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Do you have clarity regarding the types of documents to collect to certify ICS of goods?
Are you worried that you might miss something?
Do you often fail to obtain all documents proving ICS?
When conducting Intra-Community Supply (ICS) of goods, the supplier is required to obtain a package of documents in order to issue invoices with zero VAT rate.
As of 01.01.2020, the volume of this document package has grown substantially. A necessary condition for initiating such transactions is for our client to provide us with their VAT identification number. Besides the invoice we issue for the delivery, we are obliged to also collect documents for dispatch or transport of the goods from the territory of our country to the territory of the recipient’s member state.
Depending on whether goods are transported at our expense as a supplier or at the expense of our client, two options emerge for the set of documents serving as proof of conducting ICS.
In case that we, as a supplier, or a third party we have engaged at our expense, implement transportation of the goods, we must require one of the following documents: bill of lading, waybill, invoice for air freight or invoice from the carrier of the goods. By obtaining one of these documents with direct probative value, we are obliged to complete it with an insurance policy regarding the dispatch or transport of goods, or bank documents proving payment of transport or dispatch of goods. The second option involves documents supplementing direct proof, such as official documents issued by a public authority, such as a Notary Public, proving the arrival of goods in the recipient member state. The third option for a document supplementing direct proof is a certificate issued by the warehouse holder in the recipient member state confirming that goods are stored in that country.
A common practice of proving ICS is by the use of a set of a bill of lading and a bank statement for the payment of transport.
In the event that our client, as a recipient of the goods, or a third party they have engaged at their own expense provides transport, they must provide us with a set of documents proving the conducted ICS. This is a combination of a written declaration by our client as recipient of the goods, and two of the documents with direct probative value (bill of lading, waybill, invoice for air freight or invoice from the carrier of goods) or one of the documents with indirect probative value (insurance policy with regard to dispatching or transport of goods or bank documents proving the payment of transport or dispatching of goods; official documents issued by a public authority, such as a Notary Public, proving the arrival of the goods at the recipient member state; a certificate issued by the holder of a warehouse in the recipient member state confirming storage of goods in that country).
A common practice of proving ICS is by the use of a set of a written declaration by our client as recipient of the goods and a bill of lading and an invoice from the carrier of goods.
The last condition we have to meet to prove ICS, specifically entered as a change effective from 01.01.2020, is that we, as a supplier, must submit a VIES declaration containing accurate data on the conducted supply.
Author: Emiliya Yordanova
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