How to attach invoices and import documents to your VAT refund request as files

You can upload the details of invoices and import documents to a VAT refund request to another EU country from your own file.

You can include an unlimited number of documents in one file. In other words, you can upload the details of all your invoices and import documents to the refund request from one single file.

Required details

Specify the following details in the file:

• document type: invoice or import document
• date of invoice or import document
• number of invoice or import document (if the import document has no number, add a description of the import document details in your selected contact language)
• simplified invoice: do simplified invoice requirements apply to the invoice?
• name of seller, VAT number or tax registration number, and contact information
• price without VAT
• amount of VAT
• portion qualifying for a refund: percentage indicating what portion of the purchase qualifies for a VAT refund
• requested refund amount
• currency
• codes for goods or services bought or a description of their type in your selected contact language. 

Note that the details must be in the same order as they are in the example file. See the example file (Excel).

More detailed instructions for the file

• The file’s first line is the heading.
• The cell type must be Text. Check the cell type before entering the details.
• Enter the date in the format dd.mm.yyyy or dd/mm/yyyy.
• If you enter decimals into columns N–Q, separate the decimal fractions with a comma (for example 200,22). Do not use dots to separate decimals.
• Enter codes describing the purchase type into columns S–W. If the code used in the country of refund comprises a main code and a subcode (such as 1.7), use a dot to separate them. Do not use a comma in codes describing the purchase type.
  You can check the codes acceptable in the country of refund in MyTax, specifically at Submittal stage 2, on page Add new specification. The service shows the codes of the country you selected as the country of refund at stage 1.
• You can enter no more than five codes for goods and services per invoice or import document. Enter the codes into columns S–W of the table. If you use code 10 (Other) in any of the columns S–W, add a free-form description to column X.
• Use the semicolon character as the column separator. If you attempt to enter commas for column separators, your entries will go to the wrong columns. This can spoil the file upload.

Upload the file to MyTax

When you have finished the file, save it in CSV format (*.csv). Do not close the file before you upload it to MyTax. If you close it, Excel may change the cell type back to Number or Date and the file upload fails.

MyTax checks the uploaded file’s data content. If you receive a request for making corrections, you must make them before you can proceed to the next stage.

There may be errors that prevent the upload entirely. If this category of errors is present, an error message will appear already at the stage when the upload is ongoing.

Note: some invoice/import document specifications may additionally contain errors and omissions although the file upload continues. An exclamation mark icon will point to this error type. The exclamation marks appear in stage 2. To make corrections, open the specification concerned. Now you can edit and make corrections to it directly. Another way to edit and make corrections is to first re-edit the .csv file, then upload it again.

How to make changes after uploading

You can make changes after submitting the request, if necessary. In the list of details on invoices and import documents, select the invoice or import document you want to edit or delete.

There are links for every invoice and import document on the list. The link takes you to the specification page, where you can add or change details. You can also delete an individual invoice/import document to remove it from the refund request.