How does the Galaxus customs clearance solution work?

Overview: Merchant Programme

Table of Contents

EU-Hub

The EU hub is our simple, all-inclusive solution and gateway to the Swiss market. It’s a fully integrated customs clearance solution that allows merchants from the EU to connect to the Galaxus online shops.

This smart cross-border solution can be used either by EU merchants registered in the Swiss VAT register (tax representation) or by EU merchants without tax representation. Irrespective of this, the requirements listed further below must be implemented.

The forwarding process for logistics to Switzerland including declaration, customs clearance and VAT payment is described in the following:

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Fig. 1 Forwarding process

The returns process is also carried out via the EU hub:

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Fig.2 Returns process

Requirements for merchants

To ensure seamless integration into the EU hub, merchants must fulfil the following requirements:

• Headquarters in the EU (European Union).

• Automated integration via the product and order data interface («openTRANS») at a minimum in the forwarding process.

  • A dispatch notification must be transmitted containing the consignment number per parcel and the items in it.

  • The tracking number of the parcel service must be scannable as a barcode on the package label. The major parcel services DHL, DPD, UPS, etc. already display the shipment number as a barcode on the label.

  • The OrderId (purchase- or salesOrderId) must be visible on the label as a reference number.

• Due to German customs requirements, the merchant must be in possession of an active EORI number (Economic Operators Registration and Identification).

• The exact weight (net packaging weight = article weight + original packaging), the German customs tariff number (TARIC) as well as the country of origin of all products shall be submitted in the product feed.

• The export trade invoice to the end customer shall be transmitted and made available electronically.

Location addresse

Export trade invoice

The transmission of a digital trade invoice to the end customer is considered mandatory for the use of the EU hub customs solution. Galaxus offers its partners two variants for transmission, with a choice between one invoice per order or one invoice per delivery/package. The two variants differ mainly in the file naming convention of the PDF file and the content of the invoice.

Please find the requirements for transmitting the digital trade invoice to Galaxus in the «trade invoice user guide».

Required information in the export trade invoice

Merchants without tax representation

The export trade invoice for merchants without tax representation must include at least the following information:

• Name and address of biller (must be within the EU)

• Billing address of the customer (in Switzerland)

• Order number must match with the transmitted purchase order number of Galaxus

• Incoterms: DAP

• Net invoice amount (without sales tax!) in EUR

• Legal note that invoice belongs to a tax-free delivery: tax-free export delivery in accordance with § 4 No. 1a) in conjunction with § 6 UstG

• Note payment via digitec.ch / galaxus.ch (see sample invoice)

Please find a sample export trade invoice for merchants without tax representation here.

Merchants with tax representation

The export trade invoice for merchants with tax representation must include at least the following information:

• Name and address of biller (must be within the EU)

• Billing address of the customer (in Switzerland)

• Order number must match the transmitted purchase order number of Galaxus

• Information about the importer, incl. Swiss VAT number

• Incoterms: DDP

• Total invoice amount incl. VAT (plus separate disclosure of VAT)

• Legal note that invoice belongs to a tax-free delivery: tax-free export delivery in accordance with § 4 No. 1a) in conjunction with § 6 UstG

• Note payment via digitec.ch / galaxus.ch (see sample invoice)

Please find a sample export trade invoice for merchants with tax representation here.

In both cases, the export trade invoice should not contain the following information:

• Return address

• delivery address EU-Hub

Requirements from 01.01.2025

The export trade invoice for all EU Hub merchants must include at least the following information:

• Name and address of biller (must be within the EU)

• Billing address of the customer (in Switzerland)

• Order number must match the transmitted purchase order number of Galaxus

• Net invoice amount (without sales tax!) in EUR or CHF

• Legal note that invoice belongs to a tax-free delivery: tax-free export delivery in accordance with § 4 No. 1a) in conjunction with § 6 UstG

• Note Payment via digitec.ch / galaxus.ch (see sample invoice)

The export trade invoice should not contain the following information:

• Return address

• delivery address EU-Hub

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Looking for a Swiss fiscal representation?

As of January 1, 2019, foreign mail order companies are subject to VAT in Switzerland if they generate an annual turnover of at least CHF 100,000.00 from small consignments (small consignments = <62 CHF value of goods) to customers in Switzerland. This means that according to the Swiss Federal Law on Value Added Tax, a person resident in Switzerland must be designated to represent the company as a VAT fiscal representative. cmt AG is our partner and supports you in the correct set-up in Switzerland regarding customs, goods invoicing as well as the payment of VAT. The contact details of cmt AG can be found here.

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