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Orders/Sales summary document

Category: 📲 Account Management  |  Section: Orders/Sales summary document  |  Contact reason: Orders/sales summary document

Summary — read this first

What this article covers: Orders/Sales summary document requests from members. 7 use cases: European Union (EU) 🇪🇺; United States (US) 🇺🇸; Seller is not a EU resident and asks to be removed from DAC7 (ex: UK, Switzerland); ❌ If the seller raise an issue in the sales report; ❓ If the sellers request other tax documents; Seller is from Europe 🇪🇺 = DAC 7 tax form; Seller is from the US 🇺🇸 = 1099-K tax form.

Topics inside: Sales report or Tax related issues (DAC-7, Sales tax, 1099-k) · Seller is asked by VC to provide tax information.

Pick your use case:

  1. European Union (EU) 🇪🇺 (Sales report or Tax related issues (DAC-7, Sales tax, 1099-k)) — Inform the clients that DAC 7 report is available in their profile around January 31 st for the year before, and it concerns only sellers…
  2. United States (US) 🇺🇸 (Sales report or Tax related issues (DAC-7, Sales tax, 1099-k)) — Inform the seller that the 1099 K report will be sent via post mail from the January 31 st on for the previous year and it concerns only sellers…
  3. Seller is not a EU resident and asks to be removed from DAC7 (ex: UK, Switzerland) (Sales report or Tax related issues (DAC-7, Sales tax, 1099-k)) — If the seller lives outside UE (billing address) but is shipping from Europe 🎯 Process
  4. ❌ If the seller raise an issue in the sales report (Sales report or Tax related issues (DAC-7, Sales tax, 1099-k)) — Check with the seller what type of issue they are experiencing
  5. ❓ If the sellers request other tax documents (Sales report or Tax related issues (DAC-7, Sales tax, 1099-k)) — Inform the seller that Vestiaire Collective do not provide any additional documents
  6. Seller is from Europe 🇪🇺 = DAC 7 tax form (Seller is asked by VC to provide tax information) — It depends the seller’s request
  7. Seller is from the US 🇺🇸 = 1099-K tax form (Seller is asked by VC to provide tax information) — The threshold has been recently changed and is now $20,000 AND 200 transactions Some sellers may receive emails or mails from us with the old…
Escalation team(s) L3 team / Tax / Tax support
Ticket status On-hold → Open → Solved
Key system paths C360 > Order > Invoice > Sales tax
Macros 1099K; DAC7

Search keywords: 1099, dac7, download 1099, eu, us

Context: Seller contact CS regarding their sales report or their tax documents (1099-k, Sales tax, DAC-7) All sellers have a sales report in their account for the previous year’s sales Go to App > Me > Sales > Download summary The standard sales report is not very detailed and only includes the number of transactions as well as the total amount received by the seller (with taxes and commissions included): The sales report…

First steps (all cases)

🎯 Process

  1. Set contact reason to Orders/sales summary document
  2. Please reassure the seller that the sales report is just an informative and non compulsory document, available to those sellers who are not subjected to DAC-7 or 1099-K. If the seller raises an issue in the report, please follow this process:
  3. If they are subjected to DAC 7 or 1099-K, please check the seller’s billing address country Go to C360 > User > Contact info > Billing address European union countries: Austria, Belgium, Bulgaria, Croatia, Republic of Cyprus, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, Romania, Slovakia, Slovenia, Spain and Sweden.

1. European Union (EU) 🇪🇺

🎯 Process

  1. Please inform the clients that DAC 7 report is available in their profile around January 31 st for the year before, and it concerns only sellers who:
  2. Are resident in the EU (based on billing address);
  3. Do 30 sales or more OR earn 2 000 € or more during the year. The report is more detailed and includes, per quarter, the number of transactions, taxes and commissions applied plus personal information on the seller:
  4. Solve the ticket

Sub-cases

If there is an error in the seller personal informations

If name, date of birth, address, etc… is inaccurate

🎯 Process

  1. Please transfer the ticket to L3 team
  2. Submit the ticket as Open
If there is an error in the value / number of transactions

🎯 Process

  1. Please escalate the ticket to Tax department
  2. Set ticket status to On-hold
  3. Once ticket reopens, please provide the client with the answer or the appropriate document
  4. Solve the ticket

2. United States (US) 🇺🇸

🎯 Process

  1. Inform the seller that the 1099 K report will be sent via post mail from the January 31 st on for the previous year and it concerns only sellers who:
  2. Are resident in the US (based on billing address);
  3. Earn 20,000 $ or more during the year AND have reached the number of 200 transactions. This is how the document looks like: VC will implement a solution to make 1099-K available in seller’s profile for the 2026 campaign
  4. Solve the ticket

Sub-cases

Questions regarding the Sales tax

A Sales tax is a tax applied at checkout in case the buyer is in the USA The sales tax is different to the customs duties

🎯 Process

  1. Please inform the customer that Vestiaire Collective applies the Sales tax automatically at checkout and it is also visible on the Summary of order
  2. Solve the ticket
If the buyer claim they have a reseller exemption from sales tax

A reseller exemption means a professional will be exempted when making a purchase on Vestiaire as it is considered the purchase is done for his professional activity

🎯 Process: Please check the amount of sales tax paid by the buyer Go to C360 > Order > Invoice > Sales tax

Sales tax is < $ 100 (or equivalent)

🎯 Process

  1. Escalate to L3 team creating a child ticket asking them to check the seller exemption document. Make sure the buyer has sent the certificate. If not please ask the buyer and only escalate when you have the document.
  2. Inform the seller their request has been escalated to the dedicated team
  3. Set ticket status to on-hold
L3 team accepts the exemption

🎯 Process

  1. Please refund the buyer for the amount of the sales tax they paid Go to C360 > Order > Refund(s) > Create extra refund, choose the reason ‘ Other extra ’ and add ‘ Sales tax ’ with the ticket number in the comment
  2. Inform the buyer they have been refunded and they will receive it within 5 business days (24h if Paypal)
  3. Solve the ticket
L3 team rejects the exemption

🎯 Process

  1. Please inform the seller that our experts did not validate their exemption document. We will unfortunately not be able to refund them for the sales tax
  2. Solve the ticket
Sales tax is > $ 100 (or equivalent)

🎯 Process

  1. Please escalate the ticket to Tax department asking them to refund the buyer for the sales tax. Make sure the buyer has sent the certificate. If not please ask the buyer and only escalate when you have the document.
  2. Set ticket status to On-hold
  3. Once ticket reopens, please provide the client with the answer
  4. Solve the ticket
If the sales tax should not applied (e.g., state doesn't apply sales tax)

When the item is exempted because the State does not apply sales tax it’s called a general exemption

🎯 Process

  1. Please escalate the ticket to Tax department asking them to check if they can refund the buyer for the sales tax
  2. Set ticket status to On-hold
  3. Once ticket reopens, please provide the client with the answer
  4. Solve the ticket
If there is an amount discrepancy between the document received by the seller and the 1099-K

🎯 Process

  1. Please reassure the seller that i t is normal because the amount reported on the report includes taxes and commissions as required per the IRS (US tax administration)
  2. Solve the ticket
↗ If the seller still complains about the amount discrepancy

→ Same handling as 4. ❌ If the seller raise an issue in the sales report — “If the seller still complains about the calculation”.

If there is an amount discrepancy between the sales report and the 1099-K

🎯 Process

  1. Please reassure the seller that it is normal because the sales report includes VAT and not the 1099-K
  2. Solve the ticket
↗ If the seller still complains about the amount discrepancy

→ Same handling as 4. ❌ If the seller raise an issue in the sales report — “If the seller still complains about the calculation”.

If the seller claim they did not receive the 1099-K

If the seller did not receive their 1099-K or if they claim that there is an amount discrepancy

🎯 Process

  1. Please escalate the ticket to Tax department
  2. Set ticket status to On-hold
  3. Once ticket reopens, please provide the client with the answer or the appropriate document
  4. Solve the ticket

3. Seller is not a EU resident and asks to be removed from DAC7 (ex: UK, Switzerland)

If the seller lives outside UE (billing address) but is shipping from Europe

🎯 Process

  1. Please request the seller to provide their ID or their payslip showing tax residence in their country before to escalate
  2. Escalate the ticket to Tax department
  3. Set ticket status to On-hold
  4. Once ticket reopens, please provide the client with the answer
  5. Solve the ticket

4. ❌ If the seller raise an issue in the sales report

🎯 Process: check with the seller what type of issue they are experiencing

Sub-cases

Wrong personal details (name, birthdate, address)

🎯 Process

  1. Invite the seller to update the information in their account, as the sales report is based on the information they provided. Inform them this information will be updated and taken into account for next year’s report
  2. Solve the ticket
If the seller wants us to issue a new report for this year

🎯 Process

  1. Please transfer the ticket to L3 team
  2. Leave the ticket status as Open
Accounting mistake (Amount error, VAT, etc.)

🎯 Process

  1. Please inform the seller that the Sales summary’s calculation considers:
  2. The sum of the item's sold value including commissions, and not the sum of the item’s price minus the commission.
  3. The payment date and not the sale date. Ex: if an item is sold in 2025 but paid in 2026, the sale will be showing in the 2026 sales summary
  4. Solve the ticket
If the seller still complains about the calculation

🎯 Process

  1. Please escalate to Tax support team
  2. Set the ticket status as “On-hold”
  3. Once the team answered, please inform the seller
  4. Solve the ticket

5. ❓ If the sellers request other tax documents

🎯 Process

  1. Please inform the seller that Vestiaire Collective do not provide any additional documents. Invite them to reach out to their tax administration for any other enquiries.
  2. Solve the ticket

Seller is asked by VC to provide tax information

Context: seller receives a notification from VC inviting them to fill in their tax information. Vestiaire Collective is required by law to send a summary of the tax information from sellers in our platforms. But to do so, we need to collect some informations from the sellers. So the sellers will receive an email from VC from the 31st of January each year and also a push notification in their account

First steps (all cases)

🎯 Process

  1. Set contact reason to Orders/sales summary document
  2. Check if the seller is asking about DAC 7 or 1099-K

6. Seller is from Europe 🇪🇺 = DAC 7 tax form

🎯 Process: It depends the seller’s request

Sub-cases

Why do I have to provide my tax details?

🎯 Process

  1. Please explain to the seller why they need to provide us with their tax info. You can send the following macro DAC7
  2. Solve the ticket
I can't find the email/form anymore to submit my tax details

🎯 Process

  1. Please share with the Seller the following link: https://www.vestiairecollective.com/seller-information/
  2. Ask them kindly to log in and fill in the form
  3. Solve the ticket
Seller want to know if they will be taxed on their sales

🎯 Process

  1. Inform the seller that they need to contact their tax advisor to help them answer this question
  2. Solve the ticket If the seller submitted the wrong information, invite them to resubmit through the same link they received
↗ I live outside of EU (UK for example), but I ship from EU

→ Continue in another article: 📲 Account Management › Orders/Sales summary document › Sales report or Tax related issues (DAC-7, Sales tax, 1099-k) — step “Seller is not an EU resident and asks to be removed from DAC7 (ex: UK, Switzerland)”.

I did not reach the €2000 threshold or 30 transactions

🎯 Process

  1. Explain to the seller that they received the communication because they are close to reaching the threshold. If they do NOT provide the tax information and they do NOT reach it by the end of the year, then their payments will NOT be blocked
  2. Solve the ticket
Seller is contesting the threshold, saying it should be €3,000

🎯 Process

  1. Please inform the customer that the threshold could be different on a personal or company level. The threshold at which Vestiaire Collective is obliged to transfer the seller’s information does not need to be the same as the threshold for the seller to declare their own personal taxes. Vestiaire Collective bases itself on Article 1649 ter C of the French Tax Code.
  2. Solve the ticket If the seller submitted the wrong information, invite them to resubmit through the same link they received
I don't know which country to choose (I live in an EU country, but my tax number is from another country)

🎯 Process: Some sellers live in one EU country (for example France), but their tax number is coming from another EU country (for example Italy).

  1. Inform the seller that on the form, they should choose the EU country where their tax number is registered (following the above example, seller should choose Italy)
  2. Solve the ticket

7. Seller is from the US 🇺🇸 = 1099-K tax form

The threshold has been recently changed and is now $20,000 AND 200 transactions Some sellers may receive emails or mails from us with the old threshold.

🎯 Process

  1. Please give some informations to the seller regarding 1099-K, sending the following macro: 1099K
  2. It depends If the seller submitted the wrong information, invite them to resubmit through the same link they received

Sub-cases

↗ Seller cannot find the email/form anymore

→ Same handling as 6. Seller is from Europe 🇪🇺 = DAC 7 tax form — “I can't find the email/form anymore to submit my tax details”.

Seller did not reach the $20,000 AND 200 transactions threshold

The IRS have very recently changed the threshold to $20,000 AND 200 transactions

🎯 Process: Please explain to the seller that they might have received the communication based on the old threshold, or they are about to reach the new threshold If they do NOT provide the tax information and they do NOT reach the threshold of $20,000 AND 200 transactions by the end of the year, then their payments will NOT be blocked

↗ Seller is asking if they will be taxed on their sales, and how much

→ Same handling as 6. Seller is from Europe 🇪🇺 = DAC 7 tax form — “Seller want to know if they will be taxed on their sales”.

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