Intrastat

General
Intrastat is the EU system for collecting and producing statistics on trade between member countries of the European Union. This is done on a monthly basis.

Intrastat information includes, for example, the amount, weight and value of goods traded in the EU. These details are included in customer and vendor invoices.

Intrastat set up
There are a number of steps that need to be taken in order to set up Intrastat reporting from Uniconta, as shown below.

Inventory Items

Item tariff numbers
Items traded between EU member countries should be set up in Uniconta to include an EU ‘Tariff number’, which the Intrastat report will be based on. Intrastat tariff numbers are 8 digits long. The official tariff numbers can be found on country specific websites, for example the Danish Statistics website: http://www.dst.dk/da/Indberet/oplysningssider/intrastat/udenrigsoekonomi

To enter a ‘Tariff number’, use the navigation panel to go to Inventory/Items and click on the ‘Add item’ button in the toolbar/ribbon. The EU Sales ‘Tariff number’ and ‘Country of origin’ can be entered here as shown in the screenshot below.

(Click on screenshots to enlarge).

Item ‘Tariff numbers’ can also be entered under Inventory/Maintenance/Item groups, as shown in the screenshot below.

The item group Tariff number will be used for an item where no Tariff number is included for the individual item.
This may be easier to set up, as one Tariff number is used for several items in the same group.
Note: this only makes sense if the items are grouped in a way that matches the item Tariff number.

Net weight
The item’s net weight also needs to be reported to Intrastat. Therefore, the ‘Weight’ field should be filled out when entering a new item in Inventory/Items ‘Add item’ as shown in the screenshot below.

The Intrastat report needs to include the weight to the nearest kilogram, so it may be necessary to convert the weight to kilograms here. Several ‘Unit’ options are available, as shown in the dropdown menu in the screenshot below.

Uniconta’s Intrastat reporting function will convert the weight to the nearest kilogram. If the item weighs less than one kilogram, it will automatically be rounded up to 1 kilogram.  If no unit is given, then the system assumes that the weight unit is kilograms. The example below shows the ‘Unit’ in ‘Pcs’ (pieces). This records the weight as 25 Kg.

(Click on the screenshot to enlarge).

These details can also be edited in the Intrastat screen before sending.

Net weight is optional for item Tariff numbers with supplementary units.  The packaging weight should not be included.

Country specific websites are available detailing the weight requirements, such as the Danish site: www.dst.dk/varekoder.

Intrastat in Uniconta

Intrastat reporting is found under General Ledger/Reports/VAT reporting/Intrastat.

Select the period for the Intrastat report. Select ‘Import’ and/or ‘Export’ and click the ‘Search’ button.

Description of Intrastat column headings

Date
This column includes the date of the inventory transactions.

Direction
Direction of item transaction (Import or Export)

Account
Customer or Vendor number.

Account name
Customer or Vendor name.

Item
Uniconta item number in the transactions.

Item name
Item name in Uniconta.

Field transfer type
There are several field transfer types in Intrastat, but the most typical are 11 and 21, as described below. Uniconta will, therefore automatically fill out this column with an ’11’ or a ’21’. The type can always be edited later.
Field transfer type ’11’ = General purchases and sales within the EU.
Field transfer type ’21’ = Return of items (credit note/returned item).

Commodity code
Commodity codes (Tariff numbers) can be obtained from the item set up or item groups as described above.

Weight/Pcs
Item’s net weight per unit in kilograms. This is updated based on the net weight given in the ‘Item’ detail form as described above.

Pcs
Number of units included in the transaction.

Weight
The total net weight of all items in the transaction. This is calculated based on the Intrastat transactions’ net weight included in the ‘Item’ detail form as described above.

Supplementary quantity
Some commodity codes require additional unit information, as described above. The supplementary quantity is updated manually in the Intrastat report.

Country
Country that the items are delivered to/from.

Invoice number
Invoice number form the original transaction.

Invoice amount
Transaction amount in the default currency using the current exchange rate. The transaction amount is based on the net amount given on the order.

Triangular trade
Check the box if the transaction is part of a triangular trade. Any triangular trade transactions will be excluded from the Intrastat report. This field must be completed manually.

SystemInfo
This column is filled out automatically by Uniconta, for example, validation or compression information (see ‘Compress’ section below).

Description of buttons/functions in Intrastat

Add
Manually adds line items to be reported to Intrastat.

Delete
Transactions that the user does not wish to report to Intrastat can be deleted using this button.

Create file
This button is used to create the Intrastat report file. The transactions are published in country specific Intrastat format. For example, INTRA-DK in Denmark.  In Denmark, this format can then be uploaded to IDEP.web, as shown below.

The file can be saved in a folder on a local PC and named as wished. In Denmark, for example, the file is then uploaded to the Danish Statistics site: IDEP.web as shown below.

Log in to IDEP.web with a Danish ‘Nem-id’.

Choose ‘Dataimport’ and the import format ‘NY INTRA-DK’.

Compress
Each Intrastat file can hold a maximum of 999 line items. It is therefore possible to compress the Intrastat transactions using the ‘Compress’ button in the toolbar/ribbon before exporting them. They are compressed by ‘Field transfer type’/’Commodity code’/’Country’.

The screenshot below shows the previous three transactions compressed to two lines, for example.

(Click on the screenshot to enlarge.)

Editing Intrastat transactions

All Intrastat transactions can be edited before publishing the report t Intrastat.