Managing VAT on imports can be a tricky task, especially when you’re dealing with customs clearance invoices across multiple countries. While the tax itself is usually recoverable, many companies still post it manually outside of SAP and that’s a missed opportunity for automation, accuracy, and compliance.
In this blog, I’ll Walk you through a best-practice approach I’ve used to help organizations automate VAT recovery in SAP, streamline tax reporting, and build audit-proof trails.
The Real Challenge with Import VAT
When companies import goods, they incur customs duties and VAT as part of the clearance process. These taxes are recoverable, but many businesses:
Post them manually to tax accountsAdjust VAT returns outside SAPBreak the audit trailSpend time reconciling errors at month-end
Sound familiar?
Let’s fix that.
The Smarter Way: Automating VAT Recovery in SAP
Instead of treating customs clearance like an afterthought, we can treat it like any other recoverable tax. SAP gives us the tools. We just need to use them right.
If you need step-by-step instructions with screenshots, refer to the detailed papers I’ve written. It is free to download.
Here’s a simplified version of the approach that has worked for several multinationals I’ve worked with.
Step 1: Get the Basics Right (Pre-requisites)
Before you post any customs invoice, make sure your user profile in SAP has the setting “Calculate Tax on Net Amount” checked.
Why?
It simplifies the tax calculation logic and reduces manual effort.
To check this:
Go to FB60Navigate to Editing OptionsEnable Calculate Tax on Net Amount
Step 2: Understand the Invoice
Here’s a sample customs invoice for importing goods into Mexico:
Description
Amount (MXN)
Assesses value of the Good imported
100000
Freight, Insurance and other expenses
10000
Assessed Value including Freight and Insurance (CIF)
110000
Import duty/fee on the Goods @ 10% on CIF
11000
Total Value of Goods including Import duty
121000
VAT Paid on the goods imported @ 16% on Total Value
19360
Customer clearing agent Fees
1000
Domestic Freight from Port to the customer location
500
Total Charges by Custom Clearing Agent
1500
VAT on custom clearing Fees @ 1600 on Total Charge
240
Total invoice amount from custom Clearing Agent (11000+19360+1000+500+240)
32100
Step 3 How to Calculate Base Amount for VAT
VAT should be calculated only on the applicable charges. Here’s how:
Import VAT Base =
Value of Goods + Freight + Insurance + Import Duty
= 100,000 + 10,000 + 11,000 = 121,000 MXNAgent VAT Base =
Agent Fees + Domestic Freight
= 1,000 + 500 = 1,500 MXNThen, VAT = Base × Tax RateImport VAT = 121,000 × 16% = 19,360 MXNAgent VAT = 1,500 × 16% = 240 MXN
These base amounts must match what SAP uses when calculating tax. Input the values correctly with tax codes on the respective line items. If you’re using a tax engine (like Vertex), confirm the logic aligns with tax jurisdiction settings.
Step 4: Post the Invoice Using FB60 (Similar process while using MIRO)
Here’s what to enter in SAP:
Field Name
Mandatory or Optional
Value to be Input
Transition
Mandatory
Select Invoice (R)
Vendor
Mandatory
Enter the SAP Vendor Number for the customs clearing agent
Document Date
Mandatory
Enter the invoice date
Posting Date
Mandatory
Enter the date you are posting the invoice in SAP
Reference
Optional
Customer Clearing Agent Invoice Number
Document Type
Mandatory
Use KR (standard for vendor invoice) or the appropriate document type
Amount
Mandatory
Enter the total invoice amount as per the customs clearing invoice
Currency
Mandatory
Enter the invoice currency
Calculate Tax
Mandatory
Tick this box (essential if 3rd party tax engine is connected)
Text
Optional
Free Field to enter anything meaningful.
Line 1
Mandatory
Choose the appropriate expense GL account, set the indicator to S (Debit), enter the import duty amount from the invoice, and assign the correct cost center. Do not enter a tax code for this line.
Line 2
Mandatory
Select the correct expense GL account, set the indicator to S (Debit), enter the customs clearing agent fees from the invoice, and add the appropriate tax code and cost center. If your system uses jurisdiction-based tax calculation, also enter the tax jurisdiction code.
Line 3
Mandatory
Choose the appropriate expense GL account, set the indicator to S (Debit), enter the amount for any additional charges (e.g., freight), and include the relevant tax code and cost center. If jurisdiction-based tax is enabled, also enter the tax jurisdiction code.
Line 4 (Calculate tax on Net is ticked)
Mandatory
Select the Tax Control GL account (the balance of this account should be zero after posting), set the indicator to S (Debit), and enter the tax base amount from the previous step (when “Calculate Tax on Net Amount” is ticked). Add the appropriate tax code and cost center. If jurisdiction-based tax is enabled, also enter the tax jurisdiction code so the system can calculate the recoverable tax accurately.
Line 4 (Calculate tax on Net is not ticked)
Mandatory
Select the Tax Control GL account (the balance of this account should be zero after posting), set the indicator to S (Debit), and enter the tax base amount calculated in the previous step (when “Calculate Tax on Net Amount” is not ticked). Include the relevant tax code and cost center. If jurisdiction-based tax is enabled, also enter the tax jurisdiction code to ensure the system calculates the recoverable tax correctly.
Line 5
Mandatory
Select the Tax Control GL account (the balance of this account should be zero after posting), set the indicator to H (Credit), and enter the tax base amount calculated in the previous step (when “Calculate Tax on Net Amount” is ticked). Add the cost center.
Note: Do not enter any tax code for this line item.
Pro Tip:
For tax control lines, the balance should net to zero after posting. Jurisdiction-based tax? Don’t forget to input that as well.
Step 5: Simulate Before Posting
Always click “Simulate” in FB60 before posting. This will:
Show you how SAP calculates the tax based on the base amountsConfirm that debits = creditsHelp verify if all tax lines are hitting the correct GL accounts
If there’s a mismatch, double-check the tax base amount and tax code settings.
️ Step 6: Troubleshooting Common Issues
Here are a few errors I’ve encountered—and how to fix them:
Tax not computed? → Check tax code and make sure “Calculate Tax” is selected. If you’re using a tax engine like Vertex, make sure it’s not marked as exempt.Debits ≠ Credits? → Likely due to incorrect tax base or missed settings.Multiple ship-to addresses? → Either split the invoice or handle each jurisdiction’s tax base separately.
Real-World Results
In the past, companies I’ve worked with were posting these taxes manually and handling VAT adjustments offline. That led to:
Inefficient period-end closingsBroken audit trailsRisk of compliance errors
After implementing this structured approach:
Tax reports aligned automaticallyAudit trails were fully system-basedManual work dropped dramaticallyTax teams shifted focus from grunt work to strategy
In some cases, it even helped reduce FTEs in tax operations—because SAP did the heavy lifting.
Final Thoughts
If your customs VAT recovery is still manual, it’s time to modernize. This SAP-based approach ensures:
Accurate reporting Faster closings Stronger compliance Less manual work
As digital tax reporting becomes more common worldwide, building these automations now will set you up for future success.
Want to implement something similar in your organization? Feel free to connect. I’m always happy to talk SAP, tax automation, and process improvement.
OR,
again, if you need step-by-step instructions with screenshots, refer to the detailed papers I’ve written. It is free to download.
Managing VAT on imports can be a tricky task, especially when you’re dealing with customs clearance invoices across multiple countries. While the tax itself is usually recoverable, many companies still post it manually outside of SAP and that’s a missed opportunity for automation, accuracy, and compliance.In this blog, I’ll Walk you through a best-practice approach I’ve used to help organizations automate VAT recovery in SAP, streamline tax reporting, and build audit-proof trails. The Real Challenge with Import VATWhen companies import goods, they incur customs duties and VAT as part of the clearance process. These taxes are recoverable, but many businesses:Post them manually to tax accountsAdjust VAT returns outside SAPBreak the audit trailSpend time reconciling errors at month-endSound familiar?Let’s fix that. The Smarter Way: Automating VAT Recovery in SAPInstead of treating customs clearance like an afterthought, we can treat it like any other recoverable tax. SAP gives us the tools. We just need to use them right.If you need step-by-step instructions with screenshots, refer to the detailed papers I’ve written. It is free to download.Streamlining and Automating VAT Refund on Customs Clearance Invoices: A Best-Practice Guide Using SAPHere’s a simplified version of the approach that has worked for several multinationals I’ve worked with. Step 1: Get the Basics Right (Pre-requisites)Before you post any customs invoice, make sure your user profile in SAP has the setting “Calculate Tax on Net Amount” checked.Why?It simplifies the tax calculation logic and reduces manual effort.To check this:Go to FB60Navigate to Editing OptionsEnable Calculate Tax on Net Amount Step 2: Understand the InvoiceHere’s a sample customs invoice for importing goods into Mexico:DescriptionAmount (MXN)Assesses value of the Good imported100000Freight, Insurance and other expenses10000Assessed Value including Freight and Insurance (CIF)110000Import duty/fee on the Goods @ 10% on CIF11000Total Value of Goods including Import duty121000VAT Paid on the goods imported @ 16% on Total Value19360Customer clearing agent Fees1000Domestic Freight from Port to the customer location500Total Charges by Custom Clearing Agent1500VAT on custom clearing Fees @ 1600 on Total Charge240Total invoice amount from custom Clearing Agent (11000+19360+1000+500+240)32100Step 3 How to Calculate Base Amount for VATVAT should be calculated only on the applicable charges. Here’s how:Import VAT Base =Value of Goods + Freight + Insurance + Import Duty= 100,000 + 10,000 + 11,000 = 121,000 MXNAgent VAT Base =Agent Fees + Domestic Freight= 1,000 + 500 = 1,500 MXNThen, VAT = Base × Tax RateImport VAT = 121,000 × 16% = 19,360 MXNAgent VAT = 1,500 × 16% = 240 MXNThese base amounts must match what SAP uses when calculating tax. Input the values correctly with tax codes on the respective line items. If you’re using a tax engine (like Vertex), confirm the logic aligns with tax jurisdiction settings. Step 4: Post the Invoice Using FB60 (Similar process while using MIRO)Here’s what to enter in SAP:Field NameMandatory or OptionalValue to be InputTransitionMandatorySelect Invoice (R)VendorMandatoryEnter the SAP Vendor Number for the customs clearing agentDocument DateMandatoryEnter the invoice datePosting DateMandatoryEnter the date you are posting the invoice in SAPReferenceOptionalCustomer Clearing Agent Invoice NumberDocument TypeMandatoryUse KR (standard for vendor invoice) or the appropriate document typeAmountMandatoryEnter the total invoice amount as per the customs clearing invoiceCurrencyMandatoryEnter the invoice currencyCalculate TaxMandatoryTick this box (essential if 3rd party tax engine is connected)TextOptionalFree Field to enter anything meaningful.Line 1MandatoryChoose the appropriate expense GL account, set the indicator to S (Debit), enter the import duty amount from the invoice, and assign the correct cost center. Do not enter a tax code for this line.Line 2MandatorySelect the correct expense GL account, set the indicator to S (Debit), enter the customs clearing agent fees from the invoice, and add the appropriate tax code and cost center. If your system uses jurisdiction-based tax calculation, also enter the tax jurisdiction code.Line 3MandatoryChoose the appropriate expense GL account, set the indicator to S (Debit), enter the amount for any additional charges (e.g., freight), and include the relevant tax code and cost center. If jurisdiction-based tax is enabled, also enter the tax jurisdiction code.Line 4 (Calculate tax on Net is ticked)MandatorySelect the Tax Control GL account (the balance of this account should be zero after posting), set the indicator to S (Debit), and enter the tax base amount from the previous step (when “Calculate Tax on Net Amount” is ticked). Add the appropriate tax code and cost center. If jurisdiction-based tax is enabled, also enter the tax jurisdiction code so the system can calculate the recoverable tax accurately.Line 4 (Calculate tax on Net is not ticked)MandatorySelect the Tax Control GL account (the balance of this account should be zero after posting), set the indicator to S (Debit), and enter the tax base amount calculated in the previous step (when “Calculate Tax on Net Amount” is not ticked). Include the relevant tax code and cost center. If jurisdiction-based tax is enabled, also enter the tax jurisdiction code to ensure the system calculates the recoverable tax correctly.Line 5MandatorySelect the Tax Control GL account (the balance of this account should be zero after posting), set the indicator to H (Credit), and enter the tax base amount calculated in the previous step (when “Calculate Tax on Net Amount” is ticked). Add the cost center.Note: Do not enter any tax code for this line item.Pro Tip:For tax control lines, the balance should net to zero after posting. Jurisdiction-based tax? Don’t forget to input that as well. Step 5: Simulate Before PostingAlways click “Simulate” in FB60 before posting. This will:Show you how SAP calculates the tax based on the base amountsConfirm that debits = creditsHelp verify if all tax lines are hitting the correct GL accountsIf there’s a mismatch, double-check the tax base amount and tax code settings. Step 6: Troubleshooting Common IssuesHere are a few errors I’ve encountered—and how to fix them:Tax not computed? → Check tax code and make sure “Calculate Tax” is selected. If you’re using a tax engine like Vertex, make sure it’s not marked as exempt.Debits ≠ Credits? → Likely due to incorrect tax base or missed settings.Multiple ship-to addresses? → Either split the invoice or handle each jurisdiction’s tax base separately. Real-World ResultsIn the past, companies I’ve worked with were posting these taxes manually and handling VAT adjustments offline. That led to:Inefficient period-end closingsBroken audit trailsRisk of compliance errorsAfter implementing this structured approach:Tax reports aligned automaticallyAudit trails were fully system-basedManual work dropped dramaticallyTax teams shifted focus from grunt work to strategyIn some cases, it even helped reduce FTEs in tax operations—because SAP did the heavy lifting. Final ThoughtsIf your customs VAT recovery is still manual, it’s time to modernize. This SAP-based approach ensures: Accurate reporting Faster closings Stronger compliance Less manual workAs digital tax reporting becomes more common worldwide, building these automations now will set you up for future success.Want to implement something similar in your organization? Feel free to connect. I’m always happy to talk SAP, tax automation, and process improvement.OR,again, if you need step-by-step instructions with screenshots, refer to the detailed papers I’ve written. It is free to download.Streamlining and Automating VAT Refund on Customs Clearance Invoices: A Best-Practice Guide Using SAP Read More Technology Blog Posts by Members articles
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