VAT ID Check – User Documentation

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Table of Contents

Overview
Getting Started
Setup
Daily Operations
Performing Checks
Reports
Appendix

Overview

What does VAT ID Check do?

VAT ID Check automatically verifies the validity of VAT Identification Numbers (VAT IDs) of your business partners. The app helps you to:

  • ✅ Legal compliance: Fulfil statutory requirements (§ 6a German VAT Act – UStG)
  • ✅ Automation: Checks during entry, release or posting
  • ✅ Documentation: Complete audit trail of all checks
  • ✅ Error prevention: Warnings for invalid VAT IDs

Why is this important?

For intra-Community supplies (sales to businesses in other EU countries), you are legally required to:

  • Verify the VAT ID of your business partner
  • Document the verification
  • Retain the documentation for 10 years

❌ Failure to comply may result in:

  • Additional VAT payments
  • Interest and penalties of up to €5,000
  • Criminal liability in cases of intent

Where are checks performed?

The app automatically checks VAT IDs in the following areas:

AreaWhen
Master DataOn creation/change of customers, vendors, contacts
SalesOn entry, release or posting of sales documents
PurchasingOn entry, release or posting of purchase documents
ServiceOn entry, release or posting of service orders
FinanceOn entry or posting of general journal batches

Getting Started

Prerequisites

  • ✔️ Business Central Cloud (version 27 or higher)
  • ✔️ VAT ID Check App installed
  • ✔️ Internet connection (for BZSt / MIAS requests)
  • ✔️ User permissions for VAT ID Check

Quick Start

5 steps to get started:

  1. Open Setup: Open Role Center (VAT ID Check) → Setup → Setup
  2. Activate: Enable “Activate VAT ID Check”
  3. Configure service: Set up BZSt or MIAS
  4. Test: Perform a test validation
  5. Start: The system now checks automatically

Setup

Basic Setup (VAT ID Check Setup)

Step 1: Open Setup

  • Open the VAT ID Check Role Center
  • Select Setup → Setup
  • (Alternatively via other role centers: Actions → VAT ID Check → Setup actions)

Step 2: Main Settings

General
FieldRecommendationDescription
Activate VAT ID Check☑️ YesMaster switch for all checks
User feedback during checkOnly for invalidShow messages only when issues occur
Show data source in user feedback☑️ YesDisplays data origin
Enable Master Data Checks
FieldMandatory / RecommendedReason
Enable customer check☑️ Mandatory§ 6a UStG requirement
Enable vendor check⚠️ RecommendedSecures input tax deduction
Enable contact check⚠️ RecommendedImproves data quality
Enable Entry Checks (not recommended)
FieldRecommendationNote
Sales entry check☐ NoAlready checked in master data
Purchase entry check☐ NoAlready checked in master data
Service entry check☐ NoAlready checked in master data
Journal entry check☐ NoAlready checked in master data
Enable Release Checks (RECOMMENDED – optimal timing)
FieldRecommendationReason
Sales release check☑️ YesBest timing: before delivery
Purchase release check☑️ YesProtects input tax
Service release check☑️ YesBefore service delivery
Posting Configuration (only if required)
FieldSettingWhen to enable
Sales posting checkInvoice/Credit MemoIf long time between release and posting
Purchase posting checkInvoice/Credit MemoOptional
Service posting checkInvoiceIf long time between release and posting
Journal posting check☑️ YesWhen posting without release

ℹ️ Note: If release and posting occur on the same day, posting checks are usually unnecessary.

Step 3: Error Handling

What should happen if a VAT ID is invalid?

AreaRecommendationMeaning
Invalid VAT ID during entryConfirmationUser must acknowledge warning
Invalid VAT ID during releaseConfirmationUser must acknowledge warning
Posting with invalid VAT IDConfirmationConscious decision required
Batch posting with invalid VAT IDAbortPrevents mass posting errors

Options explained:

  • Ignore: No warning, process continues
  • Confirmation: Warning shown, user must confirm
  • Abort: Process stops immediately

Step 4: Additional Settings

FieldValueDescription
HTTP request timeout (sec.)30Wait time for service response
HTTP error handlingLogErrors logged only
Retain entries for10 yearsLegal requirement
Skip check for automatic order creation☑️ YesRecommended for EDI
Check Name 2☐ NoOnly if required
Check Address 2☐ NoOnly if required

Service Setup (VAT ID Validation Services)

Configure BZSt Service (Germany)

(Qualified validation incl. name and address)

  • Service Code: BZST
  • Request Type: DE BZSt
  • URI: https://api.evatr.vies.bzst.de/app/v1/abfrage
  • Qualified request: ☑️ Yes

Configure MIAS / VIES Service (EU)

(Simple validation – validity only)

  • Service Code: MIAS
  • Request Type: EU VIES
  • URI: https://ec.europa.eu/taxation_customs/vies/services/checkVatService
  • Qualified request: ☐ No

⚠️ Important: MIAS does not support address or name matching.

Daily Operations

Creating Master Data

Create Customer / Vendor / Contact

  • Enter VAT ID in format: DE123456789
  • System automatically:
    • Validates VAT ID
    • Updates check status
    • Stores audit information

Invalid VAT IDs trigger warnings depending on configuration.

Processing Sales Documents

  • VAT ID is checked:
    • On entry (if enabled)
    • On release
    • On posting (delivery/invoice)

Check results are visible directly on the document.

Finance Journals

  • VAT ID validation on:
    • Journal line validation
    • Posting

Excluded from checks:

  • Payments
  • Lines without VAT ID

Performing Checks

Manual Single Validation (BZSt – Qualified)

Use cases:

  • One-off checks
  • Before creating master data
  • When name/address matching is required

Result codes:

  • Valid
  • Valid with deviations
  • Not valid
  • No longer valid

Manual Single Validation (MIAS)

  • Checks VAT ID validity only
  • Covers all EU member states
  • No matching

Batch Validation (MIAS)

  • 3–100 VAT IDs per batch
  • Background processing
  • Excel export
  • Automatic master data update

⚠️ BZSt does not support batch validation.

Reports & Monitoring

VAT ID Validation Log

  • Complete validation history
  • Filterable by:
    • VAT ID
    • Date
    • Validity
    • User

Service Status & Statistics

  • Availability monitoring
  • Number of requests
  • Error rate
  • Average response time

Appendix

Keyboard Shortcuts

ActionShortcut
SaveCtrl + S
New lineCtrl + N
DeleteCtrl + D

Legal Notice

This documentation does not constitute tax or legal advice.
For specific legal or tax questions, please consult a qualified tax advisor or attorney.

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