If your business imports goods into the UK, you’ve probably heard about the postponed import VAT statement, also known as a PIVA statement. But what exactly is it, where do you find it, and what are you supposed to do with it once you’ve got it?

These are the common questions, asked by often confused VAT registered businesses owners who are confronted with a PIVA for the first time. But there’s no need to get PIVAd-off…😬

Our quick and simple guide will show you how to get your postponed VAT statement, what it actually means, how to check it, what to do if something looks wrong, and how to use it when completing your VAT return.

For seasoned importers and VAT newbies alike, understanding your PIVA is key to keeping your books in order and your cash flow happy.

What is the postponed import VAT statement (PIVA)?

The postponed import VAT statement, or PIVA for short, is a monthly statement provided by HMRC. It shows the import VAT you need to account for on import declarations made using postponed VAT accounting.

Instead of paying import VAT upfront at the border (which can be a serious cash flow killer), postponed VAT accounting lets you account for it on your VAT Return. That means you declare it in your return and, if you're eligible, reclaim it at the same time. So win-win!

Your PIVA statement gives you a breakdown of the VAT amounts for each relevant import, so you’ve got a clear record of what you owe (and can reclaim). It’s only available online, and you’ll need it every month when it’s time to do your VAT Return.

In short:

• It saves you having to pay import VAT straight away
• It’s essential for completing your VAT Return accurately
• It keeps HMRC happy (and that’s always a good thing)

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How to get your postponed VAT statement

Getting hold of your postponed VAT statement is actually pretty straightforward, as long as you know where to look. HMRC doesn’t send it to you automatically, so you’ll need to log in and download it yourself each month.

Step-by-step guide:

1. Log in to your Government Gateway account‍

Head to the HMRC sign-in page and enter your credentials.

2. Go to the Customs Declaration Service (CDS)‍

If it’s your first time, you might need to register for CDS - it's free and only takes a few minutes.

3. Access your PIVA statements‍

Once you’re in the CDS dashboard, you’ll see an option to view your Postponed Import VAT Statements. Click through and download the relevant month.

Your statement will usually be available by the 10th working day of the month. HMRC says you can access a statement for six months from the date it was published, after that it is archived. And that’s it! You’re now ready to use your PIVA to help complete your VAT Return.

How to check your postponed import VAT statement

At first glance, it might look like a wall of numbers. But once you know what you’re looking at, it’s actually pretty straightforward. Your postponed VAT statement is a monthly breakdown of import VAT accounted for on relevant imports.

Here’s what you’ll typically see on the statement:

Key sections explained:

• ‍Entry number – A unique reference for each import. Handy for matching up with your shipping records.‍
• Import date – The date HMRC accepted the import declaration.‍
• Declarant's reference number – The reference used by the person or organisation making the declaration. ‍
• Declarant’s EORI number – The reference number used by the person or organisation making the declaration.‍
• VAT amount – The amount of VAT you’re accounting for on your return (and can usually reclaim in the same period).

What to check on your PIVA statement

Before using your statement to complete your VAT return, check the entries against your own customs records. In particular, check:

• The statement covers the correct month.
• The EORI number is correct.
• The individual import entries match your records.
• The import VAT amount looks correct.
• There are no duplicate entries.
• There aren’t any imports missing from the statement.

HMRC has identified cases where entries have been duplicated on monthly PIVA statements, so it’s particularly important to check for this.

What if your PIVA statement is wrong?

If you find a duplicated entry, HMRC says you should make a manual adjustment to the statement and account for the revised amount of import VAT. If an import is missing from your statement, check whether it appears on the statement of another company if you’re in a VAT group or closely related to another company. If a customs agent made the declaration, ask them to confirm that the import VAT was allocated to the correct EORI number.

Using your PIVA for VAT returns

Now that you’ve got your postponed VAT statement and you know what it all means, it’s time to put it to work on your VAT return. This is where VAT accounting really pays off, literally.

You declare the VAT on your imports and reclaim it at the same time if you’re entitled to recover the VAT under the normal input tax rules, which can give your cash flow a lovely little boost. 

Where to enter PIVA details on your VAT Return:

Box 1:

Enter the total VAT due on your imports, as shown on your PIVA statement.

Box 4:

Reclaim the import VAT you’re entitled to recover under the normal rules.

Box 7:

Enter the total value of goods you imported (excluding VAT)

You shouldn’t automatically assume the amount in Box 4 will always be the same as Box 1. The amount you can reclaim depends on your entitlement to recover input tax. The figures on your PIVA statement should also be checked against your own records rather than simply being copied across. 

If you're unsure about the different boxes on your return, our guide to filling in VAT return boxes 1–9 breaks it down clearly.

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What if you can’t access a statement in time?

If your statement isn’t available yet and your VAT Return deadline is looming, don’t panic. HMRC allows you to estimate the import VAT based on your own records, just remember to correct it on your next return if needed.

Keep your records tidy

HMRC doesn’t send you a paper copy of your PIVA, and it only stays online for six months. So it’s a good habit to download each one and save it somewhere secure (alongside your customs declarations and invoices).

The postponed import VAT statement (PIVA) might sound a bit technical, but once you know where to find it and how to use it, it’s actually a handy tool that makes importing goods a lot less stressful, and a lot better for your cash flow.

Just remember:

• Log in and download your statement every month.
• Check the entries against your own records.
• Look out for missing or duplicate entries.
  
• Use it to complete your VAT Return accurately.
  
• Keep your records safe (and back them up!).

If you're not sure  about what goes where or how to stay compliant, reach out to your accountant or VAT adviser. Getting it right from the start can save you time, money, and the occasional VAT-induced headache. Get in touch, we’re here to help.

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