After logging into Intervat, go to the “Dashboard” tab.
You can submit your declaration as regards the new means of transport:
- either “by file” (XML), which is advisable if you have an appropriate accounting software.
You send via Intervat a XML file containing the data of the declaration. - or “by screen”, if you do not have an appropriate accounting software.
You enter the data of the declaration directly into Intervat.
How to submit a declaration as regards the new means of transport?
By XML file
1. Loading file(s)
From the dashboard, you have the possibility to:
- submit a single file
- mass upload up to 20 files with 999 declarations in total, all types of declaration combined (except OSS).
Submitting a single file
Search or drag your file onto the screen.
You can also select the “Reload into screen” feature if your file contains only one annual customer list. In this case, follow the submission procedure mentioned on screen.
Submitting several files
First check the box “I want to submit several files”.
The page will automatically refresh so that you can upload several files.
Drag your files onto the screen or search for them on your computer.
Points to take into account:
- The total size of the 20 files cannot exceed 20 MB.
- There can be no Excel files or OSS declarations.
- Make sure that the same declaration is not found in several files.
- If you are a representative: all your data must be identical everywhere (to the decimal point) in all files to avoid all files being rejected.
2. Data validation
If an error message appears, check the possible causes of the error.
If your file does not comply, a new line appears in “My declarations” with the status “Rejected”.
If your file does comply, a new line appears in “My declarations” with the status “Valid”.
Click on
to continue with the submission of the declaration.
In the “Validation of the data” section, you should have no errors detected.
Click on “Next step”.
3. Signature
In the last section “Summary of data entered & agreement”, click on “Signing and submission”.
4. Acknowledgement of receipt
When you come back to the “Dashboard” tab, you should have a new line with your declaration as regards the new means of transport with the status “Success”.
You can download your acknowledgement of receipt by clicking on
.
By screen
You must fill in the following fields:
- fields with an asterisk: they always have to be filled in.
- fields without an asterisk: they only have to be filled in if they concern your situation.
It is recommended to save the declaration regularly when entering the data in this regard.
You can do this as soon as you get to enter the “Declaration data” by clicking on “Download the data entered” in the bottom right-hand corner.
1. VAT number
In the tab “Dashboard”:
- please enter the VAT identification number of the enterprise
- select “Declaration of new means of transport” as “Type of declaration”
- click on “Continue”
2. General information
In the section “General information”:
- Under "Taxpayer", add your e-mail address if the field is not pre-filled.
- As “Period of the declaration”, select the quarter and mention the year.
-
If you are a proxy, please fill in the part “Representative”.
If you do not have a VAT or TIN number (Customs number), select “Other” and use your national number.
Click on “Next step”.
3. Data of the declaration
-
New means of transport – Land vehicle
You must complete a land vehicle document if you are making an intra-Community delivery of a new land vehicle.
Enter one vehicle document per invoice. Make sure you also encode all invoices.
To add a vehicle document, click on
.
Complete the vehicle document which opens in a separate window.
-
New means of transport - Boat
You must complete a boat document if you are making an intra-Community delivery of a new waterway vessel.
Enter one boat document per invoice. Make sure you also encode all invoices.
To add a boat document, click on
.
Complete the boat document which opens in a separate window. -
New means of transport - Aircraft
You must complete an aircraft’s document if you are making an intra-Community delivery of a new aircraft.
Enter one aircraft document per invoice. Make sure you also encode all invoices.
To add an aircraft document, click on
.
Complete the aircraft document which opens in a separate window.
4. Comment
In the “Comment” section, you have the possibility to submit a comment.
The size of comments is limited to 10,000 characters. Do not use accented or special characters such as: é, è, ç, ù, ë, É, È, &, $, *, <,>, +, | , /, \, « , », « ; »...
Click on “Next Step”
5. Data validation
In the “Validation of the data” section, you should have no errors detected.
If an error message appears, check the possible causes of the error. If you do not correct the error blocking the submission, your application for VAT Refund will appear with the status "Rejected".
You can also download the data you have entered so far.
6. Signature
In the last section “Summary of data entered & agreement”, click on “Signing and submission”.
7. Acknowledgement of receipt
When you come back to the “Dashboard” tab, you should have a new line regarding your declaration as regards the new means of transport with the status “Success”.
You can download your acknowledgement of receipt by clicking on
.
How to complete a document of new means of transport?
Land vehicle
For the different boxes, you have to complete the fields:
- with asterisk: always
- without an asterisk: optional
1. Correction of an invoice from a previous declaration
Complete this box only if you wish to correct an invoice already declared. This correction will be added to the previously submitted declaration.
You must select the quarter and enter the year of the period of the declaration to be corrected.
In order to identify the invoice you are correcting, you will have to put the same chassis number as in the initial declaration and complete all the required fields again. The other information may differ from the original declaration but must correspond to the documents you provide to the Member State.
2. Invoice
Complete the requested information.
Invoice type: choose “Invoice” or “Credit note” mentioning:
- a positive amount if it concerns an invoice
- a negative amount if it concerns a credit note
In the event of a correction, you must enter the difference (positive or negative) in relation to the amount previously declared.
3. Acquirer
Complete the requested information.
4. New means of transport - Land vehicle
Complete the requested information.
- Cylinder capacity of the vehicle: leave this field blank if it concerns an electric vehicle as the value “0” is not accepted.
- Power: enter a whole number as from 1.
- Vehicle type: indicate the vehicle model.
5. Information concerning the putting into service of the means of transport
Complete this box if the vehicle has already been put on the road but remains a new means of transport for VAT purposes.
6. Attachments
Under “Add/Remove attachments”, you have the possibility to add attachments.
The size of the attachment is limited to 5.2 MB and the following file formats are accepted: PDF, TIFF and JPEG.
Click on
to add an attachment.Click on
to delete an attachment.
Boat
For the different boxes, you have to complete the fields:
- with asterisk: always
- without an asterisk: optional
1. Correction of an invoice from a previous declaration
Complete this box only if you wish to correct an invoice already declared. This correction will be added to the previously submitted declaration.
You must select the quarter and enter the year of the period of the declaration to be corrected.
In order to identify the invoice you are correcting, you will have to put the same engine code as in the initial declaration and complete all the required fields again. The other information may differ from the original declaration but must correspond to the documents you provide to the Member State.
2. Invoice
Complete the requested information.
Invoice type: choose “Invoice” or “Credit note” mentioning:
- a positive amount if it concerns an invoice
- a negative amount if it concerns a credit note
In the event of a correction, you must enter the difference (positive or negative) in relation to the amount previously declared.
3. Acquirer
Complete the requested information.
4. New means of transport - Boat
Complete the requested information.
5. Information concerning the putting into service of the means of transport
Complete this box if the boat has already been put on the road but remains a new means of transport for VAT purposes.
6. Attachments
Under “Add/Remove attachments”, you have the possibility to add attachments.
The size of the attachment is limited to 5.2 MB and the following file formats are accepted: PDF, TIFF and JPEG.
Click on
to add an attachment.Click on
to delete an attachment.Aircraft
For the different boxes, you have to complete the fields:
- with asterisk: always
- without an asterisk: optional
1. Correction of an invoice from a previous declaration
Complete this box only if you wish to correct an invoice already declared. This correction will be added to the previously submitted declaration.
You must select the quarter and enter the year of the period of the declaration to be corrected.
In order to identify the invoice you are correcting, you will have to put the same fuselage number as in the initial declaration and complete all the required fields again. The other information may differ from the original declaration but must correspond to the documents you provide to the Member State.
2. Invoice
Complete the requested information.
Invoice type: choose “Invoice” or “Credit note” mentioning:
- a positive amount if it concerns an invoice
- a negative amount if it concerns a credit note
In the event of a correction, you must enter the difference (positive or negative) in relation to the amount previously declared.
3. Acquirer
Complete the requested information.
4. New means of transport - Aircraft
Complete the requested information.
5. Information concerning the putting into service of the means of transport
Complete this box if the aircraft has already been put on the road but remains a new means of transport for VAT purposes.
6. Attachments
Under “Add/Remove attachments”, you have the possibility to add attachments.
The size of the attachment is limited to 5.2 MB and the following file formats are accepted: PDF, TIFF and JPEG.
Click on
to add an attachment.Click on
to delete an attachment.
What to check as you obtain an error message when submitting your return?
By XML file
The XSD schema and the tags
Check whether your XML file includes the correct XSD schema.
Blank tags are not authorised. You have therefore to fill in each tag you mention.
The name of your file
Do not use accented or special characters such as: é, è, ç, ù, ë, É, È, &, $, *, <,>, +, | , /, \, « , », « ; »...
If you are using a compressed file (.VAT), the name of the attached file must be the same in the file description and in the XML.
The format of numbers
Each number must have two decimal places after the decimal point (e.g. “123.40”,“456.00”)
The format of e-mail addresses
Check that a comma has not been used instead of a full stop in e-mail addresses. (This is a common error when using the numeric keypad, which gives a comma instead of a full stop).
Mentioning the period of time
You have to mention the year and the month/quarter for which you are submitting your intra-Community statement.
Copy and paste
Please avoid the copy and paste. It can result in several errors in Intervat.
By screen
The format of numbers
Is there a space before or after the amount?
Did you mention the two decimals?
Mentioning all necessary information
If you do not mention all necessary information ( confirming your e-mail, year,..) you cannot get access to the following section.
The format of the phone number
Use only numbers. Do not use special characters (« / », « . ») or space.
