iVAT Invoice
Contents
1. Account information El keep me You can also access Scout when you click on an invoice statement in the analysis screen of VAT Invoice You will be referred directly to the relevant legal notice 17 Log out Always log out when you end a session Lee Dira L ororena L ieo us VERKOOPFACTUUR IVAT Invoice 272. m VAT APPLICATIONS VAT solutions at your fingertips iVAT Invoice User manual 1 Start up To start iVAT Invoice up go to www vatat com Under my iVAT login select Invoice Enter your login and password Read the conditions of use by clicking on Disclaimer Click on the box next to I accept the general conditions of use to continue 2 Change the language Select Data from the menu then Settings and then personal settings Choose the language you want under Country and language settings only Dutch English French and German are available Once you have chosen click on Save at the bottom of the screen and then on Close at the top of the screen 3 Create a new invoice To create a new invoice click on Analysis Create a new supplier or select an existing one Several types of supplier have been provided for each country The first time you use the program it is best to use the predefined suppliers and customers There is a wizard to help you find the correct type easily Click on the second icon from the right next to the Name box to start the wizard Once you have created a supplier customer you can call them up by typing their name into the Name box SALES INVOICE SuppLiet Customer 2 Name BETRADING NY as Name Street and number KERKSTRAAT 17 Street end number Postcode City 2000 ANTWERPEN Po
3. VAT warehouse In the Description box you need to type in the description of the goods or service as you want it to appear on the invoice Invorce ues auantiy Unit Description n Make a choice 100 Movable tangible property No instalation Descngtion VAT BIBLE 2011 Transport Waro a noice Setting up a new type of goods or service The New icon is for setting up a new type of goods or service that is not yet present in the databas GOODS AND SERVICES MANAGEMENT Name Emi VAT information by country Other languages Expert pa When setting up a new type of goods or service we recommend that you start with an existing type of goods or service one beginning with 1 2 3 10 Click on to show the list of goods and services Tutorial 100 Movable tangible property No installation 301 human organs human biood mother 192 land vehicle groat r than 45 cc or 7 2 kilowatt 103 3 2 take of weight greater than 1560 k 104 boats longer than 7 5 m 110 supply with installation cr assert 111 movable tangible property supply cn board Ship aeroplane train during passenger Transpor 112 immovable propery 113 immoble property J buildi immevable property undeveloped immovable property L1G monetary gold 17 sem id 3257 120 Mobile phone 7121 wasto products 209 of persons
4. and j1 Transportation cf persons BY s Click on the desired line and it will automatically be copied to the new goods or new service Goons ann SERVICES MANAGEMENT 100 MOVABLE TANGIBLE PROPERTY NO INSTALLATION Cose Name Engish 100 Movable tangible pro Other languages Dutch 100 reerende goederen geen installatie Engish 100 Movable tangible property No installation French 100 biens mabiliers pes d installation Now you can enter your own information by changing the existing data Please note the chosen description will not appear on the invoice It is only used to determine the type of transaction To change the description choose the required language and fill the description in Then click on Save to save it GOODS AND SERVICES MANAGEMENT 100 MOVABLE TANGIBLE PROPERTY NO INSTALLATION Close copy Save Namo Engin Other VAT information by co Other languages Dutch 100 roerende goaderen geen installatie Engish 100 Movable tangi property No installation French 100 biens mobiliers pas installation Expert parameters Repeat this for all the languages in which you would like a description to help you search for this type of goods or service Other information Select Other to add specific details about the goods or service you have chosen such as the price currency etc After entering the data click Save
5. to fill in the correct details You also need to fill in the correct quantity of goods services under Quantity For goods you can also enter the type of unit to do so make a selection from Unit using the dropdown menu Fill in the unit price in the Price box and select the correct currency Once you have filled in all the information the red ball containing an exclamation mark in the left margin will disappear the VAT will be calculated or the reason for an exemption or VAT not being charged will appear Tt is possible to change the information at any time For example you can choose a different type of customer or change the place of departure or arrival of the transport etc A new calculation is made automatically after each change 14 10 For example the solution will be different if we use FRTRADING direct VAT registration as the customer for work on immovable property in Belgium instead of FRREPRES a customer with a tax representative in Belgium The VAT rate can be changed as well Invoice mes re w 7777 mac urs vs wr Tone var rn r T me 777 E T i Add an invoice Once the invoice line is complete you can add a second line If it is an invoice line that follows the same logic click on the arrow to the left of the invoice line in question and select Invoice line for a similar transaction This assumes it is the same typ
6. 00 100 000 160 000 35 000 35 000 35 000 35 000 35 000 SEK 320 000 GBP 70 000 Purchasing threshold 11 000 11 200 20 000 10 251 61 326 000 80 000 10 000 10 000 10 000 12 500 10 000 10 000 41 000 10 000 7 000 35 000 10 000 10 000 10 000 50 000 10 000 10 000 13 941 10 000 10 000 90 000 68 000 5 Check the VAT numbers If the supplier or customer has several VAT numbers choose the appropriate VAT number to use Click on the arrow next to the VAT number and select Check VAT number using VIES to find out whether the VIES system has registered the VAT number as valid Suppuer L Name mv as Street and number Jozefvan Elewijckstraat 103 bus 10 Postcode City 1853 STROMBEEK BEVER Country Belgium VAT number 0461037139 gt Check VAT number with VIES found this VAT identification number to be valid 0461037139 6 Fill in the invoice number and date Nuwaeg 11 Dare 18042011 The date is automatically set to today s date but it can be altered 7 Fill in the first invoice line Once you have selected the supplier and customer you can fill in the first invoice line You can enter a type of goods or service in the Deseription box As soon as you start typing the goods and services that correspond to the information entered will appear water water purtang sernces webste supply Webhosting distance mantenance programmes and equpmert ovr the
7. 100410550013 1815203726801 15862016763 5556425124601 3122451625 fbx2022117800 The final possibility is to upload a template with the VAT numbers you want to check Go to Upload and press Download Template CHECK VAT NUMBER WITH VIES Files Quick check f Upload Download templa Download Template _ U 2 Template uploaden Check VAT number Then fill in all known detail Save the file as Text Tab delimited txt 25 B I D E 2 This is the check vat numbers template 3 Do not alter column headers or this comment 4 5 1 Fill in all known details 6 2 Save this file as Text Tab delimited 7 3 Upload the saved vat numbers text file in iVATExpert cn 9 VAT Number Name Address city 11 KU 11 12 13 14 15 16 17 Go back to iVAT Invoices and browse for the Text file Press Check VAT numbers E gt 7272794923 nata Heo Los cut f Cuec VAT wiru VIES Download template See ot VATN umere tat 27 bytes end Data leaded Sisco VAT Number Name Address Zp ay Stats b iVAT Scout It is also possible to access the iVAT Scout legislation database from iVAT Invoice Go to Tools iVAT Scout 26 You can use the same login as for iVAT Expert Invoice WAT Scout Loc IN Pea ni yr iiie ed pasen
8. 2 van het Wotw Art 44 2006 1 12IEG FR Invoice line 2 _ Taxe due parle cocontractant Art 283 2 du C G1 Article 196 Directive 2008112 Extra information Invoice ine 1 De goederen worden niet geinstalleerd Les biens ne sont pas install s The goods not installed invoke ine 1 Verkoper vervoert van Belgi naar Frankrik Le vendeur transporte de Belgique vers France The seller transports from Belgium to Fran Our invoices are payable within 10 days after invoice date Deliveryineoterm CIF Invoice total ooo 4000 00 encoding UTF 8 7 text xsl href http www vatat convxml vatat invoice view jscript xsI lt iVATInvoice gt Supplier lt 0 gt 21536 lt 10 gt tame BETRADING NV lt Name gt Address KERKSTRAAT 17 lt Address gt lt 11 gt 2000 lt 21 gt lt City gt ANTWERPEN lt City gt lt Country gt BE lt Country gt RegOfCommerce lt BancAccountNumber gt lt IBAN gt lt BIC gt lt TelephoneNumber gt lt FaxNumber gt EmailAddress lt SpecialType gt 8 lt SpecialType gt lt DeductionType gt 0 lt DeductionType gt VATNumberSupplier Country BE gt lt VATNumber gt BE012345678 lt VATNumber gt lt VATNumberType gt 1 lt VATNumberType gt lt Name gt lt Address1 gt lt Address2 gt lt Address3 gt lt TaxNumber gt i lt BelongsToFiscalUnit gt 0 lt BelongsToFiscalUnit gt lt NATNumberSupplier gt lt CountryChose
9. GOODS AND SERVICES MANAGEMENT mevcue r PE TARI ode parameters CPC code Currency EUR VAT info by country Select VAT info by country Select the country you want and adapt the data as necessary You can change the VAT rate deductible VAT etc After making the changes click on Save 12 Goons AND SERVICES MANAGEMENT BICYCLE Belgium Type t parameter VAT percentage Import duties Deductible VAT Excico goode typo Excise goods spa Goods Te goods can be stored in a VAT warehouse Senice 2 Nat subject to VAT 00 E x 0 09 Expert parameters Select Expert parameters to check the parameters of the selected goods or service In theory you should not need to change these if you have chosen the correct type The type number of the chosen type is displayed at the bottom here it is 100 To save the changes click Save 13 Goons AND SERVICES MANAGEMENT BICYCLE Close E No demand for packaging costs Seeds Service mm of goods movable tangible property immovable property Investment gold Semi manufectured gold 325 1000 Electricity Gas Waste products Hem ID 400 9 Enter the details of the transaction Once a type of goods or service has been selected new boxes will appear You need
10. an invoice using General settings Sernines Personal settings General setines Standard statements 3 xes B L No E X Contract Contract No T X Delivery Dalivary Incoterm X Destination Destination 8 X mcorenM CIF Incoterm CIF Ej X Origin Origin E X Vessel Name Vessel Name To create a new statement click on the icon next to Standard statements 18 Once the description has been entered click on Save 14 View the invoice Once the invoice is ready you can view it in pdf or xml format by clicking on Invoice in the top menu bar You can save a pdf invoice to your own computer An xml invoice can be used for direct proce an electronic invoice ing as 19 Invoice Supplier Customer BETRADING NV FRTRADING SA KERKSTRAAT 17 RUE DES ARBES 30 2000 ANTWERPEN 75833 PARIS Belgium France BED12345678 FR82345678911 Harte T1 Date 18080011 Description Number Una es var es Amount excl VAT Amount of VAT Totals eur leur EUR EUR 1 4901990000 VAT BIBLE 2011 4 00 00 oo 200000 200000 2 1 200000 oo 200000 2000 00 400000 000 Transaction date 18 04 2011 Information BE Invoice line i Vristeling van BTW art 39bis eerste lid 1 van het WETW Artikel 138 1 Richin 2006 112 E BE Invoice line 2 niet onderworpen aan Belgische btw art 21 S
11. e of goods or services You also have the possibility here to remove a line or check how this line is to be processed in the VAT return INVOICE LINES No Quantity Unit Tf it is a different type of goods or service select Add invoice line under the previous invoice line Repeat until the invoice is complete 77730 eee r maus urs m we amar a 9 Tn oe aa omm DNO Bas mum oa mum 15 11 Invoice statements The statements are shown for each invoice line The country to which the statement refers is indicated with the ISO code of that country The first statement for each country refers to the local laws The second statement refers to the Directive if it is a Member State If there is no local law in the database there will only be a reference to Directive 2006 1 12 EC If the supplier has a VAT number in the country where the VAT is incurred this is stated too along with the type of registration assuming this data has been entered in the database INVOICE STATEMENTS Be Dum prn Disnsteriching itor an Eecischs biw al 21 2 van het Welw Art 44 2000 1193 pem Wrigesteia Mistelingvan ETW ar 3061s eerste lid van het WBTW Artkel 138 id 1 Richilin 208112 m Logar Bua pr dabon 263 230 C GL atd 196 Directive 2000 1120 By clicking on a statement you will automatically be lin
12. eporting has been set up in the database for a given transaction it cannot be shown for example no reporting has been set up here for the purchase of a licence as an investment 22 Trade goods and senicas Varus goods FRANCE FRANCE Taxable Basis Taxable Basis Box 03 2000 00 Box 03 2000 00 Box 09 2000 00 Box 2A 2000 00 Box 2 2000 00 Box 08 2000 00 Box 08 2000 00 VAT VAT Box 09 110 00 Box 17 110 00 Box 20 502 00 Box 08 382 00 Other returns Other retums Intrastat for invoice line s 4 Intrastat for invoice line s 1 Recapitulstive statoment for invoice line Recapitulative statement for invoice line 2 2 lt Investment goods FRANCE Taxable Basis Box 03 Box 19 110 00 Other retums Intrastat for invoice line s Recaitulative statement for invoice line 6 You can use the reporting in xml Show reporting in xml to process the results directly in your ERP system Fi lt ReportngDecument gt 1 2 lt ReacrtellD gt BETRADING NN Reporter ReperieiData gt 4 lt UsellD gt BETRADING NV lt UserD gt 5 Name BETRADING lt gt 17 lt jAddrose gt 1 lt 2 P 2000 21P gt 8 lt CtysANTWERPEN lt fCty gt E lt Country gt BE lt Country gt E lt Telephene gt 12 Ema a lt RegietarDfCommerce 5 cVATNumber gt 15 SVATNoribersBEDI 2948878 ATNumber B lt VATNumberGnunti
13. i manufactured gold 325 1000 318 electrical energy gas 119 320 Mobile phone 121 waste products 200 transport of persons land ople Hy You can also enter an existing type of goods from the database such as books This can be handy for goods and services that are not subject to the standard VAT rate Invoice LINES 1 If you would like to find out the parameters of a type of goods or service click on the icon Details to the right of the box AND SERVICES MANAGEMENT Cose Name m ther languages Dutch bosken VAT information by country SET Finish kna Franch tes Goman b cher kalan di latow gamaas Portuguese no Spann bos bok Goons AND SERVICES MANAGEMENT eo sitis Inuastat code 4901 9900 TARIC code 4901 89 00 00 CPC code Price 70000 Currency EUR Unit GOEDEREN EN DIENSTENBEHEER BOEKEN omschrijving om Type BIW percentage Afwekbare BTW productype Accijnsproduct Hot good kan worden opgostag Coed 800 oo 10000 geen 000 in eon BIWontropot X 9 Goons AND SERVICES MANAGEMENT Books Close Descrip Type Goods VAT information by count a 8H VAT percentage 5 00 Expert parameters Import duties 0 00 Deductible VAT 100 00 Excise goods type rone Excise goods 0 00 The goods can be stored in
14. ked to the i VAT Scout legislation database where you can examine the corresponding legal text in detail See also page 26 point 16 b in the manual 12 Add your own statements to the invoice It is possible for you to add your own statements to the invoice besides those generated by the program You can do this by typing them into the ADDITIONAL STATEMENTS box You can also set these statements in advance in a database Clicking on beside ADDITIONAL STATEMENTS will display the pre set statements Then you can choose from this list To select a statement click on it and then click on Add to include it on the invoice 16 Standard statements E Show full text ofthe statements You can also add to the data manually if you wish ADDITIONAL STATEMENTS Delivery Incoterm CIF 13 Set your own invoice statements To set your own invoice statements go to the top menu click on Help and then Settings You can enter fixed statements under Personal settings These are statements that will be visible on all your invoices You might want to use this function to describe your conditions of payment or general invoice conditions This information should be entered in the box Own invoice statements 17 Your own invoice details Our invoices are payable within 10 days after invoice date Save You can also create a list of extra statements to choose from when creating
15. nVATNumber gt BE lt CountryChosenVATNumber gt Supplier Customer 40 gt 21641 lt 10 gt Name FRTRADING SA lt Name gt lt Address gt RUE DES ARBES 30 lt Address gt lt ZIP gt 75833 lt ZIP gt lt City gt PARIS lt City gt lt Country gt FR lt Country gt lt SpecialType gt 8 lt SpecialType gt lt VATNumberCustomer Country FR gt lt VATNumber gt FR82345678911 lt VATNumber gt lt VATNumberType gt 1 lt VATNumberType gt 21 15 If the program is installed on your own server you also add an electronic signature and send the invoice electronically to the customer Reporting Go to the top menu bar and select Reporting The Show reporting option will allow you to see the boxes in the seller or service provider s VAT return in which the invoice needs to be included If the seller has no VAT number in the country where the VAT is incurred the reporting will not be shown REPORTING BELGIUM FRANCE Taxable Basis Taxable Basis Box 46 2000 00 None Box 44 2000 00 VAT VAT None None Other returns Other returns Intrastat for invoice line s 1 Recapitulative statement Show reporting for the purchasing side You can also check how the invoice should be processed as a purchase invoice To do this click on Show reporting on purchase side A distinction will be made here depending on whether the invoice concerns trade goods capital goods or a cost to the customer If no r
16. rate scheme for farmers E travel agency E Contractor Then click on distance sale if you want to indicate that the threshold values have been exceeded For Sale select the country where your customers are established and to which the goods will be sent You can indicate whether the threshold value has been reached for the Member State selected and whether you have opted for a distance sale Under Purchase you can indicate whether the threshold value has been reached and whether the option to subject all acquisitions to VAT has been applied sale For sale in Wake a choi Threshold value reached Hopton Purchase ElThreshold value reached Hopton To save your data click Save and then Close If you want to change something later select the required data and click on Change and then Close Member State Austria Belgium Bulgaria Cyprus Czech Republic Denmark Estonia Finland France Germany Greece Hungary Ireland Latvia Lithuania Luxembourg Malta Netherlands Poland Portugal Romania Slovak Republic Slovenia Spain Sweden United Kingdom Currency Sales threshold EUR EUR BGL EUR 35 000 35 000 70 000 35 000 CZK1 140 000 DKK EUR EUR EUR EUR EUR EUR EUR EUR LVL LTL EUR EUR EUR PLZ EUR EUR EUR EUR EUR 280 000 35 000 35 000 100 000 100 000 35 000 35 000 35 000 35 000 24 000 125 000 100 000 35 0
17. rtemet toys designed to be ndden by children iud nod tar er on mmoatie good To consult the list of all available goods and services click on the search icon Show all to the right of the box Click on the goods or service of your choice and this will be entered in the Description box If you would like to find out the parameters of a type of goods or service click on the icon Details to the right of the box INVOICE LINES Description One invoice line is created for each type of goods and service preceded by the reference number Goods begin with L services begin with 2 and transactions outside the scope of VAT begin with sais This allows you to find a certain type of goods or service quickly Goons SERVICES My data Tutorial 400 Movable tangible property No installation 101 human human blood end mother milk land vehic r than 48 cc or 7 2 kilowatt 103 with a teke of weight greater than 1550 104 boats longer than 7 5 m 405 Seaships 105 Planes 107 Vessels used or rescue at sea 308 vessels of war 109 vessels for commercial activities T0 s installation asser TIL movable tangible property supply on board Ship aeroplane train during passenger transpor 112 immovable property 113 immovable property building 34 immovable property undevolopod immovable proporty 415 monetary gold 17 sem
18. stcode City Country Belgium Country number BE012345578 B VAT number 4 Createa new supplier or customer Select SUPPLIER CUSTOMER Sweeter B Customer Fill in all the boxes for Description of person PEOPLE AND COMPANIES MANAGEMENT Chose Save Cancel iia of Name Additonal information VAT numbers tota Distance sale Street and number Postcode City Country Mara a choice County Specific information Type of taxable person amp Ful right to deduction Then select Extra information and fill in the appropriate data ZTITTA Additional information VAT numbers Fax Email Business ragistor Bank account no IBAN Next select VAT numbers and enter VAT number for each country Select the correct type of VAT number for each country too The address of the foreign permanent establishment or tax representative can also be added if you wish Click on the options you require County of VAT identification Makea choice mumbor numbor Ed pe Type 9 No registration O Fixed establishment Contact person fiscal representative Direct registration Global number e commerce number Name Address 1 Address 2 Address 3 Tax group Tax group Return period won Options import teensee C Licanses reverse charge on import Margin scheme Aine company IE Shipping company E Small company E Flat
19. y gt BE lt VATNumberCauriry gt D lt VATNumbeiType gt 1sA ATNumbarType gt 18 lt NamaRepresertatve gt 19 lt AdkressR presentatve gt 23 16 Tools a Check VAT numbers with VIES Besides the option to check the VAT number of the supplier or customer it is also possible to check list of VAT numbers in order to find out whether the VIES system has registered the VAT numbers as valid Therefore go to Tools Check VAT numbers with VIES Help There are three possibilities available The first possibility is to check the VAT numbers of the companies you have set up in iVAT Expert iVAT Invoice Choose the relevant file user and press Check VAT numbers CHECK VAT NUMBER WITH VIES Files Quick check Upload Check all VAT numbers in file Reporting Company Make your choice Check VAT numbers Reporting Compans Vat Appicatons ATU14231908 80473356139 86148120430 Cv1015 6666 Cz699000142 EsA85850394 FI10005147 1E9F51232R 1700470550013 815283726801 215862016762 5 36425124601 5122451625 52022117900 The second possibility is a simple way to check a whole list of VAT numbers Choose Quick check insert your list of VAT numbers and press Check VAT numbers 24 CHECK VAT NUMBER WITH VIES Quick check Upload ATU14231305 p BE0473356139 55148120430 CY101516666 Cz699000142 mk 3590400 ESABSESO394 F110008147 TESFS1232R 2
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