[ENG] How to Prepare your data for incoming invoices

Procedure

1. Please use the template provided in the client portal to submit your invoice data.
2. Ensure that all required fields are completed in full and in the correct format.
3. Please verify that the purchase invoices to be included are assigned to the correct reporting period.
  1. Only purchase invoices for the current reporting period may be submitted.
4. Data can be submitted in CSV, XLSX, or XLS format.
5. Please submit your data within the deadline stated in the client portal.

Important Note

Please note that you as the user are responsible for the accuracy and completeness of the data provided. We therefore cannot accept liability for any information submitted by you.

We are also unable to provide binding advice on specific queries regarding purchase invoices or their VAT treatment and factual accuracy. Please ensure that all relevant data is provided completely, correctly, and on time. If you have specific questions regarding the correctness of the incoming invoice or its treatment for VAT purposes, please contact your tax advisor.

Completing the Template

Legend

Symbol	Meaning
*	Required field (must be filled in)
**	At least the field of “Produkt-interne ID” must be filled in
*******	INTRASTAT-relevant information (can be left empty if no INTRASTAT report is submitted)

Column Reference

Column	Content	Note
*Invoice Issuer [A]**	Name of the invoice issuer
*VAT ID of Issuer [B]**	VAT ID of the issuing company
*Invoice Number [C]**	Unique invoice number	Must match the number on the original invoice
*Invoice Date [D]**	Date the invoice was issued	Format: DD-MM-YYYY
*Service Date [E]**	Delivery or service date of the goods or service	If unknown, please enter the invoice date
*Invoice Line Type [F]**	Type of invoice line item	Indicate whether the item is e.g. goods, services, fees, marketplace fees, or similar
*Service or Fee Description [G]**	Brief description of the service or non-product line items	Applies only to line items that are not goods/products (e.g. shipping costs, storage fees, marketplace fees)
Internal Product ID [H]**	Product identifier from your ERP, inventory, or shop system	If not available use “XXX” as placeholder
SKU [I]**	SKU under which the product is managed in your system	Leave blank if not available
ASIN [J]**	Amazon Standard Identification Number (ASIN), if the product is sold on Amazon	Leave blank if not available
Product Name [K]**	Product name/description as stated on the invoice	Relevant for product line items only
Weight (kg) [L]***	Weight of one unit of the product in kilograms	Primarily relevant for INTRASTAT reports
Customs Tariff Number [M]***	Customs classification (HS/TARIC code, 8 digit format)	Used for customs declarations and international trade. Relevant for INTRASTAT reports only.
Country of Origin [N]***	Country in which the product was manufactured/processed according to customs regulations	Country code per ISO 3166 (e.g. DE, FR, etc.)
*Quantity [O]**	Quantity of the line item as per the invoice	Enter 1 for services
*Tax Rate (%) [P]**	Tax rate applied to the invoice/line item	e.g. 0, 7, 19, 20, etc.
*VAT Amount [Q]**	VAT amount for the invoice/line item
*Gross Amount [R]**	Total amount including VAT
*Net Amount [S]**	Amount excluding VAT
*Currency [T]**	Currency in which the invoice was issued	e.g. EUR, USD, GBP
*Tax Type [U]**	Tax treatment of the invoice/line item	1. Lokale Vorsteuer: domestic VAT charged by a local supplier; 2. Erwerbsteuer: VAT on intra-community acquisition of goods or services; 3. Einfuhrumsatzsteuer: VAT on imports from non-EU countries

Additional Information

Columns Internal Product ID to ASIN [Columns H to J]: At least one of these columns must contain data. This information is used for product identification and for any additional analyses that may be required. If this information is not available, please use the placeholder “XXX” in your data.
Columns Product Name to Country of Origin [Columns K to N]: These details are only required if INTRASTAT reports are being prepared and submitted.
Column Tax Rate (%) [Column P]: If you have an invoice with a 0% tax rate, enter the same amount for both the gross and net amounts. The VAT amount should be entered as €0.
Different tax rates on one invoice: If you have an invoice that includes products with different tax rates, you must add a separate line for each tax rate.