How to run Intrastat in SAP Business One
Intrastat is the system for collecting information and producing statistics on the trade in goods between countries of the European Union (EU).* And as one of the reports it is also introduced in SAP Business One (B1) in all localizations of the European Union.
In this blog I want to explain how you can set and run Intrastat report in your SAP Business One.
First you sure need to install that:
Just click the check box, answer Yes on the system message window, and press the Update button in the form.
You can enable Intrastat whenever you need or have time. However, in case you have some specifics you need to handle while invoicing you will need to update them line by line in the Intrastat report. You will learn how to do that if you continue to read this blog.
So let me describe how the report looks likes and how you can handle some specific settings.
I assume you really have transactions that need to be reported in the Intrastat. In SAP Business One the Intrastat transactions are Goods Receipts PO, A/P Invoices, Deliveries, A/R Invoices, and their cancelling transactions like Credit Memo and Returns. These transactions should be booked to the Business Partner with EU VAT Number. Please, note that VAT number verification is not enabled automatically with the Intrastat (see VAT Number Validation in SAP Business One) . The next condition is to have your Business Partner and Item set as Intrastat Relevant:
You can run Intrastat Declaration Wizard to see your report for the specific period. In the Step 1 of 8 Wizards Options the Create New Declaration option is selected by default, go to next step.
In the Step 2 of 8 General Information, you need to decide if you want to report import or export transactions in the Flow of Goods field. I think the other fields are clear enough from the description. You can proceed further to the next step. However, it can happen that you will be stopped with error message like in the picture:
There are 3 ways to resolve those errors:
- Enter the value into the field that is mentioned in the message.
- Enter the value in the Intrastat Configuration -> General tab, so the value will be used as a default value.
- Tick off the Require All Data check box in the Intrastat Configuration -> General and then tick off/on the check boxes for the fields you need to report in the Intrastat Fields Please, pay attention: you can set different fields mandatory for reporting for Export and Import, and different setup for different Declaration Country/Region:
In case you choose option 2 or 3 you need update settings before running Intrastat Wizard.
Step 3 of 8 Country/Region – Specific Fields is enabled in several localizations where some additional information is required for reporting.
Step 4 of 8 Business Partners – you can see all Business Partners that are going to be included to the report, some additional information can be seen and updated in this window. B1 checks following conditions:
- Business Partners type- vendors or customers (depends on the chosen Flow of Goods you have selected in the step.
- BP is Intrastat Relevant and EU VAT number other than Declaration Country/Region.
- There are transactions for this BP in the selected period from step 2.
- The VAT number of the Ship To address corresponds to the Country/Region in the BP Master Data.
Values in the columns in this step are taken from the BP Master Data Intrastat Settings tab:
In case you did not set these values before the run you can enter the values directly in this window. As you see there are dropdown lists in these fields. However, sometimes there are no values there. You do no need panic 😉: these values you can add for yourselves in a little bit non-standard way: in the already known form Intrastat Configuration: you can see separate tab for each field. And again, you can leave some fields not filled in case they are not ticked on in the Intrastat Fields as it was mentioned before.
Please, also pay attention that you can update directly in this window your Business Partner Intrastat settings.
So, let us move further to the Next Step 5 of 8 – Items. The form fields have the same behavior as the fields in the previous step. Now the default value is taken from the same table from Item Master Data Intrastat Settings. Please, pay attention that all these fields are available in the Marketing Document form and updating here the default value will reset values that man has already entered there.
And now we can continue to the Step 6 of 8 Transactions. In this window you can see all transactions (your marketing documents) that are relevant for the Intrastat report with the additional information that is required by tax Authorities in your country, like Customers Procedure, Commodity Code, Incoterms, etc. Please, note that although the report is mandatory in all European Union countries different countries has their own standards and require different information. So, in case some of the information is not required, just hide the column in the form settings, like in the picture for the Port of Entry or Exit :
You can also update/enter values in these fields according to your setup and best knowledge. Please, be aware that the changes in this window will not be updated to the default ones. B1 will take the values from the marketing document lines, and in case there are not filled from the previous steps 4 and 5. You can change the grouping in this window so it will be easier to you to check the transactions:
The next Step 7 of 8 is the Declaration Generation. In this step you can save the report and create a file for submitting to the Authorities. In case you are running the report first time most probably the Electronic File Format field is empty. You need define it from the drop-down list. You also need to define the place where the file should be saved by B1.
And the last step 8 of 8 is Summary and Error Report with a link to the saved file. You can always regenerate the file, just run wizard again and in step 1 choose the saved report and run the next steps. However, steps 4 and 5 will be excluded in this run. With the Reopen button you can update the values and your selection.
All the data of the saved Intrastat wizard run can be found in the OISW and ISWx tables. As the authorities change the file format the relevant for your country file format can be found in SAP Notes and to be uploaded into B1 using the standard way Administration => Setup => General => Electronic File Manager. But this is another topic, 😊.
I hope you will find this information useful, and I welcome to share your feedback in the comments.