Supplier invoices and payments for a customs value review
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Published by Jeton Express · JETON EXPRESS SERVICE LIMITED
When preparing an import from China to Spain or Portugal, connect the supplier invoice with the order, sale terms and evidence of the price paid or still payable. Organize the documents so that each amount can be traced to the transaction.
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Contact usExplain the transaction and price
AEAT describes transaction value as the price actually paid or payable for goods sold for export to the Union customs territory, adjusted where appropriate. Identify the transaction, products, quantities and parties. Record any buyer and seller relationship and conditions that may affect the price for the representative to review.
Connect documents and payments
Match each invoice to the order and shipment. Check product, quantity, currency and parties. Separate completed payments from amounts still payable, and document partial deliveries, corrections, discounts and credit notes. Evidence of a deposit may not represent the full purchase price.
Separate included and separately paid costs
For each cost, record who bears it, what it covers and whether the price already includes it. AEAT's explanation distinguishes certain costs up to entry into the Union customs territory from later costs. Connect transport, insurance, packing and other arrangements with their documents. An Incoterm does not replace cost details or review of adjustment conditions.
Hand over the documents for review
The European Commission presents transaction value as the main method and provides other methods when it cannot apply. If there is no sale or an invoice is missing, explain the circumstances and gather available evidence. Flag questions and missing documents, separate estimates from confirmed facts and ask the representative what is needed to prepare the declaration.
A deposit and a partial shipment
When a payment receipt shows only a deposit, link it to the order and the invoice for the goods actually shipped. Record the amount still payable and the stated payment dates. If the purchase leaves in several shipments, explain which products and quantities belong to each document. This sequence helps the representative understand the transaction. The amount transferred on a particular day does not necessarily describe the full purchase price or complete the documentary review of that shipment.
A reference for every amount
Prepare a record containing the order, invoice version, product, quantity, currency, seller and buyer. Link each payment to its reference and separate paid from outstanding amounts. For transport, insurance and other items, state the scope, place, payer and whether the cost is included or invoiced separately. Retain agreements explaining discounts, credits and changes. Where materials, moulds or licence payments are connected to the product, provide the agreements so the representative can review their conditions.
Do not fill a discrepancy with an estimate
If the invoice and payment do not match, first identify the document and amount affected. Ask the supplier for an explanation and retain earlier versions when a correction is issued. Give the representative the confirmed details and a list of missing documents, with an owner for each. A free sample, a zero amount or a missing invoice calls for an explanation of the facts. Ask the representative to confirm the information needed before preparing the declaration.