Track status
Monitor submission progress and handle authority responses.
After submitting your SAF-T file, monitoring its processing status and properly interpreting tax authority responses is crucial for ensuring compliance. Different countries provide varying levels of feedback, and understanding what each response means helps you respond appropriately to any issues.
Understanding status types
- Technical validation
What it means: The tax authority system is checking your file's technical structure and format compliance.
What to expect: Initial validation usually completes within minutes to hours. This checks XML schema compliance, required field presence, and basic data format requirements.
If validation fails: You'll receive specific error messages indicating technical issues that must be corrected before resubmission.
- Processing status
What it means: Your file has passed initial validation and is being processed by the tax authority's systems.
What to expect: Processing can take anywhere from hours to several days, depending on file complexity and system load. Some countries provide interim status updates during this phase.
During processing: No action is required from you. The system is performing detailed data analysis and cross-referencing with other submissions.
- Acceptance status
What it means: Your file has been successfully processed and accepted by the tax authority.
What to expect: You should receive a formal confirmation with a reference number. This serves as proof of successful submission for your records.
Next steps: Archive the confirmation document and monitor for any follow-up communications from the tax authority.
- Rejection status
What it means: Issues have been identified that require your attention and possibly resubmission.
What to expect: Detailed error messages explaining what needs to be corrected. The nature and urgency of required corrections vary by jurisdiction and issue type.
Required action: Review error details, make necessary corrections to your source data, regenerate your SAF-T file, and resubmit according to your country's procedures.
Types of authority responses
- Acknowledgment receipts
- Most countries provide immediate acknowledgment when your file is received. This only confirms receipt, not acceptance or validity. Save these receipts as proof of timely submission.
- Validation results
- Technical assessment results detail any structural or format issues with your file. These typically include:
Schema validation errors
Missing required fields
Data format inconsistencies
Character encoding problems
- Processing status updates
- Some countries provide periodic updates during file processing:
Under review: Analysis in progress
Cross-checking: Comparing with other taxpayer data
Final review: Completing processing steps
- Acceptance confirmations
- Final approval notifications serve as official confirmation of successful submission. These documents should be retained for audit purposes and include:
Unique submission reference numbers
Processing completion timestamps
Digital stamps or authentication marks
- Rejection notifications
- When files are rejected, authorities typically provide:
Specific reasons for rejection
Required corrections
Resubmission instructions
Updated deadlines if applicable
Handling rejections and resubmissions
- Step 1: Analyze the rejection
Review all error messages provided by the tax authority.
Prioritize critical issues that prevent processing.
Identify root causes in your source data or processes.
Check country-specific guidance for error interpretation and resolution requirements.
Document the issues for process improvement.
- Step 2: Make corrections
Correct source data in your original financial systems.
Address systematic issues that might affect future submissions.
Re-validate data through your SAF-T preparation process.
Regenerate the SAF-T file with corrected information.
Verify corrections meet country-specific requirements.
- Step 3: Resubmit
Follow your country's resubmission procedures. Some require marking as corrections while others treat resubmissions as new filings
Include references to the original submission where required by local regulations
Submit through the same channel used for the original filing
Monitor the new submission status according to country-specific timelines
Ensure compliance with any revised deadlines provided by the tax authority
- Step 4: Prevent recurrence
Update your submission procedures to prevent similar issues
Enhance data validation processes in source systems
Train team members on lessons learned and country-specific requirements
Document new procedures for future reference
Important country-specific considerations
- Response timelines
- Different countries have varying response times. Some provide immediate feedback while others may take several days or weeks to process submissions.
- Resubmission requirements
- Countries have different procedures for corrections. Some require specific correction markers while others treat resubmissions as new filings.
- Communication channels
- Tax authorities use different methods to communicate status updates . Some communicate through portals, while others using email or official mail.
- Deadline extensions
- Policies for deadline extensions due to technical issues or rejections vary significantly by jurisdiction.
- Appeal processes
- If you disagree with a rejection, countries have different procedures for appeals or clarification requests.
Always consult your specific country's SAF-T guidance and tax authority communications for definitive information on status tracking and response procedures. The general principles outlined here provide a framework, but local requirements take precedence for compliance purposes.
Effective status monitoring and response procedures ensure smooth SAF-T compliance and help build confidence with tax authorities through consistent, accurate submissions.