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Avalara Help Center

Document rejection reasons

This page will explain the most common document rejection reasons during registration for VAT Services on Amazon.

Documents will be rejected if they cannot be used to further your application. When a document is rejected it will be sent back to you with guidance around the reason for rejection.

You will then need to resupply the document, after having corrected any errors.

Most common documents rejection reasons on TP forms stage

UNITED KINGDOM

1. Signature doesn’t match the ID

The signatory must be the same person whose identification is provided.  The signature on the forms must also closely match how it appears on the ID.

2. Signature is in the wrong place

The signature must be in the signature left box only.

3. The document is damaged

When you print a document please make sure that all the text is clearly readable and none of the page is obscured or covered.

4. Original signature is missing.

The signature is either electronic or a photocopy. HMRC only accepts original (wet) signatures.

 

CZECH REPUBLIC

1. Original signature is missing.

Please ensure the documents are signed before you upload them. The signature must be hand-written.

2. Unclear or incomplete scans

When you scan a document, please make sure that all the text is clearly readable and none of the page is obscured or covered. All four corners of each document must be visible. Scans should be saved as PDFs if possible, with high resolution. 

3. Upload wrong document

When you are uploading a document to the system, make sure it matches the description.

4. Signature in the sample page

The sample page is a reference for you on where you need to fill and sign on the form, please do not sign the sample.

 

ITALY

1. Signature doesn’t match the ID

The signatory must be the same person whose identification is provided. The signature on the forms must also closely match how it appears on the ID.

2. The document is damaged

When you print a document, please make sure that all the text is clearly readable and none of the page is obscured or covered.

3. Original signature is missing.

Please ensure that the signature on the forms is not a copy or computerised version.  Please sign each form individually by hand.

4. The correct document was not provided

Please make sure to upload the document that match the description.

 

FRANCE

1. Signature doesn’t match the ID

The signatory must be the same person whose identification is provided and must be the Legal Rep or Authorized signatory who is one of the directors of the company as per trade register. The signature on the forms must also closely match how it appears on the ID.

2. Signature in the wrong place

Seller should correctly sign the printed form (fr Power of Attorney) as per instruction to avoid delay in registration process. Please also ensure to manually sign the form by hand.

3. The document is damaged

When you print the document (fr Power of Attorney), please ensure that all the text is clearly readable and none of the page is obscured or covered.

4. Original signature is missing.

Please ensure that the signature on the form (fr Power of Attorney), is not a copy or computerised version. Please manually sign the form by hand.

5. Date Avalara is appointed as Tax Agent

The date (XX/MM/YYYY) you are appointing us as your tax agent is missing on the form (fr Power of Attorney). Please ensure to add this date on the form.

6. The correct document was not provided

Please ensure to upload the most recent or updated document that match the description

 

GERMANY

1. Signature doesn’t match the ID

The signatory must be the same person whose identification is provided.  The signature on the forms must also closely match how it appears on the ID.

2. Missing date and or city

Please ensure that each form contains both the city and date in the appropriate field.

3. Unclear or incomplete scans

When you scan a document please make sure that all the text is clearly readable and none of the page is obscured or covered. All four corners of each document must be visible. Scans should be saved as PDFs if possible, with high resolution. 

4. Original signature is missing

Please ensure that the signature on the forms is not a copy or computerised version.  Please sign each form individually by hand.

 

SPAIN

1. Signature doesn’t match the ID

The signatory must be the same person whose identification is provided. The signature on the forms must also closely match how it appears on the ID.

2. Scan unreadable

When you scan a document, please make sure that all the text is clearly readable and none of the page is obscured or covered. Scans should be saved as PDFs, with high resolution.

3. All four corners of the document must be visible

All four corners of each document must be visible, and all the pages must be provided at the same time when you upload them in seller central.

4. Missing notary signature

Please carefully follow the instructions provided on seller central regarding the notarisation of the POA.

5. Missing notary stamp

Please carefully follow the instructions provided on seller central regarding the notarisation of the POA.

6. Missing detailed legalisation of the signature done by the notary for the POA

Please carefully follow the instructions provided on seller central regarding the notarisation of the POA.

7. Document provided not original

The POA is correct, however, it is not the original document that we provided you with on seller central. Please, re-upload this notarised POA and attach the standard POA, signed by the director.

 

POLAND

1. Signature is not original on the Polish form

All 3 Polish forms (VAT-R, UPL-1 and NIP-2 (company) or NIP-7 (sole trader)) have to be signed by hand in blue or black ink, no electronic signatures accepted. The Polish jurisdiction accepts original documents only – any copy is rejected automatically.

2. Polish form both sides printed is rejected automatically

Any Hard copy of Polish form delivered to Avalara by post needs to be one sided printed. The document both sides printed is rejected automatically.

3. Polish forms with cross out text or words covered by tippex or highlighted

Please make sure to not use Tippex, highlighters and do not cross out text on the forms because if applies, the form will be rejected automatically. The Polish Tax Office does not accept that document.

4. Missing 2 documents of signed UPL-1 form

When you post original documents to Avalara, please make sure that two original signed UPL-1 forms are delivered for Polish registration.

5. Missing signature/s of all legal representative/s on the Polish forms

If your company has more than 1 director (as per Trade register), each director should sign on the boxes as per instruction but maximum 3 directors need to sign due to available space on the Polish form.

6. Signature doesn’t match the ID

The signatory must be the same person whose identification is provided. The signature on the forms must also closely match how it appears on the ID.

7. Scan unreadable

When you scan a document, e.g. trade register or VAT certificate, please make sure that all the text is clearly readable and none of the page is obscured or covered. Scans should be saved as PDFs, with high resolution.

8. All four corners of the document must be visible

All four corners of each document must be visible, and all the pages must be provided at the same time when you upload them in seller central.

Form UPL-1

a)    Director 1:

• Print last name should be added in section E, box 43.

• Print first name should be added in section E, box 44.

• Position should be added in section E, box 45

• Signature of the legal representative as per trade register will go in section E, box 46

b)    Director 2:

• Print last name should be added in section E, box 47.

• Print first name should be added in section E, box 48.

• Position should be added in section E, box 49

• Signature of the legal representative as per trade register will go in section E, box 50

c)     Director 3:

• Print last name should be added in section E, box 51.

• Print first name should be added in section E, box 52.

• Position should be added in section E, box 53

• Signature of the legal representative as per trade register will go in section E, box 54

Form VAT-R (If this applies to your business, please print and complete 3rd page of the VAT-R form for each additional director and have them follow steps 1 to 3 above)

a)    Director 1:

• Print last name should be added in section D, box 67.

• Print first name should be added in section D, box 66.

• Signature of the legal representative as per trade register will go in section D, box 71

b)    Director 2, if applicable, print 3rd page additionally

• Print last name should be added in section D, box 67.

• Print first name should be added in section D, box 66.

• Signature of the legal representative as per trade register will go in section D, box 71

c)    Director 3, if applicable, print 3rd page additionally

• Print last name should be added in section D, box 67.

• Print first name should be added in section D, box 66.

• Signature of the legal representative as per trade register will go in section D, box 71

Form NIP-2

a)    Director 1:

- Print name should be added in section F, box 110.

- Print last name should be added in section F, box 111.

- Signature of the legal representative as per trade register will go in section F, box 112

b)    Director 2:

- Print name should be added in section F, box 114.

- Print last name should be added in section F, box 115.

- Signature of the legal representative as per trade register will go in section F, box 116

c)    Director 3:

- Print name should be added in section F, box 118.

- Print last name should be added in section F, box 119.

- Signature of the legal representative as per trade register will go in section F, box 120 (page 4)