Intrastat declaration
Description
In the context of the compilation of intra-trade statistics by the Federal Statistical Office of the Federal Republic of Germany, enterprises are required to report their trade in goods to and from other EU countries. The AppsWarehouse® module for Intrastat reporting compiles these data from incoming goods, direct deliveries and outgoing delivery notes for specific periods and prepares them for online transmission via the Internet to the Federal Statistical Office.
For such Internet registrations, the Federal Statistical Office provides the so-called IDEV reporting system (Internet Data Collection in the Network of the Federal and Länder Statistical Offices) https://www-idev.destatis.de/idev/.
Further information on reporting in intra-trade can be found at https://www-idev.destatis.de/idev/doc/intra/hilfe.html.
Instructions for completing the IntraStat reports can be found at https://www-idev.destatis.de/idev/doc/intra/doc/Intrahandel_Leitfaden.pdf.
Functionality
List window
This window is used to create, process and list the period-specific goods movements from delivery notes, goods receipts and direct deliveries. On the left side, a period to be displayed can be selected, on the right side the relevant goods movements from delivery notes, goods receipts and direct deliveries are displayed.
If a monthly period is selected in the left part (tree view over the periods) and thus the documents are displayed on the right side of the window, the monthly period can also be deleted again using the right mouse button.
The tree is divided per client. Therefore, if there are several clients, the system checks for each document whether a predecessor can be determined. If so, the system checks to which client the cost centre of the predecessor is assigned. The document is posted in the IntraStat of this client found.
The individual rows in the list window can be edited using the right mouse button.
| Menu item | Description |
|---|---|
| Edit | - |
| : Load data for INTRASTAT message | For a selected business period, the data are compiled from delivery notes to and goods received from other EU countries. The scope and method of loading the data is specified in the options. All statistical periods (months) that are sub-periods of a started or ended main period (financial year) are available for selection. Only the posting date is determined from the document and posted to the corresponding posting period according to this date. ATTENTION: If an unposted document is found in the selected period, the determination run terminates with a message. The found document must then either be deleted or posted before this evaluation can (must) be restarted. ATTENTION: If an evaluation is created for a period that is still started, it can happen that after the message, further documents are posted in this period, which can cause differences between the message and the actual value. You will be informed of this problem by a confirmation prompt if you have selected a started period. The selected period should be in the status "Finished" or "Archived". If the loading process is repeated for a certain document type(delivery note, goods receipt or direct delivery for one and the same period), the data is not loaded twice. Note, however, that if the option "header document only" was set in a first loading process, but not in a second - otherwise identical - loading process, only the header documents remain loaded, the items are read over.In the opposite case, the items remain loaded and the header documents are read over. |
| Check closing statements | Open EU closure investigation window |
| : Edit weight of selected parts | The weights of parts selected in the list can be maintained directly. If only header documents are selected (which therefore contain no parts), an error message is issued |
| Create INSTAT/XML file | For the movements of a selected period, the interface XML file is created for transfer to the IDES software |
| Close | Close window |
| Options | Call up the option window |
| Symbol | Description |
|---|---|
 | Display document history for selected line in list window |
 | Call up report for list |
| Field | Description |
|---|---|
| Registration data | |
| : Period of time | Output of the notification period of the currently selected list |
| date | Date of creation of the transmission file. If no transmission file has been created for a selected period, this field and the following two fields are empty |
| Time | Time of creation of the transmission file (see also previous field "Date") |
| : Counter | Number of lines. This number corresponds to the highest counter of goods movements in a period (see also column "Counter" in the description of the list fields) |
| Menu item | Description |
|---|---|
| Remove period | For a selected business period, the data are compiled from delivery notes to and goods received from other EU countries. |
| Menu item | Description |
|---|---|
| Edit | - |
| Check line again | For a selected business period, the data are compiled from delivery notes to and goods received from other EU countries. |
| : Remove line | For the movements of a selected period, the interface XML file is created for transfer to the IDES software |
| Navigate | Call up the option window |
| Part | Navigates to the part edit window |
| : Document | The document is called |
| : Document history | The document history of the selected line is displayed |
| Add up values | For reconciliation purposes, the invoice and statistical values of the selected lines are added together and output |
| Column | Description |
|---|---|
| Date | Output of the notification period of the currently selected list |
| Document | Output of type (delivery note or goods receipt) and number of the goods receipt |
| Divider Roll | Output of type (e.g. spare part, sales item or set, etc.) and number of the imported or exported part. |
| Designation | Designation of the part |
| Quantity | Imported or exported quantity |
| Traffic direction | A "D" stands for dispatched, exported goods (delivery note), an "A" for imported goods (goods receipt) A direct delivery document can be both "A" and "D". The rule for this is as follows: If the supplier outside the home country is located in a country within the EU and this supplier delivers to the home country, it is type "A" -- It is imported from the EU to the home country. If this foreign supplier also delivers to another EU country, this document is not taken into account. If the supplier is a national and delivers to another EU country, the type is "D". The EU is supplied from the home country |
| Country | country to or from which the goods were moved |
| Part | Number of the part belonging to the part roll |
| Designation | Designation of the part |
| Goods number | Item number of the part |
| Hourly quantity | Quantity of the part in its standard unit of measurement (if a special unit of measurement is required for the indicated commodity code according to the list of goods) |
| Weight | weight in its standard unit of measurement (if a special unit of measurement is required for the indicated commodity code according to the list of goods) |
| Re. value | The invoice amount in €, to be specified for certain types of transaction |
| Stat. value | |
| Counter | Line counter that is only set after the transmission file has been output. Any error messages that may occur during data transmission often refer to a specific line that is identical to this counter |
| Errors/remarks | Error messages and other remarks that are automatically written by this machine when the data is created. The comment fields of all lines must be empty for the transmission file to be created |
| Warnings | When processing the document immediately after posting via the preprocessing mask for IntraStat, warnings were issued which appear here. These can be edited via the editing mask ("Warnings" button) |
| Menu item | Description |
|---|---|
| Remove period | For a selected business period, the data are compiled from delivery notes to and goods received from other EU countries. |
| Menu item | Description |
|---|---|
| Edit | - |
| Check line again | For a selected business period, the data are compiled from delivery notes to and goods received from other EU countries. |
| : Remove line | For the movements of a selected period, the interface XML file is created for transfer to the IDES software |
| Navigate | Call up the option window |
| Part | Navigates to the part edit window |
| : Document | The document is called |
| : Document history | The document history of the selected line is displayed |
| Add up values | For reconciliation purposes, the invoice and statistical values of the selected lines are added together and output |
Edit window IntraStat message
This window allows you to view and modify the details of the IntraStat message.
| Menu item | Description |
|---|---|
| Edit | |
| : Delete stored data and determine again | The displayed IntraStat data is deleted and re-determined using the defined rules (see field descriptions). |
| Column | Description | Detection logic default setting |
|---|---|---|
| Date | Output of the notification period of the currently selected list | Posting date of the header document - this date is used to assign the IntraStat message to the posting period |
| Document | Output of type (delivery note or goods receipt) and number of the goods receipt | |
| Traffic direction | A "D" stands for dispatched, exported goods (delivery note), an "A" for imported goods (goods receipt) | Delivery note = "D" (delivery) Goods receipt = "A" (arrival) A direct delivery document can be either "A" or "D". The rules are as follows: Example for direct deliveries (source chapter 9.1 of the official filling-in instructions): Situation (intra-Community triangular trade) A German company D sells to a Belgian company goods which D has acquired in France. The goods are shipped directly from France to Belgium. Question: Where should Intrastat declarations be made? Answer: France (dispatch) and Belgium (arrival) require one Intrastat declaration each, whereas Germany does not. In principle, Intrastat declarations are only to be submitted in the EU Member States which are physically affected by the movement of goods as the Member State of dispatch or the Member State of arrival. |
| Country of destination/dispatch | country of destination (or country of dispatch in the case of incoming goods / direct deliveries) to or from which the goods were moved | Delivery note: Country of the consignee (delivery address). Goods receipt: Country of the supplier Direct delivery: See also page 16 box 8a+b of the official instructions for completion . |
| Region of origin/region of destination | Region of origin (or region of destination in the case of incoming goods/direct deliveries) of the IntraStat declaration | Federal state of the client's location |
| Mode of transport | Transport route of the document. | The default setting is "Road traffic". |
| Type of business | Classification of goods movement (given by IntraStat) | Default always "Final purchase / sale" See also page 47 Annex 2 of the Official Filling Instructions . |
| Part number | Number of the part belonging to the part roll | If a part is specified on the document, it is entered here. The weight of the delivery is then determined from this part, unless it is explicitly stated there. |
| Goods number | Item number of the part | When booking IntraStat messages via the header document, the commodity code is left blank by default to avoid errors. An error message "No commodity code" appears When the individual items of documents are loaded, the commodity number is searched for via the part master of the part linked to the document. This is taken over if found, otherwise it also remains empty. Attention: If the commodity code stored on the part is not recorded in the system as a combined nomenclature, the number is not taken from the part and an error message "No commodity code" is displayed. See also page 25, box 13 of the official filling-in instructions . |
| Designation | Designation of the part | |
| Weight | weight in its standard unit of measurement (unless a special unit of measurement is required for the given commodity code according to the list of goods) | Delivery note: Net weight from colliding data of the delivery note header or sum of all items (part weight * quantity) Goods receipt: Total of all items (part weight * quantity) Direct delivery: sum of all items (part weight * quantity). The weight can only be entered if a valid commodity code has been selected. |
| Re. value | The invoice amount in €, to be specified for certain types of transaction | Delivery note: Value of the previous order item without freight and packaging costs. If the item itself is not calculated because a superior item has a fixed sum, there may be deviations between the value determined here and the value actually calculated. In these cases a warning message is issued on the IntraStat message. The invoice value is determined from the account assignment of the order item (first 3 elements of the accounted.amount vector = without freight / packaging ). If this vector does not exist at the order item (no direct invoice successor item, item below set item or below price group), the order item value per unit is determined and multiplied by the delivery note item quantity.
Direct delivery: Value from the order item without surcharges |
| Stat. value | This field does not have to be filled in if the goods transaction is a sale (key 11 in the transaction type field) or a commission or consignment transaction (key 12 in the transaction type field) and the total value of the corresponding shipments in the previous or current year did not exceed €42 million. This field is filled with the value of the Re. value field as default | |
| Warning | Button for viewing the warnings that the user received when posting the document when this document data was preset. | |
| Errors/remarks | Error messages and other remarks that are automatically written by this machine when the data is created. The comment fields of all lines must be empty for the transmission file to be created |
Editing window document-specific presettings for IntraStat data
In this window, you can preset the details of the IntraStat message. The data set here are taken into account when generating IntraStat messages, but can still be changed there.
| Menu item | Description |
|---|---|
| Edit | |
| : Delete stored data and determine again | The displayed IntraStat data is deleted and re-determined using the defined rules (see field descriptions). |
Column Description Determination logic Default setting Date Output of the declaration period of the currently selected list Posting date of the header document - This date is also used to assign the IntraStat declaration to the posting period Document Output of type (delivery note or goods receipt) and number of the goods document Traffic direction A "D" stands for dispatched, exported goods (delivery note), an "A" for imported goods (goods receipt)
Delivery note = "D" (delivery)
Goods receipt = "A" (arrival)
A direct delivery document can be either "A" or "D". The rules are as follows:
If the supplier outside the home country is located in a country within the EU and this supplier delivers to the home country, this is type "A" -- It is imported from the EU to the home country. If this foreign supplier also delivers to another EU country, this document is not taken into account.
If the supplier is a national and delivers to another EU country, the type is "D". The EU is supplied from the home country
Example for direct deliveries (source chapter 9.1 of the official filling-in instructions):
Situation (intra-Community triangular trade)
A German company D sells to a Belgian company goods which D has acquired in France. The goods are shipped directly from France to Belgium.
Question: Where should Intrastat declarations be made?
Answer: France (dispatch) and Belgium (arrival) require one Intrastat declaration each, whereas Germany does not. In principle, Intrastat declarations are only to be submitted in the EU Member States which are physically affected by the movement of goods as the Member State of dispatch or the Member State of arrival.
Country of destination/dispatch Country of destination (or country of dispatch in the case of incoming goods/direct deliveries) to or from which the goods have been moved Delivery note: Country of recipient (delivery address)
Goods receipt: Country of the supplier
Direct delivery:
- For direction of traffic "A" country of the supplier
- For direction of traffic "D" country of the consignee
See also page 16 box 8a+b of the official instructions for completion .
Region of origin / region of destination Region of origin (or region of destination in the case of incoming goods / direct deliveries) of the IntraStat notification Federal state of the client's location Mode of transport Route of transport of the document. Default setting is "Road transport" Transaction type Classification of the goods movement (specified by IntraStat) Default setting always "Final purchase / sale
See also page 47 Annex 2 of the Official Filling Instructions .
Part Number Number of the part belonging to the part roll If a part is specified on the document, it is entered here. The weight of the delivery is then determined from this part, unless it is explicitly stated there. Goods number Goods number of the part When booking IntraStat messages via the header document, the goods number is left blank by default to avoid errors. An error message "No commodity code" appears
When the individual items of documents are loaded, the commodity number is searched for via the part master of the part connected to the document. This is taken over if found, otherwise it also remains empty.
Attention: If the commodity code stored on the part is not recorded in the system as a combined nomenclature, the number is not taken from the part and an error message "No commodity code" is displayed.
See also page 25, box 13 of the official filling-in instructions .
Description Description of the part Weight Weight in its standard unit of measurement (unless a special unit of measurement is required for the specified goods number according to the list of goods) Delivery note: Net weight from colliding data of the delivery note header or sum of all items (part weight * quantity)
Goods receipt: Total of all items (part weight * quantity)
Direct delivery: sum of all items (part weight * quantity).
The weight can only be entered if a valid commodity code has been selected, as the commodity code determines whether the weight must be indicated in a so-called "special unit of measurement".
Quantity in supplementary units If it has been determined via the commodity code that this group of goods is not to be reported via its weight but with its quantity (e.g. household coffee machines), the quantity of the delivery in the supplementary unit must be entered here. To be taken from the quantity delivered of the transaction to be declared.
See also Chapter 5, page 25, box 17 of the official filling-in instructions .
Re. value The invoice amount in €, to be specified for certain types of business Delivery note: Value of the previous order item without freight and packaging costs. If the item itself is not calculated because a superior item has a fixed sum, there may be deviations between the value determined here and the value actually calculated. In these cases a warning message is issued on the IntraStat message.
The invoice value is determined from the account assignment of the order item (first 3 elements of the accounted.amount vector = without freight / packaging ).
If this vector is not present at the order item (no direct invoice successor item, item below set item or below price group), the order item value per unit is determined and multiplied by the delivery note item quantity.
Goods receipt: Value from the order item without surcharges
Direct delivery: Value from the order item without surcharges
Stat. value
This field does not have to be filled in if the goods transaction is a sale (key 11 in the transaction type field) or a commission or consignment transaction (key 12 in the transaction type field) and the total value of the corresponding shipments in the previous or current year did not exceed €42 million.
This field is filled with the value of the Re. value field as default
Errors/remarks Error messages and other remarks that are automatically written by this machine when the data is created. The remark fields of all lines must be empty for the transmission file to be created Warnings When processing the document immediately after posting via the preprocessing mask for IntraStat, warnings were issued, which appear here. These can be edited via the editing mask ("Warnings" button)
Option window
All settings for the structure and processing of the data can be made here. The window can only be closed with the "OK" button.
| Menu item | Description |
|---|---|
| Edit | - |
| : Set default settings | all changed settings are reset to default |
| Field | Description |
|---|---|
| Shop | |
| : Download delivery notes | All delivery notes of the selected period are loaded. If this option is set, you can select whether only the header document of a delivery note should be loaded |
| only header document | Only the header documents of the delivery notes are loaded |
| Load goods receipts | All goods receipts of the selected period are loaded. If this option is set, you can select whether only the header document of a goods receipt is to be loaded |
| only header document | Only the header documents of the goods receipts are loaded |
| Download direct deliveries | All direct deliveries of the selected period are loaded. If this option is set, you can select whether only the header document of a direct delivery should be loaded |
| only header document | Only the header documents of direct deliveries are loaded |
| Output | |
| : Build test file | If this option is set up, the INSTAT/XML file is given an identifier "Test data". A file marked in this way can be sent to the Federal Statistical Office for test purposes using the IDES software |
| : Output entries grouped in XML file | The details of intra-Community movements of goods in a reference month can be combined in one item if the details of the country of origin/destination, commodity code and type of transaction are identical for the individual movements of goods, i.e. if each of these fields contains the same code number. (Source filling-in instructions SOVA 2010 page 9) The entries are grouped together at output and do not need to be grouped together by the user beforehand. |
| Output statistical value in XML file
| The field "Statistical value in €" does not have to be filled in if the transaction is a sale (key 11 in the transaction type field) or a commission or consignment transaction (key 12 in the transaction type field) and the total value of the corresponding dispatches in the previous or current year did not exceed € 42 million. If this checkbox is not checked, the field in the XML export file is left empty, i.e. no value is reported. |
| Presets | |
| : Global presets | Global presets can be saved for the client and account. These are displayed here as well as the current default options that each module has. To create a global preset, a user preset must first be saved. With a right click on this user setting and selection of the context menu item "Edit user-defined setting" an editing window for this setting is opened, where the assignment of the employee / user to a client or a cost centre can be changed. (Button "Level") |
| : User Presets | Each user can save any number of presets. It is only important to note that if several settings are found, the first one found is used as the default setting. The name of the setting can be changed with a double-click. |
| button | Description |
|---|---|
| OK | The settings are saved and the window is closed. |
EU Final Auditing Window
This window offers the possibility to list all final invoices for a pre-settable period. The total revenue of the final invoices without freight surcharges is displayed and compared to the total value of all Intrastat declarations reported via delivery notes
In this way, a plausibility check can be performed on all reported goods movements.
| Field | Description |
|---|---|
| Financial year | 'from' financial year - all EU final accounts (address for accounts is in EU country) in this period are searched and listed |
| until fiscal year | 'until' financial year |
| period | 'from' period |
| until period | 'until' period |
| List | Main columns: Country: Country of the customer Value of goods: total value of the invoiced goods without freight surcharges |
| Symbol | Description |
|---|---|
 | Run statistics (again) |
| Display document history for selected entry |
| Call up report for list |
Related topics
Technical documentation
Module name
intrastat.mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| LIST_INTRASTAT_ACCOUNT | - | ||
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
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