Welcome to the introduction course of the Intrastat topic.

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This is the agenda for the introduction course.During this course we will discuss the following topics:

First, we will briefly go through the common information to learn what Intrastat isabout.Then, We will take a look at the setup of Intrastat in SAP Business One.After that we will take a look on purchase and sales transactions.We will show how Intrastat Wizard helps you to generate Intrastat declaration files.And finally we will look at what tool is used to define the formats of export files

Note!

This is a product training and we will focus on thesolution options in SAP Business One.You need to make decisions about legal and industryrequirements together with the client accountant.

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At the end of this course, you will be able to:• Explain the purpose of the Intrastat reporting.• Setup necessary Intrastat parameters.• Generate Intrastat declaration files from SAP Business One

• OEC Computers, which is based in UK, delivers the products they sell to customers inother EU countries.

• OEC Computers also imports goods from other EU counties.

• Therefore, they need to provide Intrastat statistics to statistical office.

• Bryce the accountant, needs to monitor the Intrastat relevant transactions and to generateIntrastat declaration files.

• You tell him about the Intrastat solution in SAP Business One.

Let us go briefly through the basic information about Intrastat.

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Intrastat (intra-European-Union-trade statistics)reporting is a comprehensive statistical system forcollecting information about trading of goodsbetween Member States of the European Union.

The Member States are responsible for deliveringthe data to Eurostat, the Statistical Office of theEuropean Communities situated in Luxembourg, butthey decide on their own ways of collecting theirIntrastat data. Therefore the formats, regulations andprocesses differ from country to country.

Companies based in the European Union and thathave an intra-community trade that is higher than thelocal threshold are responsible for creating andsending their statistics to their local statistical office.

The statistics are used by government departmentsto help set overall trade policy and generateinitiatives on new trade areas. The volume of goods

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moving is also assessed to allow the planning offuture transport infrastructure needs.

The SAP Business One Intrastat solution createsthe country specific declaration files out of the SAPBusiness One data for declaration to the statisticaloffice.

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Prior to version 9.0 the Intrastat solution wasavailable as an add-on.

Starting at 9.0 the solution is merged into thecore of SAP Business one.

The functionality of the Intrastat add-on wasenhanced to meet additional requirements.

– EFM (Electronic File Manager) is now used to definethe export formats

– Validity dates at Commodity Codes– Required fields set-up available in Intrastat

Configuration– Additional localizations supported

Companies that used the add-on prior to version

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9.0 will be transferred to the new solutionduring the standard upgrade process. Thisupgrade process will transfer all necessarysetting and all historical Intrastat runs as well.

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Next, we review the new sub-menu and windows in SAP Business One.

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To activate the new solution go to: Administration System InitializationCompany Details Basic Initialization.

Check the Install Intrastat box.

Once the user checks the box, the Intrastat functionality will be activated and newwindows and fields will be available under :

Administration Setup Financials Intrastat Intrastat ConfigurationBusiness Partners Business Partner Master DataInventory Management Item Master DataA/P and A/R Marketing documentsFinancials Financial Reports Intrastat Intrastat Declaration Wizard

Once the solution is activated, you cannot deactivate it and the InstallIntrastat box becomes disabled.Prior to version 9.0 the Intrastat solution was available as an add-on.Starting at 9.0 the solution is merged into the core of SAP Business one.The functionality of the Intrastat add-on was enhanced to meet additionalrequirements.Companies that used the add-on prior to version 9.0 will be transferred tothe new solution during the standard upgrade process. This upgradeprocess will transfer all necessary setting and all historical Intrastat runsas well.

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Administration Setup Financials Intrastat Intrastat Configuration

Business Partners Business Partner Master Data

Inventory Management Item Master Data

A/P and A/R Marketing documents

Reports Financials Intrastat Intrastat Declaration Wizard

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Now, let us set the necessary Intrastat parameters

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• Go to Administration Setup Financials Intrastat Intrastat Configuration

• In the Intrastat Configuration window under the General tab, you definebasic Intrastat parameters

• For details on the different fields in this window, refer to the On Line HelpNote!Each EU country requires specific data in the Intrastat declaration, thereforeonly specific fields in General tab must be filled-out. Make sure you check thelocal requirements!

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• The necessary code lists can be defined in the other tabs in the IntrastatConfiguration:

Commodity codesRegionsIncotermsCustoms ProceduresNature of TransactionsStatistical ProceduresTransport ModesPorts of Entry or ExitSupplementary Units

• At Commodity codes the validity dates Valid from and Valid To can be set• Any of these code lists can be either manually entered or imported from a

text file (Tab delimited with the corresponding column names in the firstline)

• For details on how to import data from file, refer to the On Line Help

Note!Each EU country requires specific data in the Intrastat declaration, thereforesome code lists (tabs) might not be used in the specific country. Also thecodes in specific tab might differ from country to country. Make sure youcheck the local requirements!

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• The tab Intrastat Fields allows you to specify which data to validate duringa declaration run for the selected country.

• Different countries have different requirements for Intrastat declaration; thesame country may also have different requirements for import and exportdata.

• The Validation For columns indicate which fields are mandatory fordeclaration in the selected country. These columns are by default hidden.

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• Go to Administration Setup Financials Intrastat Intrastat Configuration

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Let us have a look on how to activate Intrastat on Business Partners andItem Master Data

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• Go to Business Partners Business Partner Master Data

• In the tab General, check the Intrastat Relevant box• A new tab - Intrastat Settings appears• In this new tab you enter the parameters relevant to this business partner

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• Intrastat functionality collects information about trading of goods betweenMember States of the European Union, therefore the shipping address ofthe delivery must be located in other EU country

• In the Ship to section under the Addresses tab define the relevant ship toaddress located in other EU country and with valid VAT number.

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• Go to Inventory Management Item Master Data

• In the General tab, check the Intrastat Relevant box• A new tab - Intrastat Settings appears• In this new tab enter the parameters relevant to this item

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• Go to Business Partners Business Partner Master Data• Go to Inventory Management Item Master Data

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Let us have a look on new Intrastat related fields on marketing documents

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• Three new columns related to Intrastat are in the marketing documents:• Country of Origin

- Defaulted from Item Master Data• Incoterms

- Defaulted from Business Partner Master Data• Transport Mode

- Defaulted from Business Partner Master Data• All of these fields are active and can be adjusted in accordance to the

specific sales and delivery conditions.

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• Go to Sales - A/R A/R Invoice

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Let us review, how to generate Intrastat declaration files

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• Go to Financials Financial Reports Intrastat IntrastatDeclaration Wizard

• Intrastat Declaration Wizard hepls you to generate declaration files• In step 2 in the field Flow of Goods you can select whether you want to

generate Import declaration file or Export declaration file• In this step many other parameters and filters can be set• The following business documents are used in the creation of an Intrastat

declaration. The transaction rows in these documents constitute the datato declare.

• Sales documents• Delivery• Return• A/R Invoice• A/R Credit Memo• A/R Reserve Invoice

• Purchasing documents• Goods Receipt PO• Goods Return• A/P Invoice• A/P Credit Memo• A/P Reserve Invoice

• Inventory transactions• Inventory Transfer

• For detailed rules how these documents are used in Intrastat, refer to On-

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line help.

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• Step 3 is dedicated to country specific parameters

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• In step 4 you can see the overview of default values at relevant BusinessPartners.

• These values can be adjusted and these adjusted values will then be used in this specificwizard run.

• The adjusted values can be saved as new defaults at Business Partners– button Save BPSettings.

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• In step 5 you can see the overview of default values at relevant Items.• These values can be adjusted and these adjusted values will then be used

in this specific wizard run.• The adjusted values can be saved as new defaults at Items – button Save

Item Settings.

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• In step 6 you can see the overview of relevant transactions and theirIntrastat related parameters.

• You can select/deselect transactions to be included in the Intrastatdeclaration files.

• You can adjust Intrastat related parameters.

Note!Data on the marketing documents have priority on the defaults at BusinessPartners master data and Items master data.

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• In step 7 you can select the appropriate file format and generate therequired Intrastat declaration file.

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• Go to Financials Financial Reports Intrastat IntrastatDeclaration Wizard

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Finally, let us look at what tool is used to define the format of export files

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EFM (Electronic File Manager) is used to definethe export formatsDefault GEP files (Generic Electronic FileFormat Projects) are delivered for each countryFor details on how to adjust and upload thespecific export format, refer to the On Line Helpor to How to Design an Electronic Format inElectronic File Manager Format Definition.pdfYou can find this guide onhttps://service.sap.com/~form/handler?_APP=00200682500000002713&_EVENT=DISPLAY&_ARCHIVE=01100035871000569639The GEP files can be then uploaded inAdministration Setup GeneralElectronic File Manager

Note!

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In the first release the default GEP files will bedelivered via the SAP Note 1802095 -Intrastat_EFM Mapping Files for IntrastatDeclaration Files. In later patches the defaultGEP files will become part of the default localvalues.

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• Go to Administration Setup General Electronic File Manager

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You should now be able to• Explain the purpose of the Intrastat reporting.• Setup necessary Intrastat parameters.• Generate Intrastat declaration files from SAP Business One.

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