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Legal Records (and Totalized Tables for the Same) Including Withholding Records, etc. for Employment Income

Users may submit legal records (and totalized tables for the same) including withholding records, etc. for employment income through the Internet with the e-Tax software (WEB version).

1. Types of legal records (and totalized table for the same)

Users may prepare the following legal records (and totalized tables for the same) with the e-Tax software (WEB version).

  • Withholding records for employment income
  • Withholding records and special collection slips for retirement income
  • Payment records for remuneration, fees, contract deposits, and prize money
  • Payment records for remuneration, fees, contract deposits, and prize money (for the social insurance medical fee fund)
  • Payment records for the rental fee, etc. of real property
  • Payment records for the compensation for the transfer of real property, etc.
  • Payment records for the agency fees for the purchase, sale, or rent of real property, etc.
  • Totalized tables of statutory statements including withholding records for employment income
  • Appended tables of totalized tables for payment records, etc. (for documents submitted via e-Tax)

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2. Preparing records with the e-Tax software (WEB version)

With the e-Tax software (WEB version), users can prepare legal records by entering data one by one (the maximum number of sheets to be entered is 100) on the website and also in the following procedure, using a CSV file created with the spreadsheet software "Excel" (the maximum data that can be created is 5,000 sheets and a data size of 10 MB*).

* After the CSV file is imported, the data is converted to the xtx format that is acceptable to e-Tax. Due to this process, the data size increases and may exceed 10 MB even though the total number of sheets is within 5,000. Therefore, when the withholding records for employment income are created, creating roughly 4,000 sheets is recommended.

* The first digit "0" of the personal number read in 13-digit will be deleted when data to be sent is created.

Example of preparation using spreadsheet software

An example of preparation using the spreadsheet software "Excel" on a computer is introduced for the data for submission of legal records with the e-Tax software (WEB version) (an example of the preparation with Excel 2007 is introduced below).

(1) Format of cells for entry

Set the format of cells for entry to "text."
<Set Up Procedure>
Select the overall worksheet for data entry (the state where the color of the overall worksheet is highlighted).
Click [Format] in the [Cells] group on the [Home] tab, select [Format cells], click the [Number] label, select "Text" among [Category], and then click the [OK] button.

(Figure for reference)

(Reference)
With this process, the data on a worksheet is output as “Text format” data. Numbers are also regarded as text, and therefore, the data with 0 at the beginning of reference numbers, etc. is correctly output (without omitting the first 0).

(2) Data entry

Data in a row on a worksheet indicates the data of a sheet of record. Please enter data in columns by matching the data with items in "Contents of records and instructions for recording (Japanese)" of legal records.
Some entries designate the number of characters, input strings (half-width/full-width), etc. Particularly, one character (space) must be entered in the last field even though there is no information to enter.
"Reference number 1" and "Reference number 2" are not required to be entered when the data is transmitted with e-Tax.
Please refer to the NTA website (related to legal records) (external linkage) for instructions for the entry of documents.
* For withholding records for employment income (375), refer to the Pamphlet/guide (related to legal records) (external linkage) for the preparation and submission of legal records including withholding records, etc. for employment income.

The data up to the rightmost edited cell is output as comma-delimited data in Excel. Therefore, the data up to the last cell will be output by a space entered in the last field.

In the following download files (Excel format), names of items and the number of characters (title rows) that should be entered in each column are recorded. Users can create CSV files that can be imported by copying the title rows of these download files to the first rows as indicated in the "Figure for reference."
As these title rows are unnecessary for submission data to Tax Offices, please delete the rows after the completion of entry.

(Figure for reference)


(3) Saving data

○ After the completion of entry, click the [Office button] and then [Save as]. The dialog box "Save as" will be displayed.

○ After the saving location (desktop, etc.) is selected, enter the name of the file at user's choice, and select "CSV (comma-delimited)" in the file category.

○ Click the "Save" button and follow the instructions below when the following message is displayed:

Message 1 "XXX (file name)" may include functions not compatible with CSV (comma-delimited). Would you like to save the book in this format?"
→ Click "Yes".

From the above, the data of legal records, etc. that can be imported to the e-Tax software (WEB version) is prepared.

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Example of importing CSV files

How to import CSV files is explained in this section.

(1) Login to the e-Tax software (WEB version)

Log in at the main menu of the e-Tax software (WEB version) and select the menus in the order of "Filing/Application", "New".

(2) Selection of procedures

On the "Selecting a procedure for preparation" screen, select "Legal records (and totalized tables for the same) of withholding records, etc. for employment income".

(3) Importing CSV files

On the "Preparation of returns, etc. 1/2" screen, click the "Import" button for a CSV file prepared.

(Example) In the cases of payment records for remuneration, fees, contract deposits, and prize money:
On the

On the "Importing withholding records and various payment records" screen, click the "Reference" button and select a CSV file prepared.
The screen above indicates the case where "Legal records (and totalized tables for the same) of withholding records, etc. for employment income [the number of sheets to be submitted is within 100]" is selected on the screen for selecting a procedure for preparation.

On the

Click the "Select" button. The data from the CSV file imported is retrieved, and the number of sheets prepared is displayed on the "Preparation of returns, etc. 1/2" screen.
Click the "Next" button and prepare the totalized tables for statutory statements.

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3. e-Tax software (WEB version)

The e-Tax software (WEB version) enables users to submit legal records with e-Tax.
Before starting to use the e-Tax software (WEB version), users are required to complete "Confirm the terms of use", "Check the operating environment", "Acquire electronic certificates", and "Advance preparations for the e-Tax software (WEB version) (Note)".

(Note): When the e-Tax software (WEB version) is used without completing the advance preparation setup for the e-Tax software (WEB version), the software may not operate correctly.
please note that users who have completed the advance preparation setup for the "page for creating tax return forms" are still required to complete an advance preparation setup in the "e-Tax software (WEB version)".

When users are ready for using the e-Tax software (WEB version), please click the next step "Submit legal records with the e-Tax software (WEB version)" and proceed further.

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4. Submit legal records

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