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Intrastat S/L

The Intrastat system is used to collect statistics on the physical trade in goods (i.e. the actual movement of goods) between the various member countries of the European Union (EU). If your business is situated in an EU country and its trade with companies in other EU countries is greater than the threshold value, it will be necessary to send an Intrastat report periodically to the relevant authorities.

This form lists the Items sold to Customers in the EU Zone during the relevant period together with quantities and values.

You should design the Form Template to conform to official requirements. The available fields are listed at the end of this section.

The Sales Ledger also contains an Intrastat Export function that you can use to export this information to text files. The precise name of this function and the format of the files that it creates will depend on the VAT Law in the Company Info setting. For example, if the VAT Law is “Default”, the function will be named ‘Intrastat Invoices (UK)’ (described here).

Period
Paste Special    Reporting Periods setting, System module
Specify the period for the form. The statistics printed in the form will be compiled from Invoices whose Transaction Dates fall in this period.

Items
Paste Special    Item register
Range Reporting    Alpha
If you enter an Item Number or range of Item Numbers separated by a colon here, the statistics printed in the form will be compiled from sales of those Items during the report period.

Item Groups
Paste Special    Item Group register, Sales Ledger
Range Reporting    Alpha
If you enter an Item Group or range of Item Groups separated by a colon here, the statistics printed in the form will be compiled from sales of Items belonging to those Item Groups during the report period.

Invoices
Range Reporting    Numeric
To gather statistics from a particular range of Invoices, enter the first and last Invoice Number in the range, separated by a colon. This can be useful if you have used a separate Number Series for Invoices issued to Customers in the EU Zone.

Person
Enter a contact name to be printed in the “From Contact” field in the form.

Include POS Invoices
By default, the sales statistics in the form will be compiled from Sales Invoices. Use this option if you would like Items sold in POS Invoices to be included in the statistics as well.

Don’t show qty for weighted items
The “Quantity” row field will print the total quantity sold for each Item/Currency/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination. If you use this option, this figure will only be printed if the Weight in the Item record is blank or zero.

VAT Zone
The form can contain statistics compiled from Invoices issued to Customers in any or all of the three Zones. Use these options to specify which ones. The EU option includes the Inside EU (Post VAT) Zone, while the Outside EU option includes the Outside EU (Post VAT) Zone. You must choose at least one option.

Grouping
A separate row will be printed in the form for each unique Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination used in Invoices recorded during the report period.

The unique Item identifier in this combination can be the Item Number or the EKN Code: use these options to specify which one you want to use.

For example, if there is an Invoice for Item 10101 and one for Item 10102 (all other factors being identical), this will cause two rows to be printed in the form if you choose to group by Item Number. However, if these Items have the same EKN Code, only one row will be printed in the form (containing aggregated figures) if you choose to group by EKN Code. Under this option, Items without EKN Codes will be listed individually.

Exclude Item Type
Use these options to exclude Plain and/or Service Items from the calculations.

Rounding
Choose the rounding method that you want to use. This choice will affect the following fields: “Quantity”; “Row Sum”; “Weight, Item”.

If you are using the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting, then decimals will always be cut, irrespective of the option chosen here.
When you design the Form Template to be used by the Intrastat S/L form, the fields that you can use fall into two broad categories—
  • Fields that will be printed once. These fields will print information about your company taken from the Company Info setting, and some totals.

  • Row fields. A separate row will be printed for each unique Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination used in Invoices recorded during the report period. For example, if there are two Invoices for Item 10101 in Currency EUR and one Invoice for Item 10101 in Currency SEK (all other factors being identical), this will cause two rows to be printed in the form. The first row will print total figures from the two EUR Invoices, and the second row will print totals from the SEK Invoice.
You can use the fields listed below when you design the Form Template to be used by the Intrastat S/L form. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in FormPrints
Header Fields (these print once per form i.e. once in each print-out)
Address 1First line of the Address from the Company Info setting
Address 2 Second line of the Address from the Company Info setting
Address 3 Third line of the Address from the Company Info setting
Address 5 Fourth line of the Address from the Company Info setting
Address 6 Fifth line of the Address from the Company Info setting
Date with Month In WordsStart Date of the Period from the specification window, with the month as a word. For example, 22/12/2014 will be printed as “22 December 2014”. The Date Order (e.g. day, month, year) will be taken from the Company Date and Numeric Format setting
DayThe day from the Start Date of the Period from the specification window. For example, the day from 22/12/2014 will be printed as “22”
End DateEnd Date of the Period from the specification window
From ContactPerson from the specification window
Month The month from the Start Date of the Period from the specification window. For example, the month from 22/12/2014 will be printed as “12”
Month in wordsThe name of the month in the Start Date of the Period from the specification window, taken from the record in the Days and Months setting in the System module for the Language in the current user’s Person record
Number of BoxesNumber of lines printed in the form (i.e. number of Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combinations in the form)
Production DateThe date when the form was printed
Subtotal in Base Currency 1Sum of the values in the “Total in Base Currency 1, row” row field
Total FOB Value, LocalSum of the values in the “FOB Value, Local” row field
Total Quantity InNumber of lines printed in the form (i.e. number of Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combinations in the form)
Transaction DateStart Date of the Period from the specification window
YearThe year from the Start Date of the Period from the specification window. For example, the year from 22/12/2014 will be printed as “2014”
Row Fields (these print once for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, so remember to specify a Line Height and to set the Format to “Matrix”)
CommentComment from the Delivery Terms specified in each Invoice
Country CodeCountry from the Contact records for each Customer
Country of OriginThe third line of the Address in the Default Source specified in each Item record
CurrencyCurrency from each Invoice
Delivery ModeDelivery Mode from each Invoice
Delivery TermDelivery Term from each Invoice
EKN codeEKN Code from each Item record
FOB Value, LocalSum of (Sum from each Invoice row / Subtotal * Statistical Value) i.e. total value for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, in Base Currency 1 (converted using the exchange rate in the Invoice), expressed as a proportion of the sum of the Statistical Values from each Invoice
FOB Value, foreign CurrencySum of (Sum from each Invoice row / Subtotal * Statistical Value) i.e. total value for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, in the Invoice Currency, expressed as a proportion of the sum of the Statistical Values from each Invoice
Invoice TypePrints “16” for Credit Notes, “111” for POS Invoices (these will only be included if you select the Include POS Invoices option in the specification window) and “10” otherwise (i.e. for Invoices and Cash Notes)
Item CodeNo. from each Item record
Item Code 2Commodity Code from each Item record
Item TypeDescription from each Item record
QuantitySum of (Qty from each Invoice row * Unit Coefficient from each Item record) (if an Item has both a Unit 2 and a Unit Coefficient) or sum of (Qty from each Invoice row) (otherwise) i.e. total quantity for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination. If you use the Don’t Show Qty for Weighted Items option in the specification window, this figure will only be printed if the “Weight, Item” row field prints blank. Rounding will depend on the option chosen in the specification window
Quantity InLine number in the form
Row SumSum of the Sums from each Invoice row i.e. total value for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, in the Invoice Currency. Rounding will depend on the option chosen in the specification window
Total in Base Currency 1, rowSum of the Sums from each Invoice row i.e. total value for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, in Base Currency 1 (converted using the exchange rate in the Invoice)
Transaction NumberNumber of Invoice rows in which the Item/Currency/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination has been used
UnitUnit 2 (if an Item has both a Unit 2 and a Unit Coefficient) or Unit from each Item record
Weight, ItemSum of (Weight from each Item record * Qty from each Invoice row) i.e. total weight for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination. Rounding will depend on the option chosen in the specification window

Please click here for details of the standard fields that you can also include in the Form Template.

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