balance

The Standard Balance tab (Balanța sintetică in Romanian) maps the organization’s account balances to the standard chart of accounts prescribed by the tax authority for the corresponding tax accounting basis. It corresponds to the standardBalanceSheet field of the analysis data.

As with the System Balance tab, accounts are grouped by account class, with a subtotal row for each class, and a grand total row at the bottom of the grid.

KPI

The KPI tab organizes the financial KPIs computed from the submitted data into the following groups:

For the full list of KPI definitions and formulas, see Appendix 9: RO D406 KPI Definitions in the Tax Declarations Service API reference.

The analysis data can also be retrieved programmatically via the roD406AnalysisData query.

View historical KPI data

In addition to the single-period KPIs shown on the KPI tab of a D406 declaration’s analysis data, you can view the same financial KPIs as a month-by-month trend across several past reporting periods. To do this, initiate a declaration with Declaration Type set to KPI instead of D406.

Unlike a D406 declaration, a KPI declaration does not produce a SAF-T XML file for submission; its only purpose is to compute historical KPI trends for review in the portal or through the API. For details on the underlying query, see roKPIAnalysisData in the Tax Declarations Service API reference.

Generate a KPI declaration

To generate a KPI declaration:

1. Click Declarations at the top of the page.
2. If applicable, select an organization from the drop-down list.
3. In the declarations grid, click Add and set Declaration Type to KPI.
4. Fill in the remaining fields as you would for a D406 declaration. Set From and To to the period you want covered by the trend (for example, the past 3 years up to the current date), and set Header Comment to L (Monthly).
5. Click Initiate.
6. Add the GeneralLedgerAccounts and GeneralLedgerEntries CSV files for the most recent month in the period. You can optionally also add an Invoices file for that month to populate the invoice-derived Activity KPIs (see Historical KPI viewer). For a KPI declaration, the file-type selector offers only these three types.
7. Click Update and Run to generate the declaration.

Once the process reaches status DONE, click the analysis data icon in the process row to open the historical KPI viewer in a separate browser tab.

Historical KPI viewer

The historical KPI viewer organizes the data into the following tabs:

For the full list of KPI definitions and formulas, see Appendix 9: RO D406 KPI Definitions in the Tax Declarations Service API reference.

Each tab shows a line chart plotting every KPI in that group across the months of the reporting period, followed by a table with one row per month.

Because the current month of a KPI declaration has only GeneralLedgerAccounts and GeneralLedgerEntries uploaded — and, optionally, Invoices — some KPIs for that month may show no value:

• Liquidity KPIs are not computed for the current month, because they require the full set of declaration files.
• Invoice-derived Activity and Efficiency KPIs — sales invoice count (NFC), purchase invoice count (NFF), average sales invoice value (VMF), and active business partner count (NPC) — are computed for the current month only if you also upload an Invoices file for that month. Without it, these KPIs show no value. KPIs derived only from the general ledger, such as the turnover-rate ratios (RRC, RAC, RRF), are always computed.

For example, for an organization with a monthly D406 declaration for August 2025 and a KPI declaration covering August 1, 2025 through September 30, 2025 (with only GeneralLedgerAccounts and GeneralLedgerEntries uploaded for September), the historical KPI viewer shows two months of data: August 2025, fully populated from the existing D406 declaration, and September 2025, partially populated as described above. If you also upload an Invoices file for September, that month’s invoice-derived Activity KPIs are populated as well.

The historical KPI data can also be retrieved programmatically via the roKPIAnalysisData query.

Delete declarations

To delete a declaration, click the Delete button adjacent to the declaration of interest.

GraphQL

For information about working with tax declarations through GraphQL, see the API reference to the Tax Declarations Service.