If you sell through a channel that is not connected to hellotax via an automated integration, you will need to upload your sales and refund transactions manually.

Follow the steps below to prepare and upload your file successfully.

1️⃣ Download the Sales & Refunds Template

You can download the template directly from your hellotax account.

Navigate to:

Settings → Integrations → Manual Upload

Then select:

Sales and Refunds Template

The template will download as a CSV/Excel file containing all available data fields.

2️⃣ Complete the Template

Open the template and enter your transaction data.

💡 Important: Only Complete the Green Columns

The template contains many columns, but for Sales & Refund uploads you only need to complete the columns highlighted in green.

The white columns can be ignored and left blank unless specifically instructed otherwise by your Account Manager.

3️⃣ Check the Field Instructions

Each green column contains guidance explaining:

• What information is required
• Which format should be used
• Whether specific codes or values are required

To view the instructions:

🖱️ Hover your mouse over the column header

A comment box will appear with the data entry requirements.

Examples

The comments may explain:

• Date format requirements
• Country code requirements (e.g. DE, FR, ES)
• Accepted transaction types
• VAT value formats
• Required product information

Following these instructions carefully will help prevent upload errors.

4️⃣ Enter Your Sales & Refund Data

You may:

✅ Manually enter transactions

or

✅ Export data from your sales channel and copy it into the template

When completing the file:

• Replace any example data with your own transactions
• Keep all column names unchanged
• Do not add, remove, rename or move columns
• Ensure dates, country codes and VAT values are accurate

⚠️ Changing the template structure may cause the upload to fail.

5️⃣ Save Your File

Once completed, save the file.

If using spreadsheet software such as Excel or LibreOffice, ensure the file remains in the required CSV format when saving.

6️⃣ Upload the File

Return to:

Settings → Integrations → Manual Upload

Click:

Upload My File

and select your completed Sales & Refunds file.

7️⃣ Review the Upload Result

After uploading:

✅ Green Success Message

A green confirmation message means your file has been uploaded successfully.

❌ Red Error Message

A red error message means one or more issues have been detected.

If this happens:

1. Scroll down to review the detailed error message(s)
2. Correct the affected rows
3. Save the file
4. Upload the file again

⚠️ Common Upload Errors

The most common issues include:

• Missing mandatory fields
• Incorrect date formats
• Invalid country codes
• Incorrect VAT values
• Duplicate transactions
• Missing buyer country information
• Altered template structure
• Values entered in the wrong format

Most upload errors can be resolved by reviewing the instructions attached to the green columns.

🌍 Why Accurate Sales & Refund Reporting Matters

Accurate transaction reporting helps ensure:

✅ Correct VAT returns

✅ Correct OSS reporting

✅ Accurate country allocation of sales

✅ Reduced compliance risks

Incorrect or incomplete data may result in:

❌ Underreported VAT

❌ Incorrect OSS declarations

❌ Tax authority queries

❌ Penalties during audits

🔑 Key Takeaways

📊 Only complete the green columns within the template.

🖱️ Hover over each green column heading to view the data entry instructions.

📅 Upload your transactions by the 4th day of the following month whenever possible.

⚠️ Do not modify the structure of the template.

✅ Always review any error messages before re-uploading your file.

🛟 Need Help?

If you experience difficulties completing or uploading the template:

📌 Review the Help Centre guidance and video tutorials.

📌 Carefully read any upload error messages.

📌 Contact your Account Manager or Registration Assistant for support.

We're happy to help.