In the event a customer orders a product via bol.com, he will automatically receive a payment overview (in Dutch: betaaloverzicht) of bol.com with the sales price of each item. Bol.com is in charge of providing the payment overview as well as processing the payment.
You – as a partner of bol.com – must comply with the legal obligations that you have as a business. This includes, but is not limited to, issuing a correct invoice for the business customer or your cross-border sales. For example, when you supply an item to a business customer, it is mandatory to issue a correct invoice since you are the party selling the product to the customer and not bol.com. You can read more about this on the website of the Tax Authorities.
Please note that in order to comply with this specific legal obligation, it is required to add the invoice to the shipment of the business customer or send the invoice to the business customer via (preferable) e-mail.
In order to generate the invoice, you will need the billing details. You can find this information at the ‘get single order by order id‘ endpoint (in case of an order) or in the ‘get shipment by shipment id‘ endpoint in case of a shipment.
Due to GDPR (in Dutch: AVG), we only expose the billing information for a maximum of 30 days, based on the date of the order. After 30 days, the billingDetails element is omitted from the response. Be sure you create the invoice in time. This logic applies to both the order and the shipment.
When generating the invoice, note that your bank account number must not be mentioned on the invoice. The customer pays – as you are used to – to bol.com.
Your own costs, such as the commission fee and shipping costs, must not be stated on the invoice. To ensure consistency for the customer, the sum of the purchased products on the bol.com platform must match the amount paid to bol.com.
In case an order was ordered from a business account we strongly advise you to send an invoice immediately after shipping the products in order to make sure you are compliant with your legal obligations.
Different rules are applicable to the VAT treatment of deliveries of products abroad. The VAT treatment of cross-border supplies depends on the country to which the products are sent, the VAT status of your business (e.g. are you VAT registered in that country) and on the VAT status of the customer. For all cross-border activities, advice on local rules and obligations should be obtained.
In case your products are sent to a private customer in another EU country, different rules can apply per country. For your sales via bol.com you can only deliver products to Dutch or Belgian private customers.
In principle foreign VAT rate must be applied and the VAT tax declaration must be done in that specific country, unless the sales revenue remains below the applicable threshold.
As a company you are obligated to keep track about the sales revenue per country and, in case you exceed the distance selling threshold, you are obligated to register your company abroad for VAT purposes. You can find more information about this on the website of the Tax Office.
Please note that the VAT rules for distance sales within Europe will change as of 2021. Local VAT of the EU country to which you will supply the goods will be due without exceeding the threshold.
Currently it is not possible to sell products to a business customer outside of your own country.
It may occur that a business customer – located in another country – orders a product from your company with a private account and requests an invoice. In this case you did a cross-border delivery to a business customer which is considered as an intra-community supply. The unfortunate result is that you are obligated – under specific conditions – to provide an invoice with a 0% VAT rate. You can find more information about intra-community supplies on the website of the Tax Office.
In case the sale qualifies as an intra-community supply the consequence is that the business customer paid an amount for the product to bol.com which was including VAT instead of the 0% VAT rate.
In this specific case the business customer can request a corrected invoice with 0% VAT and the already paid VAT rate back from you as a seller. The reason is that not your company but the business customers company is responsible for the VAT Payment to the Belgium or Dutch Tax authority (depended on the location of the customer).
In the tax-return of your business this specific sale is also considered as an intra-community supply (ICL 0%) as such there is no financial impact on your side.
Be aware that bol.com cannot avoid this scenario to happen. Due to the reason that bol.com is no party between the fiscal obligations of the seller towards the customer we advise to resolve this issue directly with the customer.