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.
Key Takeaways
- You must download the template and replace dummy data!
- Enter one line per SKU in the template!
- Make sure to fill out all the mandatory fields!
- Check your data after uploading it!
Template
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.
Mandatory fields
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
| Field | Type | Payment date | VAT country | Arrival country | Departure country | Report currency | hellotax Product ID | SKU | Item gross unit price | Transaction ID | Buyer billing name | Item vat rate |
| Format and value that should be filled in | In this case the type can be a sale or a refund | yyyy-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, FR | currency 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 products | can 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 you | Item 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.
Check your data
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.