At the beginning of each month, we'll need you to log in to Tribexa and upload the data and documents we need to prepare your VAT returns. You'll get an email notification to let you know if there's something we need. When you get it, please log in to Tribexa and take a look at the to-do list on the dashboard.
Clicking on any task will take you step-by-step through all the tasks, starting from the one you clicked on.
Watch the Guide
Provide Sales Data
The first thing we need to know is if you've made sales, and where. This task is where you'll upload any manual sales data you have.
If all your stores are connected to Tribexa via our APIs, you won't have anything to do for this step - just click "No", then "Complete Task".
For all sales data from stores not connected via API, you have two options:
- Fill out and upload the sales data template
- Upload your sales invoices directly into Tribexa
The template is best if you have a lot to upload, or if you’re not sure where a sale should be declared. You can switch between template upload and manual upload by clicking the "SimplyVAT Template" and "Manual" buttons in the top right.
- EU Marketplace Sales Data This step is for your EU Amazon sales data.
- EU Other Platforms Here, you can upload EU sales data from your other sales channels - eBay, Shopify, WooCommerce etc.
- Non-EU Data If you have sales in Canada or Norway, this is where you'll upload that data. Please use our Non-EU Sales Data Template to upload it.
Invoices
This task is for your input data - purchases, imports and stock movements. If you don’t have anything to upload, you can skip this step – otherwise, do so here, making sure to choose the right category for your invoices:
- Imports is for documents showing import VAT you've paid having imported goods into a country
- Purchases covers invoices for goods and services you’ve paid for in a country where you’re registered
- Stock Movements is for documents showing you've moved goods you own between two EU countries
If you're not sure which category to choose, contact support - we're here to help.
Products
If you move goods between countries, we need to report that movement on your VAT returns. To do that, we need to know the manufacturing cost of your goods before things like shipping and packaging. This figure is often called the “cost price” or “cost of goods”.
In the product table, you can see what cost prices we have, and status of this information. Tribexa can estimate your cost prices based on your sales data, which is the case where the status shows as “Assumed Info”. Where the status reads “Missing Info”, we need you to provide the cost price.
You can toggle between all your products, and just those that we need you to look at by clicking the “All” and “Needs Attention” in the top left. You can add or update costs individually or in bulk.
It’s good practice to regularly review your cost prices, especially if your manufacturing costs change.
Review FBA Deliveries
This task will only appear for you if you sell on Amazon and hold stock in an EU FBA warehouse, and even then, only if there are stock movements we need you to review.
Amazon reports don’t always tell us whether stock arriving at a warehouse is a transfer, or a purchase. When that happens, we need you to confirm whether the inbound stock is either:
- A Transfer Stock you already own being moved between warehouses
- A Purchase Goods you’ve bought from another business
Confirm Submission
When you've finished all the tasks, click "Finish". A window will open asking you to confirm that you've completed all the tasks. If you have, click "Confirm and Submit". You'll be taken back to the dashboard, and we'll start preparing your returns.
Once they're ready, you'll find the drafts of your returns in the "Needs Attention" section of the dashboard. Click one to see the details, and if you agree with the figures, click “Confirm Submission”. If you need to make a payment to a tax authority, you’ll find their details here as well – click “View Details” next to “Filing Payment Details”. Once you’ve made a payment, upload the proof of payment here by clicking “Upload Proof of Payment”.
That’s everything – your part for this period is done.
The deadline for completing these tasks and approving your returns is the 8th of every month. We begin filing your returns immediately, so any data uploaded after the 8th will likely result in you needing to file a correction.
If you have any problems or questions, email us at CustomerCare@SimplyVAT.com. We’re here to help.