On this page you can find the user manual for the “VAT Validation” module.
The “VAT Validation” module is divided into two sections. The Single query and the Batch processing.
The individual check makes it possible to carry out a check immediately by entering the relevant data. As a minimum, enter the VAT number to be checked. A simple check will be performed.
For a qualified check, you can specify the optional fields company name, street, postal code and city.
As of 01 January 2021, there is no written confirmation from the Federal Central Tax Office. You are responsible for archiving the verification of the records yourself. You can take the changed requirements into account via the archive function and the use of an audit-proof memory. We will be happy to help you with this!
With the single query, there is no output of the check results to a file. This application view is used for quick checks, e.g. when passing on VAT registration numbers by telephone, in order to check their validity. Files are processed using batch processing or background processing.
Select a file and check it by pressing the “Check” button. This will start the check of the entire file. This generates the protocol in the background. The protocol can then be opened via the protocol button. This contains all check results of the individual data records. Depending on the size of the file, the verification process may take some time.
The name of the VAT registration number protocol file is automatically assigned and generated in the identical format as the submitted format. For example, if a file with the name “data.json” is passed, the name of the log file will be “data-log.json”.
Pre-checking a VAT registration number import file can help you to check the format and the number of records found without performing an audit. The file will be analyzed and the result will be displayed to you with a message.
If address data (company name, city, postal code or street) does not match during a qualified check, a simple check is automatically performed. In order to nevertheless receive information on valid confirmations as to whether values could not match, the corresponding information is appended at the end of the respective check data record, provided that a check was confirmed negatively from the qualified data.
The return values are displayed and edited via the menu “Extras - Return values VAT”. The designation and number depends on the BZSt. Some systemic return values are output directly by the “VAT Validation”. These are in the 900 number range. For more information, see the overview of result codes.
In addition to the standard return values, it is possible to enter processing notes. These are helpful, for example, for integration into a workflow. In this way, the person in charge receives assistance when processing the return values.
The description of the return values of the BZSt is not changeable. The return values are reset each time the program is started. Your editing instructions are retained in the process.
So that you can enrich a note for editing with values from the respective check, a placeholder is inserted with a double click on it. The selection of the placeholders (so-called text markers) shows you the overview of the variables. These do not always have a value. This depends largely on the imported data and the return values of the BZSt.
The VIES/MIAS interface gives a smaller range of possible return values. In principle, only “valid” or “invalid” is returned. However, in case of interface errors you have the possibility to enter processing notes.
You can search the archive via the menu Extras - VAT registration number raw data viewer. To do so, enter the desired VAT registration number and press the Search button. All entries will be displayed in the results view. To have a closer look at an entry, click on the desired entry in the list of found entries. The query time, the original request string, the response time of the BZSt/VIES and the original response will be displayed. This way you can get the exact information when a VAT registration number was requested and with which result.
To ensure the authenticity of a record, we have created a so-called MD5 hash. This allows us to check the authenticity and protection against manipulation in the files.
As soon as a data record does not correspond to the checksum, this is indicated with the addition “(error)”.
The configuration files of the VAT Validation are stored in json format and can also be edited manually. As long as you use the graphical interface only, you should rarely come into contact with these files.
Please use only editors that can perform a syntax check to avoid malfunctions of the VAT Validation. We always recommend to use the interface for configuration.