Confirmation of arrival: how to fulfil and implement?

Proof of tax exemption with internal community deliveries was introduced by the Finance Ministry at the end of 2013. Background: to be able to provide a non-VAT invoice sellers must have evidence of shipment of goods to a client in another EU-member state. According to § 17a of the German VAT Implementation Regulation (UStDV) this evidence must be clear and easily verifiable on the documentation. For this purpose a seller can usually go back to the client’s delivery note that belongs with the invoice as confirmation.

 

Regulatory evidence increases cost

The new rule means that exporting companies incur additional expenses to implement these new rules. Firms are obliged to convert internal processes to adjust to the new requirements. Existing systems are rarely able to fully automate these processes. The result is additional manual work. If returns from the client occur, employees have to manually redo the time-consuming classification and filing of documentation, as per legal requirements.

 

Automation Reduces Costs

EASY CAPTURE PLUS PRINT can archive invoices in parallel and together with the corresponding delivery notes, along with the automatically-prepared email to send to the client. The client can then, by return, confirm the delivery and send the email to a pre-defined post box.

 

Includes Revision Safety

EASY CAPTURE PLUS MAIL monitors defined mailboxes and processes the incoming mail according to a predefined process. Manual work by those responsible is therefore, no longer necessary. The information received by email with the evidence of goods processing is archived, fully automated and revision compliant within EASY ENTERPRISE, according the GAPCAS (General Accounting Principles of Computerised Accounting Systems).

 

For retrieve functionality in EASY ENTERPRISE the necessary data is available to authorised employees of the seller, as well as to the revision departments of the financing authorities. And with EASY CAPTURE and EASY ENTERRISE saved resources can be used permanently and more effectively elsewhere in the company.