📌 What You Need to Know

Any:

• sales
• refunds
• expenses
• or movement of goods

that are not automatically imported through your Amazon integration must be:

uploaded manually

to ensure they are correctly included in your VAT reporting.

⚠️ Failure to upload manual data may result in:

• incomplete VAT returns
• incorrect OSS reporting
• missing stock movements
• or additional compliance risks.

🛒 What Data Must Be Uploaded Manually?

Manual uploads are commonly required for:

• sales made outside Amazon
• non-Amazon marketplace transactions
• Shopify or webshop sales (where no active integration exists)
• refunds not imported automatically
• business expenses
• stock transfers between warehouses
• inbound warehouse shipments
• and other non-integrated transactional activity.

📥 How to Upload Manual Data

✅ Use the Official hellotax CSV Templates

All manual data must be uploaded using the:

official hellotax CSV file templates

Separate templates are available for:

• 🛒 Sales & Refunds
• 💼 Expenses
• 🚚 Movement of Goods
• 📄 General Upload Files

📍 Where Can the Templates Be Found?

The templates can normally be downloaded directly within the hellotax software under:

Settings → Integrations → Manual Upload

⚠️ Always use the latest template version provided within the software.

Using incorrect or outdated file formats may cause:

• upload failures
• missing data
• or rejected files.

📅 Submission Deadline

Manual data uploads should be completed:

no later than the 4th day of the month following the reporting period

Example:

• March 2024 data should normally be uploaded by:

4th April 2024

⚠️ Late Uploads

Data uploaded after the submission deadline:

may not be included in the VAT return for that reporting period

In these situations:

• a VAT amendment or correction may be required
• and standard amendment fees may apply.

Late uploads may also increase the risk of:

• incorrect filings
• delayed reporting
• or tax authority queries.

✅ Important Upload Tips

To help avoid upload issues:

• use the correct CSV template
• keep the original formatting unchanged
• review country codes and dates carefully
• ensure transaction amounts are accurate
• and avoid duplicate uploads.

⚠️ Even small formatting changes may cause upload errors.

🚨 Common Issues

The most common manual upload problems include:

• incorrect date formats
• invalid country codes
• altered column structures
• duplicate transaction entries
• missing VAT information
• or incomplete warehouse movement data.

Always review any upload error messages carefully before retrying.

🎥 Need Help?

If you experience upload issues:

📌 Review the relevant Help Centre guidance or video tutorials
📌 Check the detailed upload error messages carefully
📌 Contact your hellotax Account Manager if problems continue.

🤝 Why Accurate Manual Uploads Matter

Correct manual uploads help ensure:

• accurate VAT returns
• proper OSS reporting
• correct stock movement tracking
• and reduced compliance risks.

⚠️ Missing or incorrect manual data may result in:

• underreported sales
• incomplete VAT filings
• penalties
• or additional tax authority scrutiny.