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> home > VAT Refund LU > VAT Refund LU > Table of content > Managing the address book

Managing the address book

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A) General

You can add regular suppliers to your address book in order to avoid having to repeatedly enter this information.

It is recommended that you always enter the supplier's intra-community VAT identification number where possible. However, for suppliers based in Germany that do not have an intra-community VAT identification number, the national tax identification number should be used.

Invoices from suppliers that do not have an intra-community VAT identification number are treated by some Member States of refund as simplified invoices; such simplified invoices are often subject to restrictions on their maximum permitted amounts.

There is only one address book linked to the main VAT file of the legal entity. Representatives handling applications for several taxable persons must combine all of their clients' suppliers in this address book.


B) Adding a supplier's address

You can add an address to the address book on the address book management screen, or when entering an invoice or an import, by ticking the corresponding box.

The system does not stop you from entering or importing duplicate addresses. Users are in charge of maintaining their address books in line with their own requirements.


C) Exporting an address book

The Export button saves all the suppliers in the address book in CSV format (comma separated values, with a semi-colon separating the values) which can be read by most spreadsheets. You can subsequently edit and add to the data in the file to import it, if necessary.

Some tools feature automatic conversions, which can produce unexpected results such as a house number (2-4) being converted to a date (02-Apr). It is up to the user to choose the most appropriate tool in line with their requirements.

If you intend to subsequently import the file, it is important not to change the file structure or format, i.e., not to add or delete columns or save it in another format, even if your spreadsheet tool suggests doing so.

See also:


D) Importing an address book

The Import button imports suppliers from a file in CSV format (comma separated values, with a semi-colon separating the values). The file in CSV format to be imported into the address book must match the structure predefined by the Luxembourg tax department. You can obtain the structure either by exporting your existing address book, even if it is empty, or by downloading the template to your computer.

The Type_reference column must contain one of the following values:

  • VAT_IDENTIFICATION_NUMBER if the Numero_reference is an intra-community VAT identification number (standard case),

  • TAX_REFERENCE_NUMBER if the Numero_reference is a national tax identification number (see also under General).

Two import methods are available:

  • Erasing the existing address book before uploading the new one: Existing suppliers are deleted before uploading the file in CSV format. This deletion is irreversible, even if the import of new suppliers fails. You are advised to export the existing suppliers in order to have a backup copy before performing this operation.

  • Keeping the existing addresses: The suppliers listed in the file are added to the address book regardless of any duplicates.

Incomplete addresses are not included in the import of the file in CSV format.

To facilitate finding recently imported suppliers, the list in the address book can be sorted by the date on which an address was last changed.


E) Adding addresses from a secondary VAT file

This function is only available if you have several VAT files for your legal entity.

The Retrieve button adds all the address books linked to secondary VAT files to the address book of the main VAT file.

The address books of the secondary VAT files are deleted during this operation. The system does not check for duplicates, i.e. all the suppliers in the secondary VAT files are added regardless of whether a supplier is already in the address book of the main VAT file.


F) Deleting an address or a selection of addresses

Deletion is irreversible. You are advised to export the addresses before carrying out any reorganisation, which could result in errors.


G) Limit on the number of addresses

The number of suppliers in the address book is limited. This limit is high enough to allow reasonable use of the application.

Once the limit has been reached, no further suppliers can be added.

The tax department does not disclose the exact value of this limit and reserves the right to change it at any time without notice.


H) Related information


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This help applies to VAT Refund portal version 8.0 and above.

Version of this page: 2016-08-01-15



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