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Manage import purchases and their shipment to the SII
Manage import purchases and their shipment to the SII

Learn how to correctly register import invoices and process them with the Immediate Information Supply (SII).

Camilla avatar
Written by Camilla
Updated over a week ago

💎 The SII is included in the Standard , Advanced and Premium plans. In order to access this functionality, activate the Paid Gem from the Holded Store .

When an import of goods takes place and it goes through customs, three documents are usually generated whose information you need to record at an accounting level in the platform, in addition to processing it at the YES:

  • The invoice from the customs agent or freight forwarder
    These are the expenses of the person or company that has been in charge of doing the customs management ( Custom agent).

  • The customs document (DUA)
    It is the document that is received from customs when removing the merchandise. This document details the amount of the merchandise purchased from the foreign supplier in euros, as well as customs duties and other possible expenses. This is used to calculate the tax base and the VAT paid.

  • The foreign supplier's invoice
    An import invoice with the amount of the merchandise purchased from the supplier (not national or intra-community) is considered.

Enter import invoices in Holded

  1. Registration of the invoice of the Customs Agent or freight forwarder

    You will need to include the information of this invoice in the platform so that this expense is recorded at an accounting level. In addition, it is also necessary to report this record to the SII.

    Go to Expenses > Expenses and click the New Purchase button to create a purchase as usual:

    1. In the field Contact remember to include the company that managed the service at customs

    2. Also details the Price or amount of the services provided

    3. Add the rest of the necessary data

    4. Save the invoice

    Remember that the VAT (21%) must be applied to this invoice in the Taxes > field .

  2. Registration of the foreign supplier's invoice

    The next step is to enter the expense associated with the purchase from the foreign supplier into the platform. This invoice, unlike the previous case, is not sent to the SII. However, it is necessary to register it in Holded so that the expense is reflected at the accounting level.

    Again, create a new purchase :

    1. From the Contact field select the appropriate provider

    2. It also details the Price or amount of the merchandise purchased 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.

    3. Add the rest of the necessary data

    4. Save the invoice

    Note that this invoice must be posted without VAT , so make sure the Tax field is empty .

  3. Registration of the customs document (DUA)

    It is important to correctly enter the information in this document on the platform, since it will have to be sent to the SII. During the registration of this data, you will need to take into account a series of particularities .

    Create a new purchase :

    1. In the Document number field, include the DUA number

    2. In the Contact field, select your own company as the recipient of the invoice. You will need create as many new ones contacts as customs agents you have. In each of these contacts, enter the name of your company in the Name field and in the Business name field, write some combination such as Freight forwarder name + your company name . In addition, in the Accounting tab, you will have to select the Supplier/creditor account linked to the corresponding freight forwarder.

    3. On the first line of the invoice, in the Price column, enter the tax base specified in the SAD

    4. In the Taxes column, select the import tax

    5. In the second line of the invoice, enter the amount of the tax base in negative and leave the information about Taxes in white. This serves to prevent the expense from being duplicated at the accounting level, and that only the supported VAT is reflected. Remember that you have previously registered the purchase from the foreign supplier without VAT.

    6. Include an additional line on the invoice to reflect the amount of the customs duties and do not specify no tax. This figure should match the amount of customs duties that the Customs Broker has paid on your behalf.

    7. Go to Options > SII

    8. Select the option Imports in the Type of invoice drop-down, and check that the rest of the fields are correct. In this case there will be no inversion of the passive subject.

    9. Saves the changes in the SII options

    10. Save the purchase invoice

Send the import invoices to the SII

Of the three documents you have registered with Holded, you will only need to send two to the SII: the customs agent invoice and the customs document (DUA).

  1. Go to the list of Expenses in Hold

  2. Send first the customs document to the SII

  3. Next sends the invoice to the agent

Check accounting status

After registering the documents and sending them to the SII, the ideal would be to review how this information has turned out at an accounting level in Holded.

  1. Check that the expenses related to: the invoice of the freight forwarder , the customs duties , as well as the invoice of the foreign supplier

If it is known that you owe money to your own company instead of the freight forwarder, it is because you have not selected the correct Supplier/creditor account in the contact that you generated for the Customs Agent.

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