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A guide for MRS Customers - How to complete the AvaTemplate Excel file for VAT Reporting

This page is about how an Avalara MRS customer should complete their AvaTemplate Excel File for VAT Reporting.

 

  A video introduction on to how to get up and running with the AvaTemplate. 
 

 

 

The following table contains definitions of each column in the AvaTemplate.

Column Title Description
A Invoice Number

A unique sequential code that is normally automatically issued by your invoicing software and assigned to VAT invoices for sales. Or for purchases, the invoice number issued by the party for goods or service you are buying.

  • This is a mandatory field
  •  Maximum size of 100 characters
B Transaction Date

If the tax point of a certain supply of goods/services is different than the invoice date, the system will account for this date as the time of supply. For instance, this date could be the payment date, if a client is using the cash-accounting scheme.

  • This is an optional field
  •  Maximum size of 100 characters
C Invoice Date

The date of the invoice i.e date of issue.

  • This is a mandatory field
  • Enter the date in DD/MM/YY format
D Currency

The currency the invoice is issued in.

  • This is a mandatory field
  • Use the ISO Code for the currency
  • Max 3 characters
E Transaction Type

Please use the drop-down menu to select the transaction type.

  • This is a mandatory field
  • Do not type any new values
  • Use negative values for credit notes i.e -100.00

SALE

To be used for Sales and Credit notes 

PURCHASE

To be used for purchases from suppliers within the same country or from suppliers without VAT numbers

IMPORT

To be used for purchases from suppliers outside the EU. Import documents should also be sent to Avalara (to accompany the AvaTemplate).

FC_TRANSFER

To be used then you have transferred own goods between 2 EU Member States. Please only fill in the EC Sale Side of the transactions.

EC SALE

To be used when you have sold to another business across border. 

EC ACQ

To be used for purchases from VAT-registered suppliers in another country.

MOSS SALES*

To be used for Mini One Stop Shop transactions. 

  • Enter your VAT MOSS number in the Seller VAT Number field
  • Type PRIVATE INDIVIDUAL in Customer VAT Number field.
  • Country of Dispatch is the country of MOSS registration
  • Country of Arrival is the country of the end consumer.

*Please note that only GB based MOSS transaction are processed by VAT Reporting.

DOMESTIC REVERSE CHARGE

To be used when a domestic sales transactions is subject to reverse charge.

Click on this link for a guide to UK Domestic Reverse Charge. Section 5 gives an example of how Domestic Reverse Charge works in the UK.

F Country Dispatch

The country from which the goods are being shipped or the country where the service is being enjoyed.

  • This is a mandatory field
  • Only use ISO ALPHA- 2 Code for the country. e.g. GB, DE. FR.
G Country Arrival

The country to which the goods are being shipped or the country where the service is being enjoyed.

  • This is a mandatory field
  • Only use ISO ALPHA- 2 Code for the country. e.g. GB, DE. FR.
H Seller Name

The name of the Supplier / Exporter / Seller 

  • For sales, this is the name of your own company for which you are reporting
  • For purchases, this is the name of the supplier you have purchased from.
  • This is a mandatory field
  • Max 200 characters
I Seller VAT Number

The VAT Number* of the Supplier / Exporter / Seller. 

  • For sales, this is the VAT Number of your own company for which you are reporting
  • For purchases from a Supplier please enter the VAT Number provided by the Supplier on their invoice.
  • Where an Import Supplier does not have VAT Number enter XXX
  • This is a mandatory field
  • Max 50 characters

*The VAT number used should be from the country from which you dispatched the goods, unless your business is distance selling and is taxed in an arrival country (due to opting, or the VAT Threshold in that country being exceeded).

For example: 

  • SALE GB to FR, Distance Selling Threshold to France not breached, Your GB VAT Number should be entered
  • SALE GB to ES, Distance Selling Threshold breached, Your ES VAT number should be entered.
J Customer VAT Number

This is the VAT number of your Customer, if your are making B2B sales or purchases.

  • If the transaction is B2C, please enter "PRIVATE INDIVIDUAL" here.
  • In case of Import, purchase or EC-ACQ, enter your VAT number from the Country of Arrival here.
  • This is a mandatory field
  • Max 100 characters
K Customer Name

This is the name of the Customer, Importer or Consumer

  • For purchases, this is your own company, for which you are reporting.
  • For sales, this is the B2B client name
  • If the transaction is B2C, and you are unable to get the customer name, please enter "PRIVATE INDIVIDUAL" here.
  • This is a mandatory field
  • Max 100 characters
L Description

Use the drop-down menu to select Goods or Service.

  • Do not type any new values
  • This is a mandatory field

Is it or Goods or Services? For anything relating to sale of products (via Amazon or similar websites), this will always be Goods.

M Taxable Basis

The NET value of the transaction shown on the invoice.

  • This figure EXCLUDES any VAT
  • This field has an accuracy of four decimal places e.g. 100.1289 (It will be displayed with two decimal places e.g. 100.13)
  • This is a mandatory field
N Value VAT

Enter the value of VAT charged

  • This is the VAT amount stated on the invoice
  • In case of reverse charge, enter a zero.
  • This field has an accuracy of four decimal places e.g. 100.1289. (It will be displayed with two decimal places e.g. 100.13)
  • This is a mandatory field
O Total

Enter the GROSS Sale/Purchase price

  • This is the total amount stated on the invoice
  • This field has an accuracy of four decimal places e.g. 100.1289 (It will be displayed with two decimal places e.g. 100.13)
  • This is a mandatory field
P VAT Rate

The VAT rate being charged, expressed as a percentage.

  • This percentage is initially automatically calculated by the spreadsheet
  • The % figure can be overwritten to reflect the VAT rate used or to reflect a case of Reduced or Exempt transactions.

 

 

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