Transaction data must be imported into VAT4U platform to be processed in order to prepare the iOSS returns. This article shows are your data should be structured to be processed by the system.
👉 Which data is required and in which format?
For iOSS reporting, it is required to import information around each transaction. This information is used to assess each transaction and verify potential issues with the VAT calculations for example. In addition, the iOSS returns will be able to be generated in 1 click on the basis of the data provided.
🔴 Mandatory
⚫Mandatory or Calculated system
🔵 Optional
Click here to download an example of the template in Excel with explanations.
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Name of the field in VAT4U |
Expected data format | Example valid data |
| 🔵 | Invoice Item Number | It refers to the line item of the invoice. If the invoice includes only 1 line item, by default the value must be 1. | 1 |
| 🔴 | Order Date | dd.mm.yyyy dd.mm.yy yyyy.mm.dd Accepted separator: "." or "-" or "/" |
01.09.2021 |
| 🔴 | Order Number | Alphanumeric field (max length 255 char) | 12345 |
| 🔴 | Payment Date | dd.mm.yyyy dd.mm.yy yyyy.mm.dd Accepted separator: "." or "-" or "/" |
01.09.2021 |
| 🔴 | Invoice number | Alphanumeric field (max length 255 char) | INV012345 |
| 🔴 | Invoice date | dd.mm.yyyy dd.mm.yy yyyy.mm.dd Accepted separator: "." or "-" or "/" |
01.09.2021 |
💡Sometimes, in your system, the order date is the same as the invoice date and payment date. If you do not have all the dates in your system but only one date field, no problem! You can map the same field three times in the platform.
Information about the goods
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Name of the field in VAT4U |
Expected data format | Example valid data |
| 🔵 | Article name | Alphanumeric field (max length 255 char) | Blue male sweater XL |
| 🔴 | Goods Description | Alphanumeric field (max length 255 char) | Sweater |
| 🔴 | Goods Commodity Code (HS Code or CN code) | As defined in Common official nomenclature (e.g. 9102.91.0000) | 61101130 |
| 🔴 | Item Net Mass (Kg) | Decimal number ####,## ####.## #.###,## #,###.## |
0,2 |
| 🔴 | Quantity | Decimal number ####,## ####.## #.###,## #,###.## |
2 |
| 🔵 | Package Weight (Kg) | Decimal number ####,## ####.## #.###,## #,###.## |
0,5 |
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Name of the field in VAT4U |
Expected data format | Example valid data |
| 🔴 | Consignment Unique Reference | Alphanumeric field (max length 255 char) Field used to track consignment total value, which is used to evaluate if total consignment value exceeds IOSS limit. |
IDNUM123456 |
| 🔴 | EU Country of delivery | ISO 3166-1 alpha-2 country code and International country name (English only) (DE or Germany) | DE |
| 🔴 | Country of Origin | ISO 3166-1 alpha-2 country code and International country name (English only) (DE or Germany) | US |
| 🔴 | Delivery Date | dd.mm.yyyy dd.mm.yy yyyy.mm.dd Accepted separator: "." or "-" or "/" |
02.09.2021 |
| 🔵 | Consignor Name | Alphanumeric field (max length 255 char) | ABC Logistics |
| 🔵 | Consignor Address | Alphanumeric field (max length 255 char) | |
| 🔵 | Consignor ZIP code | Alphanumeric field (max length 255 char) | |
| 🔵 | Consignor City | Alphanumeric field (max length 255 char) | |
| 🔵 | Consignor Country | ISO 3166-1 alpha-2 country code and International country name (English only) (DE or Germany) |
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Name of the field in VAT4U |
Expected data format | Example valid data |
| 🔴 | Currency | Invoice currency ISO 4217 3 letter codes (e.g. USD) | USD |
| ⚫ | Net amount of goods (excl. VAT) | Decimal number ####,## ####.## #.###,## #,###.## |
20,00 |
| ⚫ | Net amount of shipping (excl. VAT) | Decimal number ####,## ####.## #.###,## #,###.## Can be set to default 0,00 if client cannot separate Goods and Shipping cost |
2,99 |
| ⚫ | Gross amount of goods (NET + VAT) | Decimal number ####,## ####.## #.###,## #,###.## |
23,80 |
| ⚫ | Gross amount of shipping (NET + VAT) | Decimal number ####,## ####.## #.###,## #,###.## Can be set to default 0,00 if client cannot separate Goods and Shipping cost |
3,56 |
| 🔴 | VAT amount (base currency) | Decimal number ####,## ####.## #.###,## #,###.## |
4,37 |
| 🔴 | VAT rate | Integer or decimal number ##,## ##.## ##,##% ##.##% e.g. 21% 20 19,6% |
19% |
| 🔵 | VAT rate type | STANDARD or REDUCED VAT Rate | STANDARD |
| 🔵 | Gross amount total (Goods + Shipping) | Decimal number ####,## ####.## #.###,## #,###.## Sum of Net Price + Shipping Cost + VAT Amount |
27,36 |
| 🔴 | Exchange rate to EURO | Decimal number ####,## ####.## #.###,## #,###.## Rate at which Invoice currency converts to Euro. For USD on (02.Sep.2021) it would be rate of 0,84 and not 1,18) |
0,84 |
Information about the customer
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Name of the field in VAT4U |
Expected data format | Example valid data |
| 🔵 | Customer Name | Alphanumeric field (max length 255 char) | Max Mustermann |
| 🔵 | Customer Address | Alphanumeric field (max length 255 char) | Unter den Linden |
| 🔵 | Customer ZIP code | Alphanumeric field (max length 255 char) | 10117 |
| 🔵 | Customer City | Alphanumeric field (max length 255 char) | Berlin |
| 🔵 | Customer Country | ISO 3166-1 alpha-2 country code and International country name (English only) (DE or Germany) | DE |
Why are some fields are ⚫ Mandatory or Calculated? For some e-sellers, it might be a challenge to get all these fields extracted. They are all required to prepare the VAT reporting. However, some of the fields are dependent and by providing only some of them, the system will calculate the others. The table below explains the accepted scenarios in case you cannot provide them all. 0 means that the value calculated will be 0.
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Name of the field in VAT4U |
Expected data format | Example valid data |
| 🔵 | Order document URL | Alphanumeric field (max length 1024 char) |
https://example.com/document/ORDER_12345.pdf |
| 🔵 | Invoice document URL | Alphanumeric field (max length 1024 char) |
https://example.com/document/INVOICE_12345.pdf |
| 🔵 | Proof of Payment document URL | Alphanumeric field (max length 1024 char) |
https://example.com/document/PAYMENT_PROOF_12345.pdf
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👉 In which format should my data be extracted?
Data extraction must be in .CSV format (UTF-8) standards.
Click here to:
download an example of the template in Excel with explanations
download an example of the template in Excel
❗This Excel template helps to read the data but reminds us that data must be exported in .CSV format. Click here to see the corresponding .CSV example.
👉 Is it a problem if my fields are not in the same order as above?
Absolutely not! VAT4U includes a feature to map your fields in the order of your choice.
👉 How to upload the data?
On a daily, weekly, or monthly basis, you can import the data to VAT4U. The following video shows the process steps to import the data into the system.
To upload the data to VAT4U, you need to:
- Click on iOSS Module
- Click on Transactions
- Select the company for which you want to import the data
- Select the reporting period for which your data belong to
- Click on Import and follow the steps