Especially in the case of limited liability companies, correct import settlement is crucial for accounting and tax security. Therefore, it is worth knowing who is responsible for what and what the entire process looks like in practice. Although it may seem complicated, understanding the roles of individual participants in this process – importer and customs agency – is the key to efficient and legal import of goods to Poland. Let’s go through this process step by step.
Importer, i.e. buyer on the front line
The decision to import the goods is just the beginning. Before the product reaches your warehouse, you need to take care of several key issues.
- EORI number – the absolute basis No number EORI you will not complete customs clearance in the EU. It is the entrepreneur’s identifier in the EU customs systems – you could say: a passport to the world of import.
- Product legality in the EU Not every product can be freely placed on the market. You need to make sure that:
- meets technical requirements and EU standards,
- has the required markings and certificates (e.g. CE, RoHS),
- is not subject to restrictions or additional permits,
- its import is not subject to restrictions. Responsibility for the compliance of the goods with the regulations always rests with the importer.
- Commercial terms – i.e. INCOTERMS Before you order goods, check your supplier carefully and ensure the terms and conditions. The so-called INCOTERMS. Delivery terms determine who bears the costs of transport, insurance, customs duties and when the risk of loss of the goods passes. This is not a detail in the contract – it is the basis for calculating import costs. Do you organize transport yourself? Is the supplier responsible for it? Both costs and formal obligations depend on this.
- Commercial documents – without them, the clearance process will not proceed The basis are:
- commercial invoice,
- packing list,
- transport documents,
- possible certificates and certificates of origin. Their completeness and correctness have a direct impact on the efficiency of clearance and subsequent accounting. And this is where the second key participant in the process appears.
Customs agency – your guide to procedures
Customs agency acts as a navigator. When you entrust her with clearance, she prepares the customs declaration and communicates with customs offices. On your behalf, it calculates customs duties and VAT, advises on tariff classification, and even represents you during a possible physical inspection of the goods.
In practice, a good agency:
- helps classify goods correctly (customs tariff code),
- verifies documentation,
- informs about deficiencies or irregularities,
- represents the importer during any inspection,
- advises on available simplified procedures.
If you use the simplified procedure (Article 33a), it is possible to settle VAT in your tax return without physically paying the tax at check-in. This makes a huge difference to the company’s financial liquidity.
After completing the briefing, you will receive a set of documents necessary for accounting, including:
- customs declaration,
- document confirming export in the case of re-export (e.g. IE599),
- commercial invoices,
- confirmation of payment of customs and tax duties.
Without these documents, the settlement will be correct import in the accounting books is impossible.
Why is correct import settlement so important?
Many entrepreneurs focuses on the purchase price and transportation costs, leaving out the tax aspect. Meanwhile incorrect settlement of import VAT may result in:
- the need to correct the declaration,
- calculation of interest,
- tax sanctions,
- tax audit.
A well-organized import process means:
- compliance with regulations,
- correct inclusion in the VAT records,
- safety during the audit,
- peace of mind for management and accounting.
Summary: what do you need to know as an importer?
If you import goods from outside the EU, you must remember that you are responsible for the compliance of documents, completeness of settlements and timely notifications. The customs agency can take over most of the formalities, but you – as the importer – are ultimately responsible to the tax office.
Therefore, if you plan import from China, the USA, Turkey or another country outside the EU – take care of:
- reliable supplier verification,
- clearly defined commercial conditions,
- complete documentation,
- cooperation with an experienced customs agency,
- accounting who knows the specifics of import settlements.
Import can be a real competitive advantage for your company – provided that it is well prepared from the formal and tax perspective.
If you need support in the accounting settlement of imports, it is worth consulting specialists who will guide you through this process safely and in accordance with the regulations.
Author: Karina Nowak, Senior Accountant, Aider Polska (MDDP Outsourcing)
