- How do I create a separate item for delivery charges?
- What does the product type ‘ancillary service’ mean?
- How do I calculate fees or packaging costs on the invoice?
- How do I ensure that delivery charges are treated correctly for tax purposes?
- Create an item for cash-on-delivery charges
Tax automation in order managementMark products as ancillary services for postage and handling charges
In this article, you will learn how to mark items such as delivery costs, packaging or charges as ancillary services. This is ideal for items that you wish to manage as separate items in order management without having to deal with the tax-related complexities manually.
By changing the product type to ‘ancillary service’, you ensure that these items automatically follow the tax treatment of the main goods. This simplifies invoicing for international sales and ensures legally compliant processing throughout the entire process chain.
How to mark products as ancillary servicesSteuerliche Korrektheit für Versand und Gebühren
To ensure your postage costs and charges are always in compliance with tax regulations, correct classification is crucial. This guide walks you through categorising them as ancillary services, so that your system can handle the tax calculations fully automatically and correctly on your behalf.
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Change the product type in the master data
First, open the master data for an existing or new product, such as ‘Shipping costs – freight forwarder’. From the drop-down menu for the product type, select the option ‘Ancillary service (e.g. shipping costs, fee, packaging)’. Note: As soon as you select this type, the options for condition (New/Used) and the fields for packaging dimensions will be hidden, as these are not required for ancillary services.
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Save product
Click Save. The product is now permanently stored in the system as an ancillary service and will be reliably recognised system-wide throughout the entire process – from the order right through to the final invoice.
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Add a product to an order
Add the product to an order – either via the shopping basket in the online shop or manually in the order editor. The service type ‘Ancillary service’ will now automatically be displayed for this item in the list of order items.
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Issuing an invoice and a tax audit
Create the invoice from the order. The system ensures that the ancillary service follows the main service for VAT purposes. Example: If a company from Austria with a valid VAT number purchases both physical goods and this ancillary service, the ancillary service is also shown on the invoice as a VAT-exempt intra-Community supply.
Tax logic and system behaviourAdvice and warnings regarding ancillary benefits
An ancillary supply does not have its own tax status. It is always treated in the same way as the main supply. The system automatically ensures the correct tax allocation for mixed invoices.
- Proportional allocation: If an invoice contains both goods and services, the ancillary service is automatically allocated on a pro rata basis according to the net amounts.
- Editor benefit: When you add a product directly in the invoice editor, the service type ‘Ancillary service’ is already preselected for you.
Important note on delivery charges: The standard field for delivery charges on the invoice is not affected by this setting, as it is permanently linked to the goods. Use the ‘Ancillary service’ product type for manual charges or packaging costs.
- Technical import: For XML interfaces, use the tag <productType>ancillary</productType>.
- Payment providers: These items are usually transmitted to payment service providers as a ‘handling fee’.