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SAF-T

Resolving validation issues

Practical guidance for addressing validation issues efficiently and effectively.

After identifying validation issues through audit rules, the next step is to fix the issues in the source system and re-import.

The basic flow for resolving validation issues follows these steps:

  1. Identify the specific issue through audit results

  2. Diagnose the root cause in your source data

  3. Correct the underlying problem in your source system

  4. Re-import the corrected data

  5. Verify that the issue has been resolved

This cycle continues until all Critical and High severity issues are addressed, creating a progressively cleaner dataset ready for submission.

Resolving common issue types

Source data problems

Source data issues typically involve missing or incomplete information about core business entities such as customers, vendors, products, or accounts.

Resolution steps:

  1. Export a list of the specific source data records flagged in audit results

  2. Identify the missing or incorrect data fields, such as tax IDs, addresses, or classifications

  3. Update the information in your source data management system

  4. Ensure the updated source data is included in your next data extraction

  5. Re-import the corrected data to verify resolution

Example: If customer tax identification numbers are missing, work with your accounts receivable team to collect and update this information in your customer source database.

Tax code application issues

Incorrect tax code application is among the most common validation problems and often results in Critical or High severity issues.

Resolution steps:

  1. Identify transactions with incorrect tax codes

  2. Determine the correct tax code based on transaction type, product/service, and customer location

  3. Update the tax determination in your source system

  4. Re-extract and re-import the transactions with corrected tax coding

  5. Verify both the tax code and resulting tax calculations are now correct

Example: If reduced-rate products were incorrectly assigned standard VAT rates, update the product tax classification in your master data and reprocess the affected transactions.

Document sequencing problems

Many jurisdictions require complete and sequential document numbering, with validation rules checking for gaps or duplicates.

Resolution steps:

  1. Export the document sequence information flagged in audit results

  2. Identify gaps or duplicates in the sequence

    1. For gaps, determine if documents are missing from the extraction or if they were voided/canceled

    2. For duplicates, correct the numbering in your source system

  3. Re-import with complete document sequence information

Example: If invoice number gaps are identified, check if these represent canceled invoices. If so, ensure these are properly marked as voided in your data extract rather than omitted entirely.

Balance and reconciliation issues

Balance-related validations check that various totals reconcile correctly, such as ensuring debits equal credits or that line items sum to header totals.

Resolution steps:

  1. Identify the specific accounts or documents with balance discrepancies

  2. Check for rounding issues, missing transactions, or incorrect calculations

  3. Correct the underlying calculations or add missing entries in your source system

  4. Re-extract and re-import the corrected data

  5. Verify the balances now reconcile correctly

Example: If general ledger trial balance doesn't balance, check for journal entries that were not properly closed or manual adjustments that were not fully processed.

Format and structure issues

These issues involve data that doesn't conform to the expected format or structure.

Resolution steps:

  1. Identify the specific format requirements for the field in question

  2. Check your data extraction process to ensure proper formatting

  3. Update extraction parameters or add transformation rules to correct formatting

  4. Re-extract and re-import with proper formatting

  5. Verify format compliance

Example: If dates are formatted incorrectly, modify your data extraction process to ensure dates are formatted as YYYY-MM-DD.

Handling special cases

Not all validation issues represent actual errors that need correction. Some might be legitimate exceptions that require documentation rather than changes to your data.

Consider documentation instead of correction when:

  • The data accurately reflects your business reality but triggers a rule due to unusual circumstances

  • The issue relates to a legitimate exception under tax regulations

  • The validation rule is flagging an edge case not applicable to your specific situation

How to document exceptions

Documenting exceptions creates an audit trail demonstrating your compliance rationale, which can be invaluable during tax authority inquiries.

  1. Drill down to the specific transactions or data elements in question

  2. Use the notes functionality to document the reason for the exception

  3. Include references to relevant tax regulations or business justifications

  4. If appropriate, attach or reference supporting documentation

  5. Save the note so it's preserved for audit purposes

SAF-T Public User Current

Last updated: June 26, 2026