How to submit the VAT EU Recapitulative Statement; how to submit corrections

Validity
In force until further notice

The following parties must file the Statement:

1. Sellers that have sold goods or services to other EU i.e. carried out intra-Community supply, (§ 162, subsection 1, clause 1 of the VAT Act)

  • Transportation of goods (as referred to in § 72 b, subsection 6 of the VAT Act) is also treated as intra-Community supply.

2. In a VAT triangulation scheme, the sellers carrying out the second sale (§ 162, subsection 2)

3. Sellers of services, if services are provided so that under the general rule governing sales between VAT taxable persons, the buyer would be liable to VAT in another EU country (§ 162, subsection 1, clause 2).

  • The buyer of the service is expected to pay the VAT, as a reverse-charge tax, in the EU country where the service is being rendered.
  • If, in the country of taxation, the service concerned is exempt from VAT, the selling of such services should not be reported on the VAT EU Recapitulative Statement.

Deadline

The VAT EU Recapitulative Statement must be filed each month no later than on the 20th of the calendar month after the month of the taxable transaction. Also the taxpayers with extended tax periods ‒ the Quarter, the Year ‒ must file it on a monthly basis. However, it is only done for the months when sales to other EU countries have taken place.

Late filing will result in having to pay a fee for negligence (§ 168 a, VAT Act, § 22 a, Act on Assessment Procedure). The Tax Administration may treat incorrectly reported selling to other EU countries as selling to be taxed at the general VAT rate.  

Read more about fees for negligence (in Finnish and Swedish, "Late-payment penalty fees in self-assessment" ‒ Seuraamusmaksut oma-aloitteisessa verotuksessa)

VAT Recapitulative Statements must be filed electronically

The Statement must be filed online for each calendar month. Online filing is required.  You can use MyTax, the www.ilmoitin.fi website where you send the Statement as a computer file, or the fillable web forms of Tyvi service providers.

Go to MyTax  

Send a file in www. ilmoitin.fi 

Read more about Tyvi services (e-File)

It is required to file the VAT EU Recapitulative Statement online, and paper filing may only be allowed for a special reason.  However, no separate permission has to be asked for paper filing, and there is no need to inform the Tax Administration of the reason  unless asked.  Circumstances where it is not reasonable to expect that the taxpayer can file the Statement electronically may be accepted as a special reason. An example of such circumstances is a situation where a natural person, an estate of a deceased person, or a foreign citizen does not have an opportunity to submit the Statement online. The procedure is the same as that of self-assessed tax filing (read more about filing and paying self-assessed taxes). 

Periodization of EU sales of goods and services

A VAT EU Recapitulative Statement must contain the intra-Community supplies of goods and services that must be reported for the month concerned.

If an intra-Community supply of goods takes place, it should be reported during the month that comes after the month of delivery of goods. However, if the buyer has been given an invoice or similar document during the month of delivery, the intra-Community supply should be reported during that month. Nevertheless, if the invoice concerns an advance payment, it should be reported during the month that comes after the month of delivery.

Example 1: Goods are delivered to another EU country in March 2017. The seller sends the invoice in April 2017.  For purposes of periodization, the right period to report this intra-Community supply is April 2017: it should show on the Statement filed for April.

Example 2: Goods are delivered to another EU country in March 2017. The seller sends the invoice in March 2017.  The period to report this intra-Community supply is March 2017: it should show on the Statement filed for March.

If an intra-Community supply of services takes place, it should usually be reported during the month when the services are actually being rendered or provided. However, if payment or part of it is made before the month when services are rendered, the obligation to pay VAT will arise during that month.

Example 3: The seller renders a service to a service recipient in another EU country, and the buyer pays the invoice in March 2017. The period to report this intra-Community supply is March 2017: it should show on the Statement filed for March.

Example 4: The seller renders a service to a service recipient in another EU country in March 2017, and the buyer pays the invoice in April. This intra-Community supply must be reported for March 2017: it should show on the Statement filed for March.

Some types of services involve a continuous process of rendering services to the buyer, and special VAT rules will apply. It is typical for continuous services that the payment is largely based on the time elapsed, as in the case of renting out an asset of some kind. If a continuous service is rendered, the right month to report it is the end month of each payment period.

Example 5: If there is a rental agreement that specifies three-month intervals of paying rent, the period to report it is the third month, i.e. the month when rent is paid. If a prepayment is made in advance of the third month of the three-month period, it must be reported the month when the prepayment is paid.  

However, if the payment is being made in several installments, it does not mean that the service is a continuous service. Similarly, if the payment is based on a measured amount of rendered services, instead of being based on the passing of time, the service is not a continuous service. For example, a contract to build a building does not involve a continuous delivery of goods or services.

If a continuous service is agreed as going on longer than a year but no invoicing or payment has taken place during a relevant period, the supply of services is treated as completed at the end of each calendar year up to the time when the contract terminates. Supply of the services must always be reported on the VAT EU Recapitulative Statement for December.  For a supply carried out after the calendar year has ended, the month to report it is the month when services were rendered for the last time.

For goods and services equally, any sales-related annual discounts and exchange discounts, sales rebates, surplus reimbursements or credits etc. must, under generally accepted accounting practice, be reported for the same month as for which they are entered in accounting.

Data are entered separately for each customer

All intra-Community supplies of goods and/or services to a customer are reported as a total sum on one line. The customer's VAT number must only be given once, and all the three types of commercial transactions (supply of goods, supply of services, triangulation) are entered in the same line of the specification.

This way, a customer-specific line of the Statement gives the same details as a customer-specific VAT EU Recapitulative Statement would give.   When making corrections to previously submitted information you must submit a full replacement of what had been specifically reported for the customer concerned.  There is no need to repeat the lines where specific reporting on other customers has been correct. For more information on making corrections, see below.

Business ID  

You must always fill in your Business ID when an electronic or a paper-printed form has a "Business ID" field.  If you use a paper form, include the hyphen in your Business ID entries. If you file the Statement in MyTax, you do not have to fill in your Business ID.

Month and year  

Always indicate the month and the year in the reports. Fill in (1–12) to denote months, and full four-digit years. For more information, see Periodization of EU sales of goods and services.

Country Code 

This field is for the customer's country according to their VAT number.

Country codes in the EU

NL    Netherlands
BE    Belgium
BG    Bulgaria
ES    Spain
IE      Ireland
GB    United Kingdom

IT      Italy
AT    Austria
EL    Greece
HR    Croatia
CY    Cyprus
LV    Latvia
LT     Lithuania

LU    Luxembourg
MT    Malta
PT    Portugal
PL    Poland
FR    France
RO   Romania
SE   Sweden
DE   Germany
SK   Slovakia
SI     Slovenia
DK   Denmark
CZ    Czech Republic
HU    Hungary
EE    Estonia

Customer's VAT number 

Only enter the VAT number, not the Country Code. No punctuation or blankspace characters.  VAT numbers have a different appearance from country to country.

Check EU countries and their VAT numbers.

Sales of goods 

Enter the total value of your intra-Community supplies to each specific customer for the calendar month.

As a seller with customers in other EU countries, you must enter customer-specific total sums of payments received on all sales during the month. 'Payment' means the price agreed between the seller and the buyer, including all surcharges. Delivery costs charged to the buyer are included.

Discounts and similar adjustment items allocated to the period can be deducted from the value. If the value is negative because of such deduction, add a minus sign.

If a business enterprise transfers goods from Finland to another EU country, the following facts and circumstances are to be reported:

  1. Purchase price of the goods or their fair market value, whichever is lower (excluding VAT).
  2. If the enterprise imports the goods, tax base within the meaning of § 9, VAT Act, or fair market value of the goods, whichever is lower.
  3. If the goods were manufactured by the enterprise itself, the base is their direct and indirect production expenses.
Sales of services

Enter the total value of your intra-Community supplies of services to each specific customer for the calendar month.

Triangulation

If you have been the second seller in a triangulation arrangement, enter the total value of your intra-Community supplies to each specific customer for the calendar month.

Total sales of goods and services 

This line is for the total values of selling to the EU of goods and services, specified by each commercial transaction type. This line is found on the paper form only.

Making corrections to VAT EU Recapitulative Statements after 1 January 2017

Submitted Statements must be corrected if any of the details has errors and omissions (for example, the customer’s VAT number, the value of sales, or the type of commercial transaction is not right).

A new way to make corrections is introduced as of 1 January 2017. When you need to correct customer-specific values, you must submit a new VAT EU Recapitulative Statement on the appropriate specific line. It is no longer necessary to file a separate correction statement.

The new practice that involves the submittal of a replacement of a specific line also applies on any information dating back to months prior to 1 January 2017.  

If the sales to a customer were reported incorrectly for a certain month, you must re-enter all the sales values to that customer as they should be. This way, you submit a replacement of what you had reported. This replaces all earlier values. When re-entering, you should only correct the information that had been wrong. There's no need to repeat the correctly reported customers again.

If you had reported some values for a wrong month, you must file a replacement Statement where the information is put right (entering zeroes if there were no sales). 

If you had reported some values for a wrong customer, you must file a replacement Statement where the information for that customer is put right (entering zeroes if there were no sales).   

If you had entered a VAT number for your customer that was not valid during the month, you must enter zeroes as this customer's sales values in order to make the necessary correction.  If the customer has a new VAT number, you must file a new customer-specific line for the month concerned.

Similarly, if you had left out all the sales to a certain customer, you must file a new customer-specific line for the month concerned.