This guide covers the special VAT scheme (One Stop Shop) in Netvisor. 

The use of the special VAT scheme expands on 1.7.2021 to cover not only consumer sales of electronic services but also sales of goods to consumers and businesses that are not VAT liable.

  • If a Finnish selling company registers to use the One Stop Shop, the company reports and pays VAT on sales covered by the scheme to the Finnish Tax Administration.
  • In this case, the company does not need to register for VAT in each EU country where the product is consumed.
  • More information can also be found here.

CONTENTS

General

You can handle the recording of sales under the special VAT scheme (One Stop Shop) in Netvisor and the reporting in OmaVero as follows.

  • In Netvisor, there is no separate function for reporting the special VAT scheme; instead, reporting is done directly in OmaVero quarterly.
  • For invoicing, create separate product cards in Netvisor for products and services.
  • Add the VAT rate of each target country to the system.
  • For reporting, create a separate VAT liability account for each target country.
  • Record sales covered by the special scheme with a memo voucher monthly so that these sales do not mix with Netvisor’s VAT calculation and notification.

In Netvisor, sales under different countries’ VAT rates are manually corrected so that sales appear on the VAT notification under field 309 “turnover taxable at zero vat rate”.

  • Record sales in Netvisor with the VAT code KOMY 0% so that reporting is successful and the sales appear in field 309.

Below are instructions on how to record and report the transactions covered by the reporting in Netvisor.

  • If there are few invoices, manually edit the invoice vouchers one voucher at a time.
  • If there are many invoices, make the adjustment monthly using an MU voucher.

Tax rates and VAT liability accounts

You can add the tax rates of different countries to the Netvisor environment by selecting Bookkeeping > Accounting settings > Accounting and obligations settings > Tax rate management.

  • Add the valid tax rate for each target country.

Separate VAT liability accounts are established in the Netvisor specification of accounts for each target country.

  • Record the taxes for one country on one VAT liability account.

Product and customer cards

Create a separate product card for each sold product or service.

  • On the product card, distinguish whether it is a good or a service.
  • Save the valid VAT rate of the respective EU country for the product.
  • Create separate product cards for services and goods.

You can define that the VAT code KOMY is automatically added to the ML voucher.

  • Select as the product’s default accounting account in the EU account field an account with Domestic tax treatment.
  • For example, define the accounting account as in the image below.

If desired, the voucher can also be edited manually.

  • More detailed recording instructions for both methods can be found further down in this guide.
  • See also the instructions Uuden tuotteen luominen.

Ensure that the customer’s delivery country is the consumption country of the commodity.

  • Save the delivery country on the customer card in the Place of business information and use the place of business on the invoice, or
  • add the delivery country manually directly to the invoice in the Delivery country field.

Invoicing and reporting

You can create invoices in Netvisor so that the sales invoice list provides a sufficient breakdown for reporting.

  • On one invoice, invoice only products with the same VAT rate.
  • Invoice goods and services on separate invoices.
  • Ensure that the Sales invoice list provides a breakdown of product, service, tax base / tax-free amount, and tax amount.

There are a couple of different options for handling VAT, with example entries below.

Option 1 (edit each ML voucher separately)

  • Create the invoice normally so that the VAT percentage on the invoice line (from the product card) corresponds to the VAT rate of the delivery country.
  • Ensure that the invoice sent to the customer is created with the correct VAT rate of the delivery country.

The VAT portion is formed on the invoice according to the VAT percentage on the invoice line.


The invoice voucher is formed according to the customer’s billing country and the product card’s accounting account.

  • Manually edit the invoice’s ML voucher after sending the invoice.
  • Record sales with the VAT code KOMY 0% so that the sale appears in field 309 on the VAT notification.
  • Transfer VAT from the system’s default VAT liability account so that the VAT actually payable from Netvisor is obtained with the correct amount.
  • Use the example voucher below as a model for the modifications.

Option 2 (collect monthly sales on one MU voucher)

Create the invoice in the same way as in Option 1.

  • Give the invoice a VAT portion according to the VAT percentage on the invoice line.

If the accounting account has the code KOMY, the voucher is formed as KOMY X% (X is the tax rate defined for the product).

Sales covered by the special scheme are recorded monthly in bulk on an MU voucher.

  • Record on one row all sales made to the same target country.
  • Retrieve sales recorded to the same target country from the Sales invoice list by using the extended search criteria: delivery country, product, and time limit.

If necessary, add “Delivery country”, “Tax-free amount”, and “VAT” from the “Show columns” selection under invoice information to the Sales invoice list.

Sales are recorded/adjusted with an MU voucher, where KOMY X% is transferred to KOMY 0%, and VAT is also transferred from the system’s default VAT liability account.

  • When creating the voucher, set automatic VAT calculation to Off.
  • Note whether the voucher uses net or gross handling.
  • Write in the voucher row description that the voucher adjusts the VAT of sales covered by the special scheme.
  • Use the example voucher below as a model.


Ensure that no VAT liability balance according to another country’s VAT rate remains in Netvisor.

  • Adjust the balances with an MU voucher so that Netvisor’s monthly VAT notification is not distorted.

At the end of each month, ensure that transactions have used the VAT code KOMY and the VAT percentage is 0%.

  • Ensure that the transactions appear on the normal VAT calculation and VAT notification under “309 turnover taxable at zero vat rate”.

Review the VAT calculation carefully monthly.

  • Ensure that the VAT calculation does not show transactions of reportable EU sales with the VAT rates of those EU countries.
  • Make use of the fact that transactions are shown on the VAT calculation broken down by VAT rates and accounts, which makes the check easy to perform.

OmaVero

When sales invoices and VAT entries are up to date in Netvisor, you can retrieve the sales needed for reporting via the Sales invoice list and perform the tax reporting in OmaVero.

Retrieve sales on the Sales invoice list via the extended search using delivery country, product, and time limit as search criteria.


Take the sales invoice listing separately for products and services.

  • Group the sales invoice listing according to the Delivery country information.
  • If necessary, add “Delivery country”, “Tax-free amount”, and “VAT” from the “Show columns” selection under invoice information.

Take the sales invoice list directly from Netvisor into Excel by selecting the “Save as Excel file” button in the view.

  • Continue working on the reportable data in Excel and note the following:

  • If the delivery country is not the consumption country of the sold commodity, change the country information to the correct one and note the correct country code for reporting.
  • Ensure that the valid VAT percentage of the respective EU country has come from the product information (for example, perform a check calculation in Excel using the Invoice amount, Tax-free amount, and VAT; with the check calculation you can also verify whether sales subject to different VAT rates have accidentally been included on the invoice).
  • If the selling company has a fixed place of business in any EU country, remove such sales from the report.
  • Add country codes to the information.

Report sales in OmaVero quarterly.

  • The due date for reporting and paying the first reporting period 1.7.2021–30.9.2021 is the last day of october.

Considerations and other tips

Product groups

You can facilitate reporting by using product groups if there are many products.

  • Group products under the same country and VAT rate under one product group.
  • Retrieve sales on the Sales invoice list by filtering the search with the “Product group” information so that you do not have to search for each product separately.
  • For example, establish a product group “Goods Germany 9%” and add to this product group all goods with a 9% VAT rate.

VAT calculation and notification

Other countries’ tax rates appear on the VAT calculation.

  • Check that there is no balance left for other countries’ tax rates (i.e. that the balance has been adjusted with an MU voucher).
  • Use the example below, where a 15% VAT rate was used in sales, but the MU voucher has adjusted the balance of that rate.


Field 309 on the VAT notification should show the entire balance of sales covered by the special scheme.

Stock

Multiple product cards can be created for the same product.

  • If stock is used, define the product covered by the special scheme as Non-stocked.
  • Monitor the product’s stock balance with only one product card.
  • When a product covered by the special scheme (non-stocked) is invoiced, manually add an inventory row afterwards in the stock information for the product that is stocked.
  • This ensures that the stock balance remains up to date.

Another option is to correct the stock balance after invoicing with an inventory entry.







Frequently asked questions

Question: How do I enable the handling of sales under the One Stop Shop special scheme in Netvisor?

  • Create separate product cards for products and services, add the VAT rates of each target country, establish a separate VAT liability account for each target country, and record sales covered by the special scheme with a memo voucher monthly using the VAT code KOMY 0%.

Question: Why must sales be recorded with the VAT code KOMY 0%?

  • So that sales under different countries’ VAT rates appear on the VAT notification in field 309 “turnover taxable at zero vat rate” and do not distort Netvisor’s normal VAT calculation and notification.

Question: When do I use manual editing of ML vouchers and when an MU voucher?

  • If there are few invoices, edit each ML voucher separately (Option 1).
  • If there are many invoices, collect the month’s sales on one MU voucher and adjust the sales and VAT in bulk (Option 2).

Question: How do I ensure that no balance remains in Netvisor for other EU countries’ VAT rates?

  • Make a monthly adjustment with an MU voucher where you transfer KOMY X% sales to the KOMY 0% code and transfer VAT from the system’s default VAT liability account, and check from the VAT calculation that no balance remains for other countries’ tax rates.

Question: How do I retrieve the sales needed for OmaVero reporting from Netvisor?

  • Use the extended search in the Sales invoice list with delivery country, product, and time limit as criteria, export the listing to Excel, and check and complete the data (e.g. consumption country, VAT %, and country codes) before reporting in OmaVero.

Question: How do I handle stock if the same product is covered by the special scheme?

  • Define the product covered by the special scheme as Non-stocked, monitor the stock balance with only one product card, and after invoicing add a stock row for the stocked product or correct the stock balance with an inventory entry.

Keywords

One Stop Shop, OSS, special VAT scheme, VAT, VAT rate, VAT liability account, KOMY 0%, KOMY X%, Netvisor, sales invoice list, ML voucher, MU voucher, OmaVero, VAT calculation, VAT notification, field 309, product groups, stock, inventory

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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