Reverse charge procedure in the backend

Verification of invoices

Dashboard

In addition to the notification email to the organizers, the event dashboard will also indicate that an invoice verification is required. The red notice appears in the participant box.

Fig. 1: Participants on the dashboard

Verification mode

The dashboard takes you directly to the filtered invoice list in verification mode (also accessible via the invoice list, provided there are invoices to be checked). The mass action Verify invoice - Send approval email can also be started in this list.

The bulk action Verify invoice - send approval email is only possible for invoices from third countries that have already submitted proof of entrepreneurial status. EU invoices must be checked and verified in the invoice details in the Invoice verification area.

Mass action procedure:

• Select the desired invoices

• Verify invoice - Select Send approval e-mail

• Execute action

Fig. 2: Perform mass action

Fig. 3: Success message after mass action for third country invoices

Fig. 4: Note on mass action for EU invoices

Invoice verification

For invoices within the EU, the VAT number, country and company address can be checked online in the invoice verification section of the detailed view.

The connected verification service is carried out by the Federal Central Tax Office.

The result is highlighted in color and a note on the check result is displayed.

Fig. 5: Online check: Error in address data

Fig. 6: Online test successful

Invoices that are not approved in this way can still be filtered in the invoice list using the appropriate invoice verification filter. Individual cases can still be changed in this way and participants can be informed of the changes.

The organizer is responsible for approving the invoice. Converia cannot make any legally binding statement about the correctness of the invoice.

Invoice management

Create invoice in the backend

A new invoice can be created manually in the backend as described in the article Creating a new invoice.

The following points must also be observed at this point:

• Activation of the checkbox Reversible VAT charge

• All relevant invoice address information such as company, VAT number and country must be entered so that the system can check and decide whether or not the VAT burden is reversible.

When the checkbox is selected, the VAT number is checked and the invoice is released in the background. The invoice is only marked as blocked if the external validation service is not available.

Fig. 7: Create new invoice

Invoice processing

Every change of address or setting/removing the Reversible VAT charge checkbox results in the VAT charge being re-evaluated. This also changes the VAT for relevant packages and therefore the invoice total. The corresponding change and the obligation to manually check the content of the invoice is indicated in a separate message.

Fig. 8: Reverse charge status message

If the invoice has not been checked, there is the option to enter the checking process for this invoice directly via a quick action.

Fig. 9: Edit invoice

Package booking

When editing and adding new packages, the package booking in the backend takes into account the currently valid VAT charge settings of the invoice, provided that no manual price and tax entry is made there.

Invoice document

On the invoice document, the amounts for reverse charge packages are output without VAT, but with the note that can be edited in the backend regarding the reversal of the VAT charge.