How are a limited company’s EU sales reported in the UKKO service?

When you sell goods or services to a company in another EU country, the sale is generally reported both on the VAT return and on a separate recapitulative statement for VAT purposes.

To make and report EU sales, your company must be registered in the Finnish Tax Administration’s VAT Register or be required to report EU sales of services.

UKKO.fi prepares the recapitulative statement for you automatically when the Foreign Trade add-on is active during the relevant period and you have added and confirmed the monthly information on time.
 

How to proceed

1. Activate the Foreign Trade add-on before adding the EU sale to the service.
2. Check the buyer’s details. The buyer must be a company and must have a valid VAT number issued by the relevant EU country.
3. Check the VAT number in the VIES service and add it to the sales invoice or income document in the UKKO service.
4. Create the sales invoice or add the income to the service as soon as possible after the service or product has been delivered.
5. Check the VAT-exemption wording and other details on the invoice or income document.
6. Confirm the month by the end of the 15th day of the following month.
7. The confirmation deadline—the 15th day of the following month—is UKKO’s own processing deadline. This gives us enough time to process the statement and submit it to the Finnish Tax Administration on time. The deadline for submitting the recapitulative statement to the Finnish Tax Administration is generally the 20th day of the following month.

You can read more about invoicing for EU sales in our service here.
 

Which month does the EU sale belong to?

EU sales of services

Sales of services are generally allocated to the month in which the service was performed.

If the customer pays for the service, either in full or in part, before the service is performed, the sale is allocated to the month in which the advance payment was received.

Example:

• The service is performed in March and payment is received in March → the sale belongs to March.
• The service is performed in March, but the customer pays an advance in February → the sale belongs to February.

EU sales of goods

Sales of goods are generally allocated to the month following the month in which the goods were delivered.

If the buyer is given an invoice or an equivalent document during the month of delivery, the sale is allocated to the delivery month. An advance invoice issued before delivery does not move the allocation to an earlier month.
 

When must the recapitulative statement be submitted?

The deadline for submitting the recapitulative statement is the 20th day of the month following the month to which the sale is allocated.

Example:

• An EU sale allocated to October must be reported by 20 November at the latest.
• In the UKKO service, the information for October must be confirmed by 15 November at the latest.

If the deadline for the recapitulative statement falls on a Saturday or a public holiday, the deadline is postponed to the next working day. A late or missing statement may result in a late-filing or negligence penalty imposed by the Finnish Tax Administration.

In the UKKO service, the monthly confirmation deadline is always the 15th day of the following month.
 

Which reports are required for EU sales?

The same sale is generally reported:

• on the VAT return in the appropriate section for EU sales
• on the VAT recapitulative statement using the buyer’s VAT number.

The recapitulative statement is buyer-specific, so the buyer’s name and VAT number must be entered correctly. According to the Finnish Tax Administration’s instructions, sales of goods and services made to the same buyer are reported by buyer in the statement.
 

When is a recapitulative statement not required?

If your company has no EU sales of goods or services to report during a particular month, you do not need to submit a recapitulative statement for that month.

This article primarily concerns business-to-business sales within the EU. EU consumer sales and electronically supplied services may be subject to different VAT rules.
 

If a sale is added late or the information is incorrect

Add any missing EU sale to the service as soon as you notice the omission. If the month has already been confirmed or the statement may already have been submitted, contact our customer service at osakeyhtio@ukko.fi.

Where possible, include the following information in your message:

• the invoice number or the sale to be reported, such as a sales or settlement report
• the buyer’s name and VAT number
• the invoice date
• the delivery date of the goods or the date on which the service was performed
• the date of any advance payment
• the month to which the sale is currently allocated.

A late, missing or amended statement may result in a late-filing or negligence penalty imposed on your company by the Finnish Tax Administration.
 

Further information

Read more in the Finnish Tax Administration’s guide VAT EU Recapitulative Statement – how to complete and submit the form.

The Finnish Tax Administration can also provide more detailed information and instructions on the VAT treatment of EU sales.