To register sales and charge VAT correctly, you need to collect specific information from your customers and include certain details in the sales invoice. Below is a detailed list of the necessary information that should be included on a sales invoice:
- The customer's full name and address, including the country. It is assumed that the billing and delivery address are the same.
- Information about which country the goods are being shipped from to the end customer.
- Your company’s applicable EU country VAT is added based on the location from which the goods are dispatched.
- For B2B sales, the customer's VAT number should be provided, and its validity should be checked on the VIES website.
- The invoice date should correspond to the time when payment was received and the goods were shipped.
- An invoice number for tracking and record-keeping purposes.
- A description of the goods or services which clearly describes the items sold, including quantities and unit prices.
- The invoice should also include the total net amount, the applicable VAT rate (along with country information), the amount of VAT charged, and the total gross amount charged to the customer.
For sales to non-EU customers, it is necessary to maintain documentation proving the goods have left the EU, such as shipping documents and customs declarations. It is also important to keep records of delivery receipts or tracking information to confirm that the goods have been successfully delivered to the customer. These documents may be requested by the tax authority, so it is important to be ready to provide them.
For more information about Spanish tax reporting and tax payment deadlines, check this article.