In case you do not have all the information to fill in a Sales or Refund data type template you can upload the template as Raw data. The most important aspect of uploading raw data is that the software will calculate most of the fields by itself. 

We have prefilled a RAW data template with all the mandatory fields for you, it can be downloaded here: RAW data template. Replace the example data with your data and check the comments for help. 


After downloading the template please follow the below instructions on what fields are mandatory to fill in. Please also keep in mind the format of the fields stated below.

NOTE: if you have more than 1 product on the invoice please fill in one product per line for accurate reports and correct VAT returns.


NOTE: The difference between raw data and Sales and Refund invoices is that with raw data the software itself can fill in most of the information where if you upload the information as an invoice you must fill in more mandatory information, and the software will only check it.


The following fields are mandatory to be filled in when uploading raw data:

  • Type (sale/refund)

  • Transaction ID - e.g. ABC123546D

  • VAT country

  • Payment date

  • Arrival country

  • Departure country

  • Buyer billing name

  • Other related field: hellotax product ID or SKU, fill in one or the other

  • Item vat rate

  • Item gross unit price 

  • Report currency

FieldType

Payment date

VAT country

Arrival country

Departure country

Report currency

hellotax Product IDSKUItem gross unit priceTransaction IDBuyer billing nameItem vat rate
Format and value that should be filled inIn this case the type can be a sale or a refundyyyy-mm-dd,
e.g. 2019-05-25
the country where the goods are taxed 
the country where the goods are shipped to,
ISO code e.g DE, FR
the country from where the goods are shipped, ISO code e.g DE, FRcurrency you use to report your transactions, ISO 3 letters code e.g. EUR, USD
Product ID that you can find in the hellotax "Products menu"stock keeping unit, a machine readable code that you assign to your productscan be a floating point value, e.g. 20.55
can be a sequence of number and can contain "-" in-between numbers,
e.g. 1234-12345
enter the name of your buyer or the name of the company that bought goods from youItem vat rate is a number between 1-100, it is the vat rate of the country where it is taxed  



If you do not fill this out, your document won't be accepted by the software and it will result in an error.

All other fields are filled in by the software with the exception of the mandatory fields. 


NOTE: Mandatory fields are the minimum required fields our software needs to be able to work out your vat liabilities. All the other information can be calculated by itself.


After you successfully upload data, you can find it in the order menu with the Invoice source: Manual Order upload


Want to upload movement of goods invoices, read how here.

Want to upload sales and/or refund invoices, read how here.

Want to upload expenses invoices, read how here.