VAT / VIES Management

Here you keep track of your sellers' or suppliers' (vendors') VAT identification numbers and their check status. The page shows whether a VAT ID is valid, whether a fiscal representative (a legally required representative for businesses from non-EU countries) is on file, and lets you export a DAC7 report (an EU-wide reporting format for digital platforms).

Note: A check result is not always a statement about the vendor. If the EU service VIES does not answer, or the member state stays silent, the previously established status is left untouched and the history records "Not determined" together with the reason. Only "Valid" and "Invalid" say something about the VAT ID itself.

What can I do here?

View a list of all vendors with country, VAT ID, type, check status, and flags
Search by vendor name or VAT ID, and filter by status and type
See key figures at a glance: valid, invalid, pending, and expired checks, checks expiring soon, "Deemed Supplier" cases, and missing fiscal representatives
Open the detail view of a single vendor with its full validation history
Re-validate a single vendor's VAT ID
Re-validate several vendors in one bulk run
Maintain tax data: the fiscal representative's VAT ID, EU revenue and the Deemed Supplier flag
Generate a DAC7 report for a calendar year and review past reports in the "DAC7 reports" tab

Step by Step

Check vendor status: Use the search box and the "Status" and "Type" filters to find a specific vendor or group of vendors.
View details: Click "Detail" on a vendor in the table to see country, type, VAT ID, VIES status, EU revenue, the Deemed Supplier flag, fiscal representative details, and the full validation history.
Re-validate a single vendor: Click "Re-Validate" in the table or in the detail view to validate that vendor's VAT ID against the checking service again.
Maintain tax data: In the detail panel, use "Maintain tax data" to record the fiscal representative's VAT ID, the EU revenue and the Deemed Supplier flag, then save.
Re-validate several vendors: Click "Re-validate All" at the top, confirm the notice in the dialog, and start the process. One run checks up to 50 vendors; afterwards the page reports how many were checked, how the results came out, and how many are still pending. Start the run again to cover the rest.
Generate a DAC7 report: Click "DAC7 Export" at the top. A report is created for one calendar year and stays listed in the "DAC7 reports" tab with its period, generation time and scope.

flowchart LR
    A[Vendor with VAT ID] --> B[Re-Validate]
    B --> C{VIES check}
    C -->|Confirmed| D[Status: Valid]
    C -->|Not confirmed| E[Status: Invalid]
    C -->|Service does not answer| I[Not determined: previous status stays]
    D --> F{Check older than 25 days?}
    F -->|Yes| G[Marked as "Expiring Soon"]
    F -->|No| H[No flag shown]

Screenshot of the VAT / VIES Management page — View: `/erp/vat-management`

Fields Explained

Field	Meaning	Notes/Impact
Vendor	Name of the seller or supplier	Identifies the entry in the list
Country	Country the vendor is associated with	Affects which type (EU B2B, EU B2C, UK, Third Country) applies
VAT ID	The vendor's VAT identification number	The basis for the VIES check
Type	Vendor classification: EU B2B, EU B2C, UK, or Third Country	Determines which tax requirements apply
VIES Status	Result of the vendor's most recent VAT ID check	See "Values & Status" below
Last Checked	Date of the last validation	Basis for the "Expiring Soon" flag
Flags	Additional markers such as "DS" (Deemed Supplier) or "FR!"/"FR" (fiscal representative missing/present)	Shows special action items at a glance
EU Revenue	The vendor's revenue within the EU	Used to gauge tax relevance
Deemed Supplier	Marks cases where the marketplace itself is treated as the supplier for VAT purposes (EU e-commerce rule)	Relevant especially for certain supplies from third-country vendors
Fiscal Representative Required	Shows whether this vendor is legally required to have a fiscal representative	Typical for vendors from third countries
Fiscal Rep VAT ID	VAT ID of the fiscal representative on file	If missing despite being required, it's flagged as "MISSING"
Validation History	List of all past checks with date, request ID, result, name, and address	Provides a traceable record of when and with what result a check was run
Re-Validate / Re-validate now	Triggers a fresh check of the vendor's VAT ID	Updates the status and the validation history
Re-validate All	Re-checks all displayed vendors	Confirmed via a dialog since it can take several minutes
DAC7 Export	Generates a DAC7 report (the EU reporting obligation for digital platform operators) for one calendar year	The report stays traceable in the "DAC7 reports" tab
Maintain tax data	Field group in the detail panel for the fiscal representative's VAT ID, EU revenue and the Deemed Supplier flag	The VIES status is deliberately NOT settable by hand here
DAC7 reports (tab)	Overview of every report generated so far, with period, generation time, vendors covered and reportable, and reported revenue	Documents what was reported when, and for which period

Values & Status

VIES Status

Label	Meaning	What happens next
Valid	The VAT ID was confirmed	The vendor is considered correctly registered for tax purposes
Invalid	The VAT ID could not be confirmed	Should be reviewed and corrected if needed
Pending	The check has not completed yet	The status updates once the check finishes
Expired	The last valid check is no longer current	A fresh check is recommended
Expiring Soon	A previously valid check is older than 25 days	Extra flag shown in the table; early re-validation recommended
Not determined	The last check produced no statement (checking service unreachable, member state silent, no VAT ID on file)	Appears in the validation history only; the previously established status stays unchanged

Vendor Type

Label	Meaning	What happens next
EU B2B	A business customer within the EU	Subject to intra-community business rules
EU B2C	A private customer within the EU	Different tax treatment than B2B
UK	A vendor associated with the United Kingdom	Follows its own rules outside the EU VAT system
Third Country	A vendor outside the EU and UK	May trigger a fiscal representative requirement

Frequently Asked Questions

What is VIES?
VIES is the European Union's official checking service used to determine whether a VAT identification number is valid.

What does "Deemed Supplier" mean?
It's a rule under EU e-commerce law under which, in certain cases, the marketplace itself is treated as the supplier for VAT purposes instead of the actual vendor.

Why do some vendors need a fiscal representative?
Vendors from certain third countries are legally required to appoint a fiscal representative within the EU. If one is missing, it's flagged as "MISSING" in the list.

What is a DAC7 export?
DAC7 is an EU reporting obligation for digital platform operators, requiring them to report certain seller data to tax authorities. "DAC7 Export" generates a report for one calendar year. Every report stays available in the "DAC7 reports" tab with its period, generation time and scope.

Why is a vendor missing from the DAC7 report?
A vendor with no recorded EU revenue and a vendor below the DAC7 de-minimis threshold are not treated as reportable, and neither is a vendor whose VAT ID is invalid. The report states the reason per line.

Why can I not set the VIES status myself?
So that it means something. The status comes from a VIES check and from nothing else; only the fiscal representative, the EU revenue and the Deemed Supplier flag are maintained by hand.

How often should I re-check a VAT ID?
A valid check older than 25 days is flagged as "Expiring Soon" — that's a good time to re-validate it.