Submit tax certificates

You can also rewatch our webinar covering these topics.

Step 1: Check the data in Ledenbeheer

Ledenbeheer automatically checks the required data.

Sometimes members enter incorrect information or delete it from their profiles. You can correct these errors in Ledenbeheer.

First, select the income year in the top right of the Certificates menu.

Then open the Errors tab.

You may see these errors:

• Date of birth missing

• Guardian's date of birth missing

• Child's national register number missing

• Guardian's national register number missing

• Child's address missing

• Guardian's address missing

How to correct these errors:

The easiest approach is to click "Send email to complete details" at the bottom. This asks members by email to fill in their missing details.

Members receive an email asking them to complete their details. The email links directly to their certificates. When they click to download one, they are prompted for the missing information.

• Date of birth missing

  • Ask the parent

• Guardian's date of birth missing

  • Ask the parent

• Child's national register number missing

  • Ask the parent

• Guardian's national register number missing

  • Ask the parent

• Child's address missing

  • Ask the parent

• Guardian's address missing

  • If the child's address is present, simply select "Use child's address".

Step 2: Download the XML file

Once there are no more errors, open the General tab and download the XML file at the bottom.

You need this file to submit the data to the government. After downloading it, right-click it and choose "Compress" or "Create archive" to make a ZIP file.

Step 3: Upload the ZIP file to the government

Visit the government website, Belcotax-on-web, to upload the file.

Belcotax-on-web

Select the correct income year on the right.

Sign in

Choose to sign in on behalf of your organisation.

Select file submission on the left.

Select the ZIP file you just created and click Submit.

Correct errors reported by the government

The government emails you a report listing the errors it found in your organisation's submission.

The errors are in a .txt attachment, which looks like this:

Possible government errors:

• The "National number" field must contain a valid national number.

• The record's sequence number must be one higher for the next record of the same type.

• Invalid postcode

How do you resolve errors reported by the government?

Each error lists a sequence number. You can find the corresponding certificate in Ledenbeheer by that number.

Find the sequence number under Settings > Certificates > Manage. Then click "Change details" on the right to correct it.

• The "National number" field must contain a valid national number.

  • Change the national register number to a valid one.

  • OR select "Ignore national register number" to submit a blank number for that person.
    ​

    

• The record's sequence number must be one higher for the next record of the same type.

  • You always receive this error when there is another error in the file. You can ignore it while correcting the other errors; it should then disappear.

  • If you have corrected every other issue and the sequence-number error remains, you can reset sequence numbers under Certificates > Settings. This may resolve it, but use it only as a last resort.

• Invalid postcode

  • Click "Change details" in the list and correct the postcode. Check the guardian's postcode too.

Once all errors are resolved, download the XML file again, convert it and upload it to the government.

The certificates should then be accepted.