CONFIGURATION OF LEGAL REQUIREMENTS INTRASTAT

1 Customizing settings Intrastat

This document describes the customizing required for the Intrastat reporting. Intrastat is the
reporting on goods movements between member states of the European Union (EU). A general
description of Intrastat was given in FICO Export issue …
As of SAP R/3 release 4.6, you can use checklist tools that help you to configure the system for
Periodic Declarations such as Intrastat.

Menu path: Logistics → Sales/distribution → Foreign Trade/Customs → Periodic Declarations →

Periodic Declarations → Settings
Wizard Dispatch / Export

T-code: WZFT02

Menu path: Logistics → Sales/distribution → Foreign Trade/Customs → Periodic Declarations →

Periodic Declarations → Settings
WZFT01 - Wizard Receipt / Import

T-code: WZFT01

1.1 Wizard Dispatch / Export

Figure 1: customizing check list

1.1.1 ID number
Maintain the ID numbers of the company codes relevant for customs declarations.
Select the company code and go to the detail view and choose Additional specifications.
"ID number" is a general term. For the Netherlands and other countries, this ID number equals
the VAT registration number.

OBY6 maintain Company Code Global Data
fill in the Intrastat ID.
On this screen you can also fill in country specific Intrastat fields

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Figure 2: Additional information for a company code.

1.1.2 Region of origin

Maintain the regional codes prescribed by the authorities. The regional codes are either the
origin or the destination of the goods.

VE70 Maintain Fiscal Regional Codes

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Figure 3 Fiscal Regional Codes

Be aware that geographical regions are not the same as the fiscal regions. In Figure 3 Fiscal
Regional Codes, the codes 01 up to 09 are used as regional codes. They are linked to the fiscal
regional codes 1, 2 and 3.
The geographical regions are to be maintained with transaction OVK2.

1.1.3 Special unit of measure

In this step, you can maintain the Special units of measure for commodity codes.
You have to enter the special unit of measure according to the specifications in the index of
goods for the Foreign Trade statistics (for each item, you have to enter the amount of the unit
of measure determined in the index of goods, for example, number of units).

OVE1 Commodity code / Import code number for foreign trade
Use this table to fill in the commodity codes that are used by a company. The code is comprised
of 8 digits. The system automatically copies the entry from the material master record to the
purchasing documents (purchase order, shipping notification) and sales documents (delivery,
billing document) at item level. You can change the proposed entry manually.

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Figure 4: example of commodity code

1.1.4 Business transaction type proposal

Here, you can maintain the default settings for business transactions used in SD documents.
However, first we must define the business transaction types for a specific country.

OVE4 Foreign Trade: Business Transaction Type
A business transaction type is a standard term and classifies the type of business transaction
that is carried out.
Figure 5 shows examples of business transaction types (codes) for Germany. The types are
provided by the tax authorities and can differ per year

Figure 5 Examples of Default Business Transaction Types

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OVE5 Proposal for Business Transaction Type Export

In this table you can enter the default values per combination of sales area / item category.

Figure 6: Example of default transaction types for a Belgian sales area with two distribution channels.
In the example above the German company has a sales organization 1000 with 3 distribution
channels 10, 12 and A2. If you create a sales order for distribution channel 10, using sales
order item category TAN (normal sales), this will be reported by Intrastat as a purchase/sale
(business transaction type 11). If you use item category KLN (Free of charge item) this will be
reported by Intrastat as Article on Approval/Sample (business transaction type 12).
The values in the table are default values and can be changed during the sales order processing.

1.1.5 Export/import procedure

The export/import procedure is used in purchasing documents.

OVE6 Foreign Trade: Procedure
A check can be carried out during SD and MM document processing as well as during the
processing of the relevant master data or default objects in MM and SD. For some countries a
dummy procedure can be used. Or this field can be set to not required in the incompletion log.
An example of a setting for Germany:
Cty Procedure Description Name Export Import
DE 43000 Import.w/o prec.regul. Germany E
An error will be produced if the procedure is used for an import.

OVE7 Proposal for Procedure in Export

In this table you can enter the default values per combination of sales area / Export-Import
Group / item category.

Note 1:
The export procedure is no longer required, unless the authority expressively requires this. If
this is not the case, only one entry (dummy) is needed since the incompletion procedure in SAP
will require that an export procedure is filled in.

Note 2:

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Import/export group is also often not required by the authority. It is a field that is used in the
material master that allows you to differentiate between materials and their assignment to a
particular export procedure. Also in this case, a dummy entry is needed.

1.1.6 Control
These settings control which fields will be checked for incompleteness when you create periodic
declarations and according to which criteria the system will aggregate the data.

VEB1 Declaration to authorities: Control / incompleteness
The settings in this table are standard SAP, based on legal regulations per country. If you want
to make changes, first check that this is legally allowed.

Figure 7 Control settings for Italy

For example: you want the system to aggregate those data records that have the same
business transaction code (to save space). Select the ‘business transaction code’ field as
aggregation criterion.

1.1.7 Currency Translation

Maintain the Exchange rates used to convert document currency amounts into declaration
currency. Here, you can maintain the customs rates prescribed by the customs officials
(customs rate INTRASTAT).

OB08 Currency exchange rates

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Obviously this table is already active and is used for determining exchange rates between
currencies.

1.1.8 Geography
A route specifies the path a delivery item takes from the delivering plant to the customer. The
system needs a route to determine important customs data such as the mode of transport, the
offices of exit in deliveries and billing documents.

Alternatively you can define your own default objects for the Foreign Trade header data. The
system then determines the mode of transport at the border, the domestic mode of transport
and the office of entry from either the vendor master (for imports) or the route (for exports). If
alternative entry values are defined for your system, you can change the route manually in the
document.

0VTC Route definition (relevant only for dispatches)

The system automatically copies this mode of transport into the foreign trade header data if a
route is assigned to the delivery or billing document.
You assign the route to the delivery on header level
Transport.

Or you can make your own proposal for the foreign trade header data. Choose

VI95 Proposal FT Header Data

Figure 8: example of own proposal object

1.1.9 Transportation connection point

This step is only relevant for dispatches and must only be carried out if you work with routes.
You can omit this step if you have maintained your own default objects (via VI95).

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A mode of transport can be a general address, a trans-shipment center, a border with a customs
office, or a reference to a location defined in the master data (shipping point, plant, customer,
or vendor).
You can select a transportation connection point as the border crossing point as part of the leg,
which, in turn, is part of the route. The system automatically transfers the office of exit entered
or the transportation point to the foreign trade header data only if the point is marked as the
border crossing point and the address for the point is maintained (especially the Country field).

0VTD Transportation connection point

1.1.10 Special rule

Maintain the Special rules for country / region in this step.
Depending on their association with a particular economic area, countries/regions can be
included or excluded or declared with a different country key.

Figure 9 Special rules for Germany

Reunion (country code RE) is not a EU member state, but part of the French Commonwealth.
Goods movements to and from Reunion, however, must be declared in the German INTRASTAT
as a goods movement to/from France.
Similarly, the exclusion can be used for intra-European Union trade purposes.

VEB2 Special Rules

1.1.11 Inclusion/Exclusion
In this step, you can maintain exclusion and inclusion indicators. For example, if you want to
exclude a certain transaction (document) from the Intrastat declaration, set the exclusion
indicator in the Foreign Trade data of the document.

You can also assign defined exclusion indicators to certain item categories (export billing
document item types). The system interprets this indicator during the selection of the
documents for the relevant declarations. If you do not set the indicator for an item type, the
system does not select items of this type.

VI30 Exclusion/Inclusion Indicators

VE80 Assign to item categories (billing)

VI63 Assign to item categories (delivery)

1.1.12 Copying control

In this step, maintain the Copy control. The most important criterion is the determination of
Foreign Trade data. There are three characteristics:
 Reference Foreign Trade data (value initial)
 Copy Foreign Trade data ( = A )

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 Redetermine Foreign Trade data ( = B ).

For the sales document -> billing document copying control, you have to enter a B (redetermine
Foreign Trade data) in any case.

This is standard SD customizing.

VTFA (sales docs
billing docs)

VTFF (billing docs
billing docs)

VTFL (delivery
billing docs)

1.1.13 Complete
When all steps as described are carried out, all prerequisites of Foreign Trade are met, so that
you can carry out the periodic declarations. However, this is only possible after you have
ensured that the master data and document data are maintained correctly. Also some additional
settings for intercompany purchases are required.

1.2 Wizard Receipt / Import

For the receipt / import side is also a wizard functionality available which we will use to check all
necessary Foreign Trade settings.

Figure 10: customizing check list imports

1.2.1 ID number
See 1.1.1

1.2.2 Destination region

Maintain the destination region characteristic for your goods using the official region codes
prescribed by the authorities.

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See 1.1.2

1.2.3 Special unit of measure

See 1.1.3

1.2.4 Business transaction type proposal

Maintain the Business transaction type defaults for the MM documents. See also 1.1.4.

OVE4 Foreign Trade: Business Transaction Type

OMG5 Default Business Transaction Type, Import

Per country, you can make defaults for each combination of:
 purchasing document category (F = Purchase Order),
 Purchasing document type (NB = standard PO) and
 Item category (determines the field selection and whether any additional data screens
are shown, in addition it determines whether a goods receipt or invoice receipt is to
follow)

1.2.5 Import procedure

Maintain the import procedure. This is the same transaction as export procedure.

OVE6 Foreign Trade: Procedure

VI70 Data Proposals for Stock Transport Order
In this table you can enter default values for customs office, mode of transport at border and
export/import procedure for each supplying – receiving plant combination. Should you want to
exclude business transactions between plants (stock transports), this is the table to make the
appropriate settings.

1.2.6 Control

See 1.1.6

1.2.7 Currency Translation

See 1.1.7

1.2.8 Special rule

See 1.1.10

1.2.9 Inclusion/Exclusion
See 1.1.11
You can also assign defined exclusion indicators to certain item categories (export billing
document item types). The system interprets this indicator during the selection of the
documents for the relevant declarations. If you do not set the indicator for an item type, the
system does not select items of this type.

VE80 Assign to item categories

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1.3 Other customizing settings

Function Menupath Explanation

Control of foreign Sales and distribution
Foreign
trade purchasing Trade
Control foreign trade data
screens in MM and SD documents
Import
screens in purchasing document
Copy control foreign Sales and distribution
billing

trade at sales billing documents
maintain
copying control for billing
documents
delivery note to
billing document
Incompletion check. Sales and distribution
Foreign
Trade
Declarations to authorities

Set incompletion and data
summarization
Exclusion indicator Sales and distribution
Foreign
Trade
Declaration to authorities

exclusion indicator
Define
exclusion indicator
Inco Terms Sales and distribution
Master
data
Business partners

Customers
Billing document

Define Incoterms
Preference code Sales and distribution
Foreign
Trade
Specific data for import

Define pref. Code
Here you control whether the
foreign trade screens should be,
filled.
Determines whether foreign
trade segments of the invoice
should equal those of the
delivery, or if these have to be
determined again.
Already mentioned this in
Errore. L'origine riferimento
non è stata trovata.
Using this indicator, you can
exclude certain purchase or sales
orders from the selection.
Only used to calculate the
statistical value. Only of
importance when declaring
Extrastat.
Code used in the foreign trade
item segment and reported for
Extrastat imports only.

Other points of attention:

 A control report exists in order to check completeness of data: RVEXKOLI
 Online retention period of Intrastat data should be 3 months.
 Deliveries to EU customers that do not have a VAT registration number are not allowed
to appear on the declaration. These cases can be excluded using so called exclusion
indicators.
 You can exclude documents by setting the indicator 01 on item level or on header level in
the ForTrade/Customs tab:

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1.3.1 Additional details plant (OX10)

For some countries the region is required in the plant master data. The region of the plant is
used as the destination region for purchase order items.

1.3.2 Conversion of import/export mode of transportation (VI46)

Intercompany sales invoices don’t have a purchase order on the incoming side. Therefore some
codes on the purchasing side have to be converted from the codes on the sales side. One of
these is the mode of transportation. The conversion is one-to-one, so every entry has been
marked as the default conversion.

Example of the conversion table:

Ctry MoT DstC MoT Name Description. Default
BE 3 DE 3 Belgium Truck X
BE 3 FR 3 Belgium Truck X
BE 3 IT 3 Belgium Truck X
BE 3 NL 3 Belgium Truck X
DE 3 BE 3 Germany Truck X
DE 3 FR 3 Germany Truck X
DE 3 IT 3 Germany Truck X
DE 3 NL 3 Germany Truck X
FR 3 BE 3 France Truck X

1.3.3 Conversion of import/export business transaction types (VI47)

Intercompany sales invoices don’t have a purchase order on the incoming side. Therefore some
codes on the purchasing side have to be converted from the codes on the sales side. One of
these is the business transaction type. The conversion is one-to-one, so every entry has been
marked as the default conversion.

Example of the conversion table for business transaction types:

Ctry TrTy DstC TrTy Name Description Default
BE 1 DE 11 Belgium purchase/sale X
BE 1 FR 11 Belgium purchase/sale X
BE 1 IT 1 Belgium purchase/sale X
BE 1 NL 1 Belgium purchase/sale X
BE 2 DE 21 Belgium Returning of goods X
BE 2 FR 21 Belgium Returning of goods X
BE 2 IT 2 Belgium Returning of goods X
BE 2 NL 2 Belgium Returning of goods X
BE 9 DE 91 Belgium Stock transfer X

1.3.4 Conversion of import/export procedures (VI50)

Intercompany sales invoices don’t have a purchase order on the incoming side. Therefore some
codes on the purchasing side have to be converted from the codes on the sales side. One of
these is the import/export procedures.

Example of the conversion table for import/export procedures:

Ctry Procedure DstC Procedure Name Description Default
BE 001 DE 43000 Belgium BE 001 (required entry)
BE 1000 DE 43000 Belgium Definitieve uitvoer X
FR 001 DE 43000 France FR 001 X
NL 001 DE 43000 Netherlands NL 001
NL 1000 DE 43000 Netherlands Definitieve uitvoer X

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1.3.5 Material groups for import/export

(Menu path in the Implementation Guide: Sales and distribution -> Foreign trade -> Products for foreign
trade -> Define material groups for import/export)
The material groups allow you to differentiate between materials and their assignment to a
particular export procedure.

INTRASTAT T-CODE

1.
VE01 INTRASTAT: Selection Dispatch to EU INTRASTAT: Selection Dispatch to EU
INTRASTAT: Selektion Versendung EU INTRASTAT : sélection envoi UE
Intrastat: selectie verzending EU
2.
VE02 INTRASTAT: Create Form - Germany INTRASTAT: Create Form - Germany
INTRASTAT: Formular - Deutschland INTRASTAT : formulaire - Allemagne
INTRASTAT: formulier - Duitsland
3.
VE03 INTRASTAT: Create File - Germany INTRASTAT: Create File - Germany
INTRASTAT: File - Deutschland INTRASTAT : fichier - Allemagne INTRASTAT:
bestand - Duitsland
4.
VE04 EXTRASTAT: Data selection for export EXTRASTAT: Data selection for export
EXTRASTAT: Selektion Ausfuhr EXTRASTAT : sélection exportation
EXTRASTAT: selectie uitvoer
5.
VE05 EXTRASTAT: Create File - Germany EXTRASTAT: Create File - Germany
EXTRASTAT: File - Deutschand EXTRASTAT : fichier - Allemagne EXTRASTAT:
bestand - Duitsland
6.
VE06 INTRASTAT: Paper Form - Belgien INTRASTAT: Paper Form - Belgien
INTRASTAT: Formular - Belgien INTRASTAT : formulaire - Belgique
INTRASTAT: formulier - België
7.
VE07 Create INTRASTAT Form for France Create INTRASTAT Form for France
INTRASTAT: Formular - Frankreich INTRASTAT : formulaire - France
INTRASTAT: formulier - Frankrijk
8.
VE08 Create INTRASTAT File for Italy Create INTRASTAT File for Italy INTRASTAT:
File - Italien INTRASTAT : fichier - Italie INTRASTAT: bestand - Italië
9.
VE09 Create INTRASTAT file for Belgium Create INTRASTAT file for Belgium

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INTRASTAT: File - Belgien INTRASTAT : fichier - Belgique INTRASTAT: bestand

- België
10.
VE10 Create INTRASTAT file for Holland Create INTRASTAT file for Holland
INTRASTAT: File - Niederlande INTRASTAT : fichier - Pays Bas INTRASTAT:
bestand - Nederland
11.
VE11 Create INTRASTAT file for Spain Create INTRASTAT file for Spain INTRASTAT:
File - Spanien INTRASTAT : fichier - Espagne INTRASTAT: bestand - Spanje
12.
VE12 Create INTRASTAT form for Holland Create INTRASTAT form for Holland
INTRASTAT: Formular - Niederlande INTRASTAT : formulaire - Pays Bas
INTRASTAT: formulier - Nederland
13.
VE13 KOBRA data selection: export Germany KOBRA data selection: export Germany
KOBRA: Selektion Ausfuhr Deutschl KOBRA : sélection exportation Allem.
KOBRA: selectie uitvoer Duitsland
14.
VE14 Create KOBRA file for Germany Create KOBRA file for Germany KOBRA: File -
Deutschland KOBRA - fichier - Allemagne KOBRA: bestand - Duitsland
15.
VE15 Create disk - INTRA/EXTRA/KOBRA/VAR Create disk -
INTRA/EXTRA/KOBRA/VAR Diskette - INTRA/EXTRA/KOBRA/VAR Disquette -
INTRA/EXTRA/KOBRA/VAR Diskette - INTRA/EXTRA/KOBRA/VAR
16.
VE16 Create INTRASTAT form for Austria Create INTRASTAT form for Austria
INTRASTAT: Formular - Österreich INTRASTAT : formulaire - Autriche
INTRASTAT: formulier - Oostenrijk
17.
VE17 Create INTRASTAT form for Sweden Create INTRASTAT form for Sweden
INTRASTAT: Formular - Schweden INTRASTAT : formulaire - Suisse
INTRASTAT: formulier - Zweden
18.
VE18 SED data selection for USA exporters SED data selection for USA exporters
SED: Selektion - Exporteure - USA SED : sélection - exportateurs - USA SED:
selectie - exporteurs - VS
19.
VE19 Create SED form for USA Create SED form for USA SED: Formular - USA SED :
formulaire - USA SED: formulier - VS

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20.
VE20 Create AERP file for USA Create AERP file for USA AERP: File - USA AERP :
fichier - USA AERP: bestand - VS

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