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Practical Handbook VAT 2021

Taxpayers' accounting obligations

Entrepreneurs or professionals, taxable persons of VAT, must keep the following registers:

  1. Register of invoices issued.

  2. Register of invoices received.

  3. Register of investment goods.

  4. Register of certain intra-Community transactions.

  5. Special registry books:

    • Record book of transactions carried out under the simplified regime.

    • Register of operations carried out under the special regime for agriculture, livestock and fishing.

    • Receipts issued to justify the reimbursement of compensation for the purchase of goods or services from taxpayers under the special scheme for agriculture, livestock and fisheries.

    • Register of transactions carried out under the special regime for second-hand goods, works of art, antiques and collectors' items.

    • Registration of transactions included in the special schemes applicable to distance sales and certain domestic supplies of goods and services.

The books or registers which taxable persons are required to keep in order to comply with their tax or accounting obligations may be used for the purposes of VAT, provided that they comply with the established requirements.

If taxable persons are the owners of several establishments located in the territory where the tax is levied and are not obliged to keep the registers through the E-Office, they may keep, in each of these establishments, registers in which they shall record separately the transactions carried out from these establishments, provided that the summary entries thereof are transferred to the corresponding general registers to be kept at the taxable person's tax domicile.

The Tax Administration Department of the State Tax Administration Agency may authorise the replacement of these registry books by different registry systems, as well as the modification of the requirements demanded for the registry entries, provided that they respond to the administrative and accounting organisation of the taxpayers and that the verification of their tax obligations is guaranteed.He may also authorise that the register books of invoices issued and received do not contain all the statements or information referred to in Articles 63.3 and 64.4 of the VAT Regulation, as well as the making of summary entries under conditions other than those indicated in Articles 63.4 and 64.5 of the said Regulation, when he considers that commercial or administrative practices in the sector of activity in question, or the technical conditions for issuing invoices, accounting supporting documents and customs documents, make it difficult to record these statements and information.

Requirements if the books are kept by electronic and computerised means:

Entrepreneurs or professionals who use electronic and computerised means to manage invoicing, accounting and the generation of taxable books and records must keep in electronic format, during the limitation period, the files, databases and programmes necessary to allow complete access to them without justified delay, enabling adequate control.

Register books through the Tax Agency's Electronic Headquarters:

The obligation to keep the registers of invoices issued, received, investment goods and certain intra-Community transactions must be complied with for certain groups of taxpayers electronically, through the State Tax Administration Agency's Electronic Headquarters.

This system of keeping the registry books is known as "Immediate Supply of Information", and the obliged group is integrated in accordance with the provisions of article 62.6 of RIVA:

  • On a compulsory basis: by taxable persons who have a monthly VAT settlement period of:

    • Registered with REDEME (Monthly VAT Return Registry)
    • Large Businesses (turnover of over €6,010,121.04)
    • Groups of VAT
  • On a voluntary basis: by those taxable persons who are not obliged to do so but decide to make use of it.To this end, they may exercise this option at any time in the census declaration, being included from the first settlement period that begins after the exercise of this option.

    Those taxpayers who have voluntarily opted for the SII, will maintain their quarterly settlement period.

The Tax Agency's website offers the "SII virtual assistant help service, which provides an immediate response to queries about the SII.