VAT REFUND APPLICATION

USER MANUAL FOR INITIAL APPLICATION

In the main screen of the software, we complete the applicant's Vat number and the Refunding Period. The Refunding Period can not span over a year. E.g. we can not ask for a refund for the period from 1 Dec 2008 to 31 Jan 2009. We must also check the declaration, otherwise we can not submit the application.

After that, we can start completing the data for the refunding country or countries. We press the button "Add country" and a list of the EU countries appears. By selecting a country and pressing the "OK" button, we return to the main screen, where we can see a tab for the selected country (see image 1).

Image 1: Completing data for one refunding country.

If we want to add representative data (it's not mandatory), we check the "Add representative" check box (point 1 in image 1). If we do that a frame appears where we can complete the representative's data.

The next step is to describe our Business activities. We can either enter Business activities codes (NACE codification), or free text descriptions. The selection is done through the corresponding list (point 2 in image 1).

Then we can complete the Bank account data. Thiw is the Bank account where the refund will be deposited, if our application is accepted by the refunding country (point 3 in image 1). All fields are mandatory.

The next step is to insert data about our invoices.We can add purchase invoices (point 4 in image 1) or import invoices (point 5 in image 1). We must atleast have one invoice (purchase or import) in our application.

To add a new purchase invoice we press the "Add purchase" button. A new screen appears (see image 2).

Image 2: Inserting a purchase invoice.

We must complete all the fields marked with an asterisk. The EU Trader ID (point 2 in image 2) is mandatory if we have selected "Invoice" in the invoice type list (point 1 in image 2). The Goods description table contains the codes that describe the goods in the invoice. Depending on the refunding country selected, this table contains the columns: Code (mandatory), Subcode (appears and takes values depending on the refunding country), Free text and Free text language (always appear but completed only if the code selected in the first column is 10-Other). For the Codes and Subcodes accepted by each country, see the file VAT Refund Codes.xls, situated in the help subdirectory in the installation directory.

When we have completed the invoice, we press the "OK" button. We return to the main screen. The Purchase invoices table (point 4 in image 1) has now a new line describing the invoice we have completed in the previous step. If we want to edit the data we press the "Edit purchase" button. If we want to delete it, we press "Delete".

If we have a lot of invoices with common data (e.g. from the same supplier) we can make copies instead of inserting them one by one. We select the invoice and we press the "Copy" button. a new screen appears where we can select the columns to be copied and the number of copies to be made. The copies are presented with a different color in the table, so that we can easily select them and make the necessary additions.

If we want to add import invoices we check the corresponding check box (point 5 in image 1). A table similar to that for the purchase invoices appears. From this point on the procedure is similar with that of the purchase invoices.

Finally, depending on the refunding country, there may be at the bottom of the main screen a Documents table (point 6 in image 1). Here we select the attached documents for our application (invoice copies). We can use JPEG or TIFF images, PDF documents or ZIP files containg any of the above types.

Saving the application

The application is saved by pressing the "Save" button in the main screen or the "File"->"Save" menu. The file saved is a zip file.

Printing

We can print our application by pressing the "Print" button in the main screen or the "File"->"Print" menu. Printing produses a PDF file named Printout.pdf, in the GSIS_vatref\print_Temp in the user documents folder (e.g. My Documents\GSIS_vatref\print_Temp in Windows XP). You need to have istalled a PDF viewer (e.g. Adobe Reader) in order to print.