When you print a withholding tax certificate, you need to keep a record of the certificate number in the system, for future reference. The certificate number is stored in the vendor item in the accounting document.

How you work with the certificate numbers depends on whether you use preprinted stationery or blank paper.

The preprinted stationery supplied by the Revenue Department for withholding tax certificates is already numbered. The certificate number is the number in the top right hand corner of the stationery. When you print out withholding tax certificates, you have to enter the certificate number in the accounting document header, manually.

If, on the other hand, you print out withholding tax certificates on continuous stationery – blank paper with no such numbers – the SAP System issues each certificate a certificate number automatically. It uses the accounting document number as the certificate number.

Whichever system you use, the certificate number is stored in the Reference Key 3 field of the vendor item.

In Customizing, set the Reference Key 3 field as an optional entry in the field statuses for all posting keys used for vendor line items, and in the field statuses for all vendor reconciliation accounts. To do so, in Customizing for Financial Accounting (FI), work through the following activities:

• Financial Accounting Global Settings ® Document ® Line Item ® Controls ® Define Posting Keys
• Financial Accounting Global Settings ® Document ® Line Item ® Controls ® Maintain Field Status Variants

When you save a document that includes a withholding tax item, the system automatically enters the accounting document number in the Reference Key 3 field in the vendor line item.

• If you use preprinted stationery for the certificates, overwrite this number with the number from the stationery by accessing the invoice document in change mode.
• If you use blank paper, leave the number as it is. The accounting document number serves as the certificate number.

When you come to print the withholding tax certificates, the system prints the certificate number at the top of each certificate.