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Author's profile photo Paul McNally

Intrastat Declarations in SAP Business ByDesign

What is intrastat?

Intrastat is the statistical declaration used by EU member states to collect data on the physical movement of goods between member states.  Monthly intrastat declarations are a legal obligation for many businesses although the thresholds that govern whether a business must submit a declaration can vary by member state.  For further official information please see

https://ec.europa.eu/eurostat/documents/3859598/8512202/KS-07-17-102-EN-N.pdf/736c4a50-c240-4144-b087-4fa6aece8ee0

The minimum required data that needs to be reported in many countries as part of the intrastat declaration includes:

  • VAT number
  • Whether intra-EU import or export
  • Commodity code
  • The partner Member State
  • Value and quantity of the goods
  • The nature of the transaction, e.g. direct sales, purchases, returns
  • Country of Origin
  • Partner VAT ID

In addition, there are additional optional data elements that require reporting depending on the relevant authority which can include, but not limited to: delivery terms, region of origin, mode of transport etc.

 

Intrastat Support in ByDesign

Intrastat support in SAP Business ByDesign was withdrawn by SAP in 2015.  Prior to this SAP provided support for selected countries only: Germany; Great Britain; Austria; France and Italy with any additional countries requiring a custom solution provided by partners.  Since the withdrawal of support by SAP, customers could continue to use the standard solution up to the end of 2021, when new regulations came into force in many countries across the EU, such as new nature of transaction codes or requirements to capture country of originm resulting in the standard solution no longer being suitable.

 

Our Solution

In Cloud Solutions has developed, in collaboration with our customers, our own intrastat declarations solution built using the SAP Cloud Application Studio.  The solution captures all the required data from your deliveries (inbound, outbound, third party and consignment) and invoices (customer and supplier) including service confirmations, as required.

Within a single screen available from the ByDesign menu, you can quickly and easily pull together all the relevant transactions for the month for which you are submitting your declaration, and with support for an ever growing number of countries, you can download the declaration file ready for submission to your statistical authority.

As we have built the solution from the ground up, we can easily add additional export formats for different authorities or specific formats for your own internal use because all the relevant data is captured and only those matching the analysis filters is exported.  This means that if you need to add an additional intrastat declaration for another EU country, for example due to business growth pushing you over the reporting threshold, you do not need to purchase another solution and can simple change the analysis filters dramatically reducing the time required collecting and organising your system data.

 

What about Brexit?

We support declarations for Northern Ireland if required.

 

Which countries are currently supported?

 

Germany, Austria, Poland, Spain, France, Denmark, Finland, Northern Ireland

 

Assigned Tags

      14 Comments
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      Author's profile photo Jan Liedtke
      Jan Liedtke

      Hello Paul!

      Is there a demo, video or other form of presentation available to show the features in more detail?

      Thanks

      -Jan-

      Author's profile photo Paul McNally
      Paul McNally
      Blog Post Author

      Hi Jan,

      Yes!  We have just published a video at https://youtu.be/ycVtC1wSFgw

      Kind regards,

      Paul

       

      Author's profile photo Henning Ohlmeyer
      Henning Ohlmeyer

      Hi Paul,

      does your Add-On Support Sales Kits in Intrastat Reporting?

       

      Kind Regards,

      Henning

       

      Author's profile photo Paul McNally
      Paul McNally
      Blog Post Author

      Hi Henning,

      Yes we now support sales kits!

      Many thanks,

      Paul

      Author's profile photo Nathalie LAMPERIN
      Nathalie LAMPERIN

      Hello Paul,

       

      is it usable by other customers in the EU or only by UK customers ?

       

      Best regards

       

      Nathalie

      Author's profile photo Paul McNally
      Paul McNally
      Blog Post Author

      Hi Nathalie,

      We currently have country specific declaration files for Germany, France, Poland, Spain, Netherlands, UK, Austria and Finland.  The solution captures the intrastat data for all countries so we can then just add the specific declaration file if needed by a customer.

      Kind regards,

      Paul

      Author's profile photo Gabrielle PILARSKI
      Gabrielle PILARSKI

      Hi Paul,

      I would like to confirm that SAP by Design took into account the new specifications of the French tax office (2 different files instead of one, country of origin mandatory for all types of exchanges, etc).

      Thanks and regards

      Gabrielle

      Author's profile photo Paul McNally
      Paul McNally
      Blog Post Author

      Hi Gabrielle,

      We support the INSTAT XML Format for France - I checked the French government website but couldn't see any specific notice of updates for 2022 - if you could share a document or link that would be much appreciated and then I can confirm to you.

      Kind regards,

      Paul

      Author's profile photo Gabrielle PILARSKI
      Gabrielle PILARSKI

      Hi Paul,

      Thank you for your answer. Here are some links to documentations in English:

      • https://www.douane.gouv.fr/formalities-intra-community-trade
      • https://www.douane.gouv.fr/sites/default/files/2021-11/26/Functional-Changes-DEBWEB2022.pdf
      • https://www.douane.gouv.fr/sites/default/files/2021-11/26/Changes-to-declaration-of-intra-EU-trade-in-goods-from-1-January-2022.pdf

      Regards

      Gabrielle

      Author's profile photo François-Xavier LEPOUTRE
      François-Xavier LEPOUTRE

      Hi !

      I'd be glad to know if these new requirements are also supported by your add-on 😉

      Thanks !

      Author's profile photo Paul McNally
      Paul McNally
      Blog Post Author

      Hi Gabrielle,

      Thank you for sharing these - they are very useful.

      I have reviewed and we need to make some minor changes to support these. The bulk of the work is already there as already capture partner VAT ID and country of origin.  For the CSV mapping format and XML declaration files we have minor updates to include the partner VAT but these can be delivered very quickly.

      Kind regards,

      Paul

      Author's profile photo François-Xavier LEPOUTRE
      François-Xavier LEPOUTRE

      Hello Paul,

      Thanks for this information.

      About the "Country of origin", where would the data come from? I can't see a standard field for that information in ByDesign.

      If I am not wrong, the VAT ID of the partner was already present in the SAP-issued intrastat file.

      The second major change concerns the type of declaration (statistical '1' or tax '4' or combined '5') that should be input in position 65 of each row of the exported file, replacing an existing field (that indicated if this was a simplified '2' or detailed '1' declaration). Would that be an option for your addon also?

      Finally, I didn't see any change on the file formats.

      Thank you very much for your feedback on the two questions above.

      François-Xavier

      Author's profile photo Paul McNally
      Paul McNally
      Blog Post Author

      Hi Francois-Xavier,

      We have built support for country of origin rules within our intrastat solution - here is a screenshot:

      Intrastat%20Country%20of%20Origin%20Rules

      Intrastat Country of Origin Rules

       

      Our solution for the XML file format is for declaration type 1.

      Kind regards,

      Paul

      Author's profile photo Eric von Manstein
      Eric von Manstein

      Hello Paul,

      do you also support the case where the delivery document includes only a product category instead of a product? This would depend on a mapping between product categories and commodity code (group)s.

      Kind regards,

      Eric