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Set up Yokoy for Spanish AEAT requirements
Set up Yokoy for Spanish AEAT requirements

Generate the required XML file for expenses captured and uploaded via Yokoy mobile app.

Yokoy Team avatar
Written by Yokoy Team
Updated this week

๐ŸŒ Web | ๐Ÿ‘ค Admin with technical user permissions

Yokoy is fully certified in Spain as per the requirements of the Spanish State Tax Administration Agency (AEAT) proposed in BOE-A-2007-7866 Order EHA 962/2007 for the approval of software for certified digitization of invoices.

This certification requires that all expenses captured and uploaded via mobile app must be:

  • Converted to PDF

  • Digitally signed

  • A hash of the signed PDF is stored along with the expense record

For every export, a specific XML file is generated.

By default, the requirements are enabled for all Spanish legal entities. However, since the Merchant Tax ID and invoice number must be exported to the XML file and are not available as default fields in the expenses form, you must set up two custom fields.

How it works

Yokoy users takes a photo of the receipt using the camera viewfinder within the Yokoy app.

๐Ÿšง Caution

From a legal standpoint, only photos taken via Yokoy app are considered physical receipts. Your responsibility to ensure that users donโ€˜t upload physical receipts from the gallery.

Once the receipt is uploaded, Yokoy detects all the mandatory fields from the photo: merchant name, VAT number, taxable base, VAT rate, taxable fee, invoice number, and invoice date. If Yokoy is unable to detect all the mandatory fields, the user is prompted to enter these fields manually.

Once the user submits the expense, Yokoy converts the image to a PDF file. The PDF is later enriched with mandatory metadata such as creation date, the name and version of the application through which it was obtained, and the approval key assigned. This metadata is embedded in XMP format in the PDF and can be retrieved for verification by viewing the document properties in Adobe Acrobat Reader.

The PDF is then digitally signed to ensure that it cannot be modified without breaking the signature. The digital hash is stored together with the expense record. When the expense has been approved and reviewed, it is exported in the usual way. As the expense is being exported, Yokoy generates the corresponding XML file. The XML file contains a specific reference to the associated expense document. In addition, Yokoy updates the expense document to include a reference to the XML file that is exported.

The generated XML file can be downloaded by users with Finance and Audit roles (Finance > Export log or Audit > Audit log). A link to the file appears in the Download XML column:

Export log table with an additional column, Download XML, where users can click to download the XML file required by the Spanish AEAT

Setting up Yokoy to support AEAT requirements

Yokoy AI captures the CIF (company number) and the invoice number for Spanish receipts. However, you need to set up additional custom fields to make sure that if Yokoyโ€™s AI fails to identify them correctly, the submitter or finance reviewer can make necessary changes.

๐Ÿšง Caution

To add custom fields to the Expense form, you must have technical user permissions that allow you to access Admin > Company settings, Admin Support Section - Advanced forms and add custom fields for Expenses.

Proceed to set up these fields in Admin > Company settings, Admin Support Section - Advanced forms:

Merchant Tax ID / CIF

Invoice number

Key

customInformation.CIF

customInformation.factura_number

Form field type

Input (String)

Input (String)

Label

CIF

Invoice number

Hide expression (JSON)

model.expenseType=="mileage"|model.expenseType=="receiptless"|model.expenseType=="perDiem"
model.expenseType=="mileage"|model.expenseType=="receiptless"|model.expenseType=="perDiem"

โœ๏ธ Note

These are not mandatory, but should be always completed for full compliance.


โ€‹

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