Upload VAT evidence for a tax-exempt delivery

The task "VAT evidence pending" holds back a tax-exempt invoice until there is proof of the movement of goods. On the dashboard it is marked "Proof missing". The task reminder by email, which is in German, lists it as "USt-Nachweis offen: Bestellung wartet auf Ausfuhr-/Gelangensnachweis".

What happened

For exports to non-EU countries and for deliveries to businesses in other EU countries, Rechnungskit issues the invoice without VAT. That requires evidence. Usually Rechnungskit builds it itself from the shipment with a tracking number. The task appears when that is not enough:

Up to €1,000 of goods value no electronic export declaration is needed, and the shipping document is enough (UStAE section 6.6(1) no. 1(c) and 6.7(1a)). Above that, the export is declared electronically in ATLAS, and you prove it with the exit notice (Ausgangsvermerk, UStAE section 6.7(1)). Rechnungskit measures the threshold against the gross amount of the whole order.

Why Rechnungskit stops here

The tax exemption requires you to prove the export or the arrival in the other EU country (§ 6(4) and § 6a(3) UStG, §§ 8 ff. and 17a ff. UStDV). An invoice with the wrong tax can no longer be corrected in the archive. So Rechnungskit holds the document back instead of issuing it tax-exempt without evidence, or with German VAT just to be safe.

Sources (German): § 6 UStG, § 6a UStG, § 8 UStDV, § 17a UStDV, UStAE sections 6.6 and 6.7

How to resolve it

1. On the dashboard, click "Open orders" on the task and find the order whose number is in the task text.
2. The order's row shows "VAT evidence: missing". If the movement of goods is still unclear, it says "VAT evidence: review". Clicking it opens the evidence form.
3. Upload the evidence; for exports over €1,000 that is the exit notice from ATLAS.
4. If, according to your document rules, you keep your evidence in shipping software, the order shows "VAT evidence: external". But kept externally does not mean checked: Rechnungskit cannot confirm evidence it has never seen. To release the invoice, upload it for this order anyway. It then applies to exactly this order; your general setting does not change.

When the task closes on its own

Uploading alone does not create the invoice yet. Once the evidence is there, the tax-exempt invoice is created at the next matching run, and only then does the task close.

If the shipping automation confirms the evidence itself, for example for a shipment up to €1,000 with tracking, this happens without you doing anything.

Related settings

• Connections → Document rules → Evidence: keep evidence in Rechnungskit or in an external system
• Orders → "Export evidence": all evidence for a period as a ZIP, shown once there are invoiced orders that require evidence