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Check a VAT number in VIES

How to check from the customer record that an EU VAT number is valid in VIES and keep the result as evidence for intra-EU supplies.

Where to find it
Customers & suppliers → contact record → Check VIES

Open in Nanus

What it is for

The European Commission’s VIES (VAT Information Exchange System) tells you whether a VAT number is enabled for intra-EU transactions. For a zero-rated intra-EU supply of goods (VAT nature code N3.2) the customer must be VAT-registered in another member state and appear in VIES: it is wise to check and keep the evidence. Nanus stores the date, the result and the consultation number in the record.

How to do it

  1. Open the customer record. In Tax details enter the Country (state code, e.g. DE, FR; for Greece both GR and EL work) and the VAT number.
  2. Tap Check VIES. The button only appears for European Union countries, Italy included.
  3. Read the result: Valid in VIES on or Not found in VIES on, with the date, and the Consultation number when VIES issues one.
  4. If VIES returns a name and address you see them under the button: Use this data copies them into the record. The address is split into street, postcode and town only for Italian VAT numbers.
  5. Tap Save: the check stays in the record only once saved.

The consultation number is the evidence of the check: VIES issues it when the request also carries the requester’s VAT number. Nanus uses your company’s, taken from its details.

What Nanus checks

  • If you change the country or VAT number, the previous check is cleared and must be repeated.
  • On invoices with N3.2 lines to a customer in another member state, a warning appears if the VAT number is not valid in VIES.
  • A warning also appears if there is no check, or it is more than 90 days older than the invoice date.

Common problems

  • You do not see Check VIES: the VAT number is missing or the country is not in the European Union (for Northern Ireland use XI).
  • The customer’s state service or VIES itself is unavailable, overloaded or too slow: this is not a negative result, try again in a few minutes.
  • “The VAT number is not in the valid format for that state”: check the country and digits; the country prefix in front of the number can stay or go.
  • “VIES does not accept your company’s VAT number as requester”: check the VAT number in your company details.
  • Nanus cannot reach VIES: check your Internet connection.

Frequently asked questions

If VIES does not respond, can I issue the invoice?

Yes: the warning does not block issuing. The check protects you; repeat it as soon as the service is back and save the record.

Can I check an Italian VAT number?

Yes, the button is there for Italy too; invoice warnings, however, only concern customers in other member states.

See also