r/alibaba
Issue with customs clearance documents (SAD/DAU) and VAT deduction when importing from Alibaba to Italy
User seeks help with VAT deduction and customs clearance document issues when importing goods via Alibaba to Italy.
I am writing here in the hope that someone can help me, as I am really starting to lose hope.
A few months ago, I started purchasing goods from Alibaba. As a VAT-registered entity (taxable person), I need to deduct the import VAT and declare the importation using the Single Administrative Document (SAD / DAU). However, this document is never provided by customs.
To solve this, I tried to coordinate with my Alibaba supplier by requesting shipping under DAP terms (Delivered At Place, with duties and clearance fees payable upon delivery). My goal was to trigger a formal transaction at delivery, which would consequently obligate the courier to issue an official customs receipt.
When the package was delivered, I contacted the customs/postal service to request the customs bill. They did provide a document certifying the importation, but instead of using my VAT number, they entered their own (specifically, Poste Italiane's VAT number). This completely invalidates the payment for me, as my VAT number does not appear anywhere on the document, nor has the declaration been uploaded to my official digital customs portal (Cassetto Doganale).
For those who have experience in this field: is there a specific way to prevent this from happening? How can I ensure that the customs clearance document includes my VAT number so that I can legitimately deduct the paid VAT and properly declare the importation?
It is not enough for your VAT number to be buried inside a PDF invoice attached to the box. When your Alibaba supplier drafts the shipping label and the Air Waybill (AWB), they must explicitly type your Italian VAT number and your EORI number directly into the Consignee Address Field.
It is not enough for your VAT number to be buried inside a PDF invoice attached to the box. When your Alibaba supplier drafts the shipping label and the Air Waybill (AWB), they must explicitly type your Italian VAT number and your EORI number directly into the Consignee Address Field.
Hey, sorry to hear you're having trouble with your order. I want to make sure your case is being handled correctly. If you can send me a DM with your order details, I will personally look into the status and see what I can do to help find a fair resolution for you.
You should look for a freight forwarder to help you and use DAP shipping.
I can recommend a one to you if you'd like it.
Qualsiasi consiglio è ben accetto, il problema solitamente con i corrieri prenotati dall'Italia è il costo elevato
The issue is probably not Alibaba itself. The issue is the courier/customs broker clearing the shipment under their details instead of yours.
For future shipments, before dispatch, tell the supplier and courier very clearly that customs clearance must be done using your VAT number / EORI details and not the courier's own VAT number. Otherwise they often process smaller shipments under their own account for convenience.
Many people run into this with DHL, FedEx, postal shipments, etc. Once clearance happens under their VAT details, fixing it later becomes difficult.
I’d also stop relying on DAP alone because DAP does not automatically guarantee the import declaration will be made in your company name.
this is a super common headache with courier shipments, especially when the forwarder or postal service acts as the importer of record instead of you. to avoid this, you usually need to make sure the supplier or their agent files the customs entry in your company’s name, with your VAT number on the paperwork, and not just leave it to the courier’s default process. that means specifying in advance (before shipment) that you want DDP or DAP terms with your VAT ID clearly listed, and ideally using a freight forwarder who can guarantee a formal SAD/DAU with your details. i built an ai sourcing agent called SAM that filters through a growing database of 40k+ suppliers, and the suppliers in there are filtered by the actual regulatory licenses they hold for the target market.
It’s clear from this situation how confusing customs clearance can become when ordering through Alibaba. Many buyers face issues when documents like SAD/DAU or VAT details are not correctly issued. Sellers and logistics providers should ensure proper compliance to avoid delays, tax problems, and disputes with customs authorities and platforms like Alibaba.
A lot of Chinese forwarders don't know how to do things the "compliant way" often not even following INCOTERMS as they are meant to be followed.
Usually DAP would be sufficient but as the other redditor mentioned, you may want to just ask the supplier for EXW or FOB pricing then find your own forwarder - either someone specialising in your country based in China or a freight forwarder in your country.
You might do better when you buy exw or FOB and use your own forwarder. Then you can make sure all docs are in order before shipping.
Supplier are between don't know and don't care.