The SII is included in Standard, Advanced, and Premium plans. To access this feature, activate the SII payment gem from the Holded Store.
To learn more about the SII in Holded, check out this article.
Get there
Follow this path: Expenses > Expenses
When an import takes place and goes through customs, three documents are usually generated whose information you need to enter in Holded:
| Customs broker's or freight forwarder's invoice | These are the expenses of the person or company that has been in charge of the customs clearance (Customs Broker). |
| The customs declaration (DUA) |
This is the document received from customs when the goods are picked up. This document details the price of goods purchased from the foreign supplier in euros, as well as customs duties and other possible expenses. This is used to calculate the taxable amount and the input VAT. |
| The foreign supplier's invoice | It is considered an import invoice with the price of the goods purchased from the supplier (not national or intracommunity). |
Let's see now how to register this information so that it is reflected in your accounting on the platform, and how to inform the SII about it.
Entering import invoices in Holded
1. Registration of the customs broker's or freight forwarder's invoice
You will need to include the information of this invoice in the platform so that there is a record of this expense at the accounting level. In addition, it is also necessary to report this record to the SII.
How?
Click on the button New purchase to create a purchase:
- In the Contact field, remember to include the company that handled the service at customs
- Also, detail the price of the services rendered
- Add the rest of the necessary data
- Save the invoice
Remember that VAT (21%) must be applied to this invoice in the Taxes field.
2. Registration of the foreign supplier's invoice
The next step would be to enter into the platform the expense associated with the purchase from the foreign supplier. This invoice, unlike the previous case, is not sent to the SII. However, you need to include it in Holded so that the expense is reflected at the accounting level.
How?
Again, create a new purchase:
- From the Contact field select the corresponding supplier
- Also, detail the price of the purchased goods
Include the amount in Euros. To make it easier for you, use the figure detailed in the DUA as a reference since it is the amount resulting from the currency exchange.
- Add the rest of the necessary data
- Save the invoice
Keep in mind that this invoice must be registered without VAT, so make sure that the Taxes field is empty.
3. Registration of the customs declaration (DUA)
It is important to correctly enter the information of this document in the platform since it will have to be sent later to the SII.
During the registration of this data, you will need to take into account a series of particularities.
How?
Create a new purchase:
- In the Document number field, include the DUA number
- In the Contact field, select your own company as the invoice recipient
You'll need to create as many new contacts as you have customs brokers. When creating each of these contacts, enter your company name in the Name field. On the other hand, in the Trade name field, enter some combination such as Freight forwarder name + Your company name to differentiate each of the agents you create. Also, in the Accounting tab, you will need to select the Supplier/Creditor account associated with the corresponding freight forwarder.
- In the first line of the invoice, in the Price column, enter the taxable base specified in the DUA
- In the Taxes column, select the import tax
- On the second line of the invoice, enter the taxable amount in negative and leave the Taxes information blank
This is to avoid duplication of the expense at the accounting level, and that only the input VAT is reflected. Remember that previously you have already registered the purchase from the foreign supplier and this did not include VAT.
- Include an additional line on the invoice to reflect the price of customs duties and do not specify any tax
This figure should match the amount specified in the customs duties that the customs broker has paid on your behalf.
- Go to Options > SII
- Select the Imports option in the Invoice type dropdown, and check that the rest of the fields are correct
In this case, there will be no reverse charge.
- Save the changes in the SII options
- Save the purchase invoice
Submitting your invoices to the SII
Of the three documents you have registered in Holded, you will only need to send two of them to the SII: the customs broker's invoice and the customs declaration (DUA).
- Go to the Expenses list in Holded
- Send first the customs declaration to the SII
- Then submit the freight forwarder's invoice
We recommend that you add tags to the invoices you create and send to the SII to organize your documents more efficiently in Holded.
Reviewing the accounting status
After registering the documents and sending them to the SII, it would be ideal to review how this information has been recorded at the accounting level in Holded.
- Go to Accounting > Chart of accounts
- Check that the following expenses are correctly reflected: freight forwarder's invoice, customs duties, as well as the foreign supplier's invoice.
If it appears that you owe money to your own company instead of the freight forwarder, it is because you did not select the correct supplier/creditor account in the contact you generated for the customs broker. Reread section 3. Registration of the customs declaration (DUA), and check the instructions in the tip box
Now you know everything you need to quickly and easily register all your import invoices in Holded, and submit them to the SII.