Setting Up and Running Intrastat Reports

This chapter provides an overview of Intrastat reporting, lists common elements, and discusses how to:

Note. The following chapter provides information about Intrastat reporting and the functionality that PeopleSoft provides to facilitate Intrastat reporting. It is not to be construed as tax advice nor is it intended to document all the ramifications of reporting for Intrastat. Please consult your tax professional to insure your full compliance with the laws and regulations dealing with Intrastat transactions and Intrastat reporting.

Click to jump to parent topicUnderstanding Intrastat Reporting

Intrastat reporting on the physical movement of goods between European Union (EU) member states is available if you implement PeopleSoft Order Management, Inventory, Purchasing, Payables, and Billing. Each EU country may require different information on Intrastat reporting forms. You define that information with Intrastat characteristics. PeopleSoft delivers populated tables that contain fiscal regimes or statistical procedures, and nature of transaction codes. You can add to or change the values.

The system automatically compiles the transactions that are described in the next sections for Intrastat reporting.

Dispatches

The following types of transactions are defined as dispatches:

Arrivals

The following types of transactions are defined as arrivals:

You select the default nature of transaction codes and fiscal regimes or statistical procedures for each of the transactions that the system compiles. Change the default values, or enter other transactions that don't compile automatically.

The Intrastat Transaction Loader process populates the Intrastat transaction tables with transactions that are eligible for reporting. After the tables are populated, define the information to include on a report. You can also print a draft or final copy of an Intrastat report and drill down to report details. The application documentation describes how it handles Intrastat transactions.

See Also

Entering and Updating Intrastat Transactions

Running Intrastat Processes

Establishing Intrastat Characteristics

Click to jump to parent topicCommon Elements Used in This Chapter

VAT entity (value added tax entity)

Represents the level within an organization at which the VAT and Intrastat returns are filed. Each VAT entity includes one or more PeopleSoft General Ledger business units.

Dcmnt ID (document identification)

Assigned to information about an Intrastat transaction.

Destination Country

For dispatches, indicates the country to which the goods are shipped.

Consignment Country

For arrivals, indicates the country from where the goods are shipped.

VAT Registration ID (value added tax registration identification)

The ID that is used for Intrastat reporting by organizations located in European countries.

Flow

Designates the direction of the movement of goods, such as dispatch or arrival.

EU Commodity Code (European Union commodity code)

Codes that classify the goods that are reported on the Intrastat return. The EU commission publishes these codes.

Nature of Transaction Code (NOTC)

The NOTC is made up of 2 digits and is used for the Intrastat return:

  1. The first digit is published by the EU and must be used by all EU countries. This digit identifies the general nature of the transaction.

  2. The second digit provides more specific information about the transaction. The EU publishes a set of values but member states can use different sets of values for the 2nd digit, depending on their particular requirements.

Rate Type

Currency exchange rate type that is used when the calculation of Intrastat reporting amounts is required.

Region of Origin

For dispatches, refers to the region in which the item is originally produced or assembled.

Region of Destination

For arrivals, refers to the region in the arrival country in which the goods are to be used.

Country of Origin

For arrivals, indicates the country in which the goods are originally produced.

Country Type

Defines the format of the country code designation. Options are two character, three character, or three digit numeric code.

Transport Mode

Determines the shipment method for goods.

Port/Airport of Unloading

For arrivals, the port or airport in the arrival country where the goods are unloaded.

Port/Airport of Loading

For dispatches, the port or airport in the dispatch country where the goods are loaded.

Click to jump to parent topicEnabling and Defining Intrastat Reporting

To enable and define Intrastat reporting, use the VAT Entity component (VAT_ENTITY_ID). Use the VAT_ENTITY_ID component interface to load data into the tables for the VAT Entity component.

This section discusses how to enable and define Intrastat reporting.

See Also

Setting Up VAT Entities

Click to jump to top of pageClick to jump to parent topicPage Used to Enable and Define Intrastat Reporting

Page Name

Definition Name

Navigation

Usage

Intrastat Reporting Details

VAT_ENT_ISTRPT_SEC

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Value Added Tax, VAT Entity, Identification

Click the Intrastat Report Details link on the Identification page.

Enable Intrastat reporting for a VAT entity, and establish Intrastat report criteria.

Click to jump to top of pageClick to jump to parent topicEnabling and Defining Intrastat Reporting

Access the Intrastat Reporting Details page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Value Added Tax, VAT Entity, Intrastat Report Details).

Intrastat Reporting Required

Enables Intrastat reporting. If you deselect this check box, you don't have to complete any other fields on the page.

Reporting Currency

Defines the currency, which must match the currency that the receiving customs organization requests.

Threshold

Refers to the level of information (obligation) that intracommunity sales and purchases require. This information is used mainly in France to reduce the declarative workload for small- and medium-sized organizations. PeopleSoft delivers the Intrastat form with the most restrictive level (level 1), which covers all levels of obligation. This is an informational field that determines the level that is checked on certain Intrastat reporting forms.

Contact Name

Names the person in your organization that can be contacted by local authorities to answer questions about a submitted Intrastat report.

Process Type

PeopleSoft delivers reports with many process types, the following are the most commonly used process types:

  • Crystal: All Crystal processes that PeopleSoft delivers that relate to Intrastat reporting begin with the prefix IST. For example, IST0050 is Form N.

  • Application Engine: For adding the IDEP_INT process.

  • SQR Report: For adding the IST0100 process to create the CSV file for the United Kingdom.

  • BI Publisher Report: For adding the ISTX0050S process to create the Intrastat Form N.

If you create your own reports, select the appropriate type of process for those reports.

Process Name

Determines the form or process that the system uses for Intrastat reporting.

File Layout ID

Produces a flat file that you can use to interface with the Intrastat Data Entry Package.

Click to jump to parent topicEstablishing Intrastat Characteristics

Each EU member state may require different information on Intrastat reports. You need to set up reporting characteristics for both arrivals and dispatches for each country in which you file an Intrastat return.

Note. Only countries that are designated as EU member states on the Country page in the Location menu are available for selection. Select Set Up Financials/Supply Chain and then Common Definitions to access the Location menu.

To establish Intrastat characteristics, use the Intrastat Characteristics component (IST_COUNTRY_TBL).

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Establish Intrastat Characteristics

Page Name

Definition Name

Navigation

Usage

Intrastat Characteristics - Option 1

IST_COUNTRY_TBL

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option 1

Select the information that individual countries require for Intrastat reports.

Intrastat Characteristics - Option 2

IST_COUNTRY_TBL2

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option 2

Select additional data, and specify the format of the information for the Intrastat form.

IST Statistical Value Details

IST_STATVAL_SEC

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option 2.

Click the IST Statistical Value Details link on the Option 2 page.

Define the statistical value calculation factors to apply against invoice amounts to calculate the statistical value.

Intrastat Exception Details

IST_CNTRY_EXCP_SEC

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option 2

Click the Intrastat Exception Details link on the Option 2 page.

Limit the Intrastat information that is reported for exception transactions.

Click to jump to top of pageClick to jump to parent topicSelecting Intrastat Characteristics for Individual Countries

Access the Intrastat Characteristics - Option a page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option a).

Reporting Party Registration

Registration Required

Indicates that you, as an Intrastat declarant, are required to include your VAT registration ID on Intrastat reporting forms.

Display

Indicates if you are required to include a country code prefix for the VAT ID. Options are Prefix and No Prefix.

Type

Select a type of country code prefix.

Source

The VAT registration ID values include:

VAT: The VAT registration number.

Local: A local tax ID that some countries use.

Trading Partner Registration

Registration Required

Indicates that you must provide your trading partner's VAT registration ID. If you are required to include a country prefix for the trading partner's VAT ID, select Prefix in the Display field, and select the prefix type.

Financial Adjustments

Report Financial Adjustments

Indicates that you must report financial adjustments, such as debit and credit notes

Nature Txn 1st Digit Req'd (nature of transaction first digit required)

Indicates that reporting rules require that you identify the nature of the transaction for financial adjustments.

Nature Txn 2nd Digit Req'd (nature of transaction second digit required)

Indicates that you require the additional detail that is provided by a second set of nature-of-transaction values.

Required Fields

Select the information to include on the Intrastat report forms. You cannot select both Fiscal Regime and Stat Procedure (statistical procedure). Several of the field labels in the Required Fields group box change depending on the flow that you selected.

Nature of Transaction Code

1st Digit

Indicates that you must provide a nature of transaction code on Intrastat reports for the selected country and flow.

2nd Digit

Click this check box to indicate that you require the additional detail that is provided by a second set of nature-of-transaction values.

2nd Digit Usage

Select the delivered European Union, or United Kingdom 2nd digit usage identifier. You can also select from this prompt an appropriate usage identifier for a user defined set of 2nd digits if you have previously defined that set for another EU country. When you select a 2nd digit usage identifier option, its value determines which set of 2nd digit values the system uses.

When you complete this setup, the Nature of Transaction Code values are available for use on the Intrastat-applicable transaction. When entering a transaction, you are prompted for the first and second digits of the Nature of Transaction Code on the Line Detail page. The list of values that are available for the 2nd digit is dependent on the usage identifier that you specify for the Intrastat reporting country, the value that you specify for the first digit, and the set of 2nd digit values that are associated with that 1st digit for that usage identifier

Click to jump to top of pageClick to jump to parent topicFormatting Intrastat Information

Access the Intrastat Characteristics - Option b page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option b).

Required Fields

Rounding Method (Applicable to Net Mass, Invoice Amount, Statistical Value, and Supplementary Units)

Determines the format for the corresponding fields. The following results are available:

Normal: Rounds up or down to the nearest whole unit. For example, quantities less than 500 grams round down, and those between 500 and 999 grams round up.

Truncate: Rounds down to the nearest whole unit.

Up: Rounds up to the nearest whole unit.

Country Type (Applicable to Country of Destination or Consignment, and Country of Origin)

Determines the format for the corresponding country codes. The following values are available:

2 Char — prints the 2 character country code

3 Char — prints the 3 character country code

3 Numeric — prints the 3 digit numeric country code

Invoice Amount

The invoice amount for the goods shipped or received.

Statistical Value

This may be the same as the invoice amount, but the value generally differs. Within PeopleSoft applications, user-defined statistical value calculation factors are applied to the invoice amount to calculate the reported statistical value. Refer to each country's Intrastat Reporting requirements documents to establish how the statistical value is determined and to guide the setup of the calculation factors.

Supplementary Units

Indicates that you must use supplementary units for the selected country and flow to report transactions that involve commodity codes that include supplementary units.

Country of Destination or Consignment (depending on the flow selected)

Represents a trading partner's country.

Country of Origin

For arrivals, the country in which the goods were created or assembled.

IST Statistical Value Details

Click to access a page where you define the calculation factors that the system applies to the invoice amount to determine the statistical value for reporting.

Exception Type

For some EU member states, entries for certain categories of transactions, such as financial adjustments or reconciliation entries, may not require all the information that Intrastat transactions normally require. Each member state has its own mechanism for identifying these exception transactions. France, for example, uses fiscal regimes, while the U.K. uses the second digit of the nature of transaction code.

Type

Specify the type of information that is used to identify exception transactions.

Intrastat Exception Details

Click to access a page where you define the information that is required for specific exceptions.

Note. You cannot select Nature of Txn 2nd Digit, Fiscal Regime, or Statistical Procedure as an exception type unless they are selected in the Required Fields group box on the Intrastat Characteristics - Option a page.

See Also

Defining Statistical Values

Specifying Intrastat Exception Details

Click to jump to top of pageClick to jump to parent topicDefining Statistical Values

Access the IST Statistical Value Details page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option b and click the IST Statistical Value Details link).

For each country and flow, specify whether Port/Airport, EU Commodity Code, Delivery Terms, or Transport Mode are required for defining the statistical value factors. Select values for those fields in the lower portion of the page.

Country of Cons/Dest (country of consignment/destination)

Select a country code for the trading partner.

Port or Airport

Select the port or airport code. This is required if you have specified that port or airport is required for the statistical value calculation.

Delivery Terms 1

Select if you have specified that Delivery Terms are required for the statistical value calculation.

Transport Mode

Select if you have specified that Transport Mode is required for the statistical value calculation.

Statistical Value Factor

Specify a number or an amount to apply against the invoice amount.

Multiply or Divide

Specify how to calculate the Statistical Value. Select Multiply if you want to multiply the invoice value by the statistical value factor. Select Divide if you want to divide the invoice value by the statistical value factor.

Note. Only countries that are designated as EU member states on the Country page in the Location menu are available for selection. Select Set Up Financials/Supply Chain, Common Definitions to access the Location menu.

Click to jump to top of pageClick to jump to parent topicSpecifying Intrastat Exception Details

Access the Intrastat Exception Details page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Country Characteristics, Option b and click the Intrastat Exception Details link on the Option b page).

Select an exception code. Depending on the value that you select on the Intrastat Characteristics - Option b page, this is either the second digit of a nature of transaction code, a fiscal regime, or a statistical procedure.

Required Fields

Select only those pieces of information that are required for the specific exception.

Note. Fields that are not selected on the Option a and Option b pages of the Intrastat Characteristics component are not available here.

Click to jump to parent topicMaintaining Intrastat Transactions

The system compiles eligible transactions automatically for Intrastat reporting. This process populates the nature of transaction code, based on the defaults that are specified on the Nature of Transaction Code pages. The values that you select on the Fiscal Regime/Stat Procedure (fiscal regime/statistical procedure) page also appear by default where they apply. You can change the default values, alter information, or delete a transaction with the Intrastat Transaction Entry pages. You can also enter a transaction that isn't included in those that are automatically compiled.

Note. You must run the Intrastat Transaction Loader process before you can change automatically compiled Intrastat transactions.

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Maintain Intrastat Transactions

Page Name

Definition Name

Navigation

Usage

Header Detail

IST_TXN_TBL1

VAT and Intrastat, Intrastat, Transaction Entry, Header Detail

Change and add an Intrastat transaction. If you are changing an existing entry, enter an Intrastat Document ID.

Line Detail

IST_TXN_TBL2

VAT and Intrastat, Intrastat, Transaction Entry, Line Detail

Change or add Intrastat transaction details.

Intrastat Txn Exchange Rate (Intrastat Transaction Exchange Rate)

IST_TXN_SEC

VAT and Intrastat, Intrastat, Transaction Entry, Line Detail, Reporting Currency Details

View additional currency information after running the Report Extract process.

Click to jump to top of pageClick to jump to parent topicEntering and Updating Intrastat Transactions

Access the Header Detail page (VAT and Intrastat, Intrastat, Transaction Entry, Header Detail).

You must run the Intrastat Transaction Loader process before you can view transactions that are compiled automatically.

Note. Designated country and flow selections on Intrastat Characteristics pages determine which fields are available for entry on this page. Field labels change, based on the flow.

Flow

Field Name

Intrastat Characteristics Page

Field That Is Checked on the Intrastat Characteristics Page

Arrivals or Dispatches

VAT Reg Country

Option a

Trading Partner Registration group box - Registration Required

Arrivals

Consignment Country

Option b

Country of Consignment

Dispatches

Destination Country

Option b

Country of Destination

Dispatches

Region of Origin

Option a

Region of Origin

Arrivals

Region of Destination

Option a

Region of Destination

Arrivals or Dispatches

Transport Mode

Option a

Transport Mode

Arrivals

Port of Unloading

Option a

Port/Airport of Unloading

Dispatches

Port of Loading

Option a

Port/Airport of Loading

 

Intrastat Transaction Source

Displays one of the following values when you update an existing transaction:

Billing Adjustment: Financial adjustment (against dispatches) from PeopleSoft Billing.

Shipment Return: Return-to-vendor shipments (dispatches). This value also appears when a purchase order receipt contains rejected quantities that are returned to vendors.

Shipment: Normal shipments from sales orders (dispatches).

InterUnit Shipment: Shipments from interunit orders (dispatches).

Purchasing Receipt: Purchase order receipts (arrivals).

InterUnit Receipt: Interunit order receipts (arrivals).

RMA Receipt (return material authorization receipts): Returns from customers (arrivals).

Voucher Adjustment: Financial adjustment (against arrivals) from PeopleSoft Payables.

Manual Entry: Appears when you add a transaction.

Trading Partner Details

Partner Type

Select either Customer or Vendor as a trading partner's designation for the transaction.

Partner SetID

Determines which vendors or customers are available in the Partner ID field.

Partner ID

Select a vendor or customer ID.

VAT Reg Country (value-added tax registration country)

Select the trading partner's VAT registration country.

VAT Registration ID (value-added tax registration ID)

Appears by default, if the trading partner's ID exists in the system; otherwise, you enter the ID number.

Note. Only countries that are designated as EU member states on the Country page in the Location menu are available for selection. Select Set Up Financials/Supply Chain, Common Definitions to access the Location menu.

Country, Region, Transport Mode, and Port

Select values for these fields, as required by the choices on the Intrastat Characteristics pages.

Delivery Terms

Select values for these fields, as required by the choices on the Intrastat Characteristics pages.

1st Subdivision

Delivery terms for the transaction may be any of the following values:

CFR (Cost and freight).

CIF (Cost, insurance, and freight at port of arrival).

CIP (Carriage and insurance paid to).

CPT (Carriage paid to).

DAF (Delivery at frontier).

DDP (Delivered duty paid).

DDU (Delivered duty unpaid).

DEQ (Delivered ex-quay).

DES (Delivered ex-ship).

EXW (Ex-works).

FAS (Free alongside ship).

FCA (Franco carrier).

FOB (Free on board at port of departure).

Other Delivery terms that differ from the listed values.

2nd Subdivision

Delivery terms include:

In Rprting (in reporting): Located in the territory of the declarant member state.

Other EU: Located in another member state.

Other: Located outside of the EU.

Click to jump to top of pageClick to jump to parent topicEntering and Updating Intrastat Transaction Details

Access the Line Detail page (VAT and Intrastat, Intrastat, Transaction Entry, Line Detail).

Item SetID

Select the SetID if you are specifying an inventory item.

Item ID

Specify an inventory ID.

Line

Displays the number of the current line. The line number increases by one as rows are inserted.

Commodity Cd(Commodity Code)

Select the EU Commodity Code associated with the goods being shipped or received. If you have entered an inventory item and assigned a commodity code to that item, the system automatically populates the commodity code. Otherwise, you must enter it manually.

Origin Country

Select a country of origin for arrivals.

Quantity

The system calculates the net mass by multiplying the quantity by the unit weight.

UOM(unit of measure)

Select the unit of measure in which the quantity is specified. If you have entered an inventory item, the system automatically populates the standard UOM specified for this item.

Unit Weight

Enter the item's weight by unit. If you have entered an inventory item, the system automatically populates this field with the weight specified for this item. It is assumed that the weight is specified in kilograms.

Net Mass

The total weight of the goods being shipped or received. The system automatically calculates this based on the quantity and weight of the item.

(Supplementary) UOM

Enter the unit of measure of the supplementary units. If you have manually entered an EU Commodity Code, and if that EU Commodity Code requires that supplementary units be reported, and if the supplementary UOM has been specified on the commodity code, the system populates this automatically.

Suppl Units (supplemental units)

If the EU Commodity Code associated with this transaction requires the reporting of supplementary units, enter the number of units.

Fiscal Regime

Select a value if you are reporting in a country that requires fiscal regimes.

Stat Procedure (statistical procedure)

Select a value if you are reporting in a country that requires statistical procedures.

Nature of Transaction

1st Digit and 2nd Digit

All EU member states require the first digit for Intrastat reporting. In addition, several EU member states use a second digit to categorize transactions. These values are predefined. The appropriate set of values for this second digit is available based on what is defined on the Country Characteristics pages.

Invoice Amount

Reporting

The reporting currency appears. If you leave the field blank, the report extract calculates the reporting amount from the value for transaction or base currency.

Transaction

Enter the transaction currency.

Base

Enter the base currency.

Amount

Enter the values for each currency type.

Statistical Value

Enter a value. If you leave the field blank, the Report Extract process calculates the amount based on the settings on the Statistical Value Details page.

Amount Source

Display options include:

Invoice: Appears if the amount came from an invoice, adjusted invoice, voucher, or adjusted voucher.

Order: Appears if the amount came from a sales order, interunit order, purchase order, RMA order, or return to vendor order.

Manual: Appears if you manually enter a transaction.

Reporting Currency Details

Click to access additional currency information.

Click to jump to top of pageClick to jump to parent topicViewing Reporting Currency Details

Access the Intrastat Txn Exchange Rate (Intrastat Transaction Exchange Rate) page (VAT and Intrastat, Intrastat, Transaction Entry, Line Detail, Reporting Currency Details).

Once the Report Extract process runs, this page appears with the exchange rate type from the Intrastat Report Extract page.

If the reporting currency is the same as either the base or transaction currency, the Report Extract process uses the base (or transaction) amount for the reporting amount. In this case, the Exchange Rate Source field displays BSE (base) or TXN (transaction). Otherwise, the Report Extract process calculates the reporting amount, in which case TBL (exchange rate table) appears.

Click to jump to parent topicIdentifying European Commodity Codes

All Intrastat reporting accesses the item information from PeopleSoft Inventory. It is essential to associate a European commodity code with items during item definition.

To identify European commodity codes, use the European Commodity Codes component (COMMOD_CODE_EU).

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Identify European Commodity Codes

Page Name

Definition Name

Navigation

Usage

EU Commodity Code (European Union commodity code)

COMM_CD_EU_PNL

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, European Commodity Code, EU Commodity Code

Change or add a European commodity code.

Classifications

INV_ITEMS_DEFIN4

  • Items, Review Item Information, Items, General, Classifications

  • Items, Define Items and Attributes, Define Item, General, Classifications

Define attributes for the item.

Click to jump to top of pageClick to jump to parent topicAdding and Changing European Commodity Codes

Access the EU Commodity Code page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, European Commodity Code, EU Commodity Code).

Select a supplementary unit of measure if Intrastat reporting for the EU member state requires this for reports.

Click to jump to top of pageClick to jump to parent topicLinking EU Commodity Codes with Inventory Items

Access the Classifications page (Items, Review Item Information, Items, General, Classifications).

When you define an item in PeopleSoft Inventory, associate a European commodity code with the item.

See Also

Defining Additional Item Attributes

Click to jump to parent topicMaintaining Port and Airport Information

To maintain port and airport information, use the Port/Airport Definition component (PRT_ARPRT_TBL).

This section discusses how to add and modify ports and airports.

Note. PeopleSoft does not provide default values for the various ports, airports or defaults for intrastat transactions. Changes in governmental reporting requirements necessitate that you check with your applicable tax administration to get an updated list to maintain any needed default values.

Click to jump to top of pageClick to jump to parent topicPages Used to Maintain Port and Airport Information

Page Name

Definition Name

Navigation

Usage

Port/Airport

PORT_ARPRT_TBL

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Port and Airport Definition

Modify or add valid ports or airports located in the EU member states in which you receive goods or from which you dispatch goods.

Click to jump to top of pageClick to jump to parent topicAdding and Modifying Ports and Airports

Access the Port/Airport page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Port and Airport Definition), specifying the EU member state for which you will be maintaining ports and airports.

Enter each port or airport code. The City field displays the name of the port or airport.

Click to jump to parent topicMaintaining Fiscal Regime and Statistical Procedure Information

To maintain fiscal regime, and statistical procedure information, use the Fiscal Regime/Stat Procedure component (SPROC_FRGM_PNL).

This section discusses how to assign fiscal regime and statistical procedure defaults.

Click to jump to top of pageClick to jump to parent topicPages Used to Maintain Fiscal Regime and Statistical Procedure Information

Page Name

Definition Name

Navigation

Usage

Fiscal Regime/Stat Procedure (fiscal regime/statistical procedure)

SPROC_FRGM_PNL

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Fiscal Regime/Statistical Proc, Fiscal Regime/Stat Procedure

Assign default values to be assigned to Intrastat transactions.

Several EU member states use either fiscal regimes or statistical procedures to categorize transactions. PeopleSoft delivers predefined default values for several of these EU member states. However, it is important to check with the Intrastat authorities in each EU member state to ensure that list is up to date.

Click to jump to top of pageClick to jump to parent topicAssigning Fiscal Regime and Statistical Procedure Defaults

Access the Fiscal Regime/Stat Procedure page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Fiscal Regime/Statistical Proc, Fiscal Regime/Stat Procedure), specifying the EU member state and the statistical procedure or fiscal regime you wish to maintain.

Specify whether the value entered is either a statistical procedure or a fiscal regime.

The Fiscal Regime or Statistical Procedure that you define appears by default for the transactions that you select in the Default Fields group box.

Group Box

Field

Transaction

Normal Intra-EU

Shipments

Sales order shipments.

Normal Intra-EU

Arrivals

Purchase receipts.

Financial Adjustment

Increases

Financial adjustments in PeopleSoft Payables or PeopleSoft Billing that increase value.

Financial Adjustment

Decreases

Financial adjustments in PeopleSoft Payables or PeopleSoft Billing that decrease value.

Return/Replacement

Shipments

Return to vendor transactions, shipments for sales orders that are defined as replacements for returned goods, and shipments for sales orders that are designated as replacements for goods that aren't returned.

Return/Replacement

Arrivals

Inventory receipts for returned material, purchase receipts that are designated as replacements for returned goods and purchase receipts that are designated as replacements for goods that aren't returned

Intra/Interunit Transfer

Shipments

Interunit, intercompany inventory transfer shipments.

Intra/Interunit Transfer

IntraCompany Shipments

Interunit, IntraCompany inventory transfer shipments (Inventory business units that are associated with the same PeopleSoft General Ledger business unit transfer shipments).

Intra/Interunit Transfers

Arrivals

Interunit inventory receipts.

Note. To change default values once they have been assigned to transactions, use the Intrastat Transaction Entry pages.

Click to jump to parent topicAssigning Nature of Transaction Code Defaults

The Nature of Transaction Code (NOTC) identifies the type of transaction and consists of 2 digits. The list of valid values for the first digit is defined by the EU and must be used consistently by all member states. However, for the second digit the member states have the option to use either the list of values provided by the EU or to use their own set of values. The EU and the United Kingdom have publish their lists of values for the 2nd digit and PeopleSoft provides identifiers and their values as delivered system data.

If you file Intrastat returns for a country that uses its own set of 2nd digit values other than those delivered as system data for the EU and UK, you must use:

Using the Nature of Transaction Codes component you can also update the EU and United Kingdom 2nd digit values that are delivered as system data if it should becomes necessary.

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Assign Nature of Transaction Code Defaults

Page Name

Definition Name

Navigation

Usage

1ST Digit

NATURE_TXN1_PNL

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Nature of Transaction Code, 1st Digit

Designate the first digit of the default codes that are used for Intrastat transactions that the system automatically compiles.

2ND Digit

NATURE_TXN2_PNL

Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Nature of Transaction Code, 2nd Digit

Designate the second digit of the default codes that are used for Intrastat transactions that the system automatically compiles.

Nature of Transaction 2nd Digit Usage

NATURE_TXN2_USE

Setup Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Nature of Txn 2nd Digit Usage

Create a 2nd digit usage identifier for the purpose of identifying a new set of 2nd digit values if you must use other than the delivered EU and United Kingdom sets of values for Intrastat reporting.

Click to jump to top of pageClick to jump to parent topicDesignating Defaults for the First Digit of the Intrastat Nature of Transaction Code

Access the 1ST Digit page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Nature of Transaction Code, 1st Digit).

The system uses the designated nature of transaction 1 for the transactions that you select in the default fields group box.

Sale/Purchase

Sales order shipments and purchase receipts.

Returns/Replacements

Return to vendor transactions, inventory receipts for returned material, shipments for sales orders and purchase receipts that are marked as replacements for returned goods, shipments for sales orders and purchase receipts that are marked as replacements for goods that aren't returned.

Financial Adjustment

Financial adjustments in PeopleSoft Payables or PeopleSoft Billing.

Note. To change these default values once they have been assigned to transactions, use the Intrastat Transaction pages.

Click to jump to top of pageClick to jump to parent topicDesignating the Second Digit for Intrastat Nature of Transaction Codes and Assigning Defaults

Access the 2ND Digit page (Set Up Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Nature of Transaction Codes, 2nd Digit).

Insert a row for each 2nd digit value that can be associated with the value entered on the 1st Digit page.

Nature Txn 2nd Digit Usage (nature of transaction second digit usage)

Select the origin of the second digit provided by the prompt table. System defined and delivered options include:

European Union: If the second digit is from the list of EU values.

United Kingdom: If the second digit is from the list of U.K. values.

If you have defined a 2nd Digit Usage identifier and an associated list of second digit values published by another EU member state, you will also be able to select that origin identifier for the second digit from the prompt table.

Nature of Transaction 2

The following table shows the nature of transaction code first and second digit values that are included in the system data for the delivered EU and United Kingdom NOTC options:

 

Nature of Transaction 1st Subdivision Value and Definition

Nature of Transaction 2nd Subdivision Value and Definition EU

Nature of Transaction 2nd Subdivision Value and Definition UK

1: Actual or intended transfer of ownership against compensation.

1: Outright purchase or sale.

0: All cases where 6, 7, or 8 doesn't apply.

 

2: Supply for sale on approval or after trial, for consignment, or with the intermediation of a commission agent.

6: Credit notes.

 

3: Barter trade.

7: Transactions that are included in supplementary declarations but are not shown in box 8 or 9 of the VAT return for the period.

 

4: Personal purchases by travelers.

8: Transactions that are included in box 8 or 9 of the VAT return but are not required on supplementary declarations.

 

5: Financial leasing.

 

2: Return of goods after registration of the original transaction under Transaction Code 1, or replacement of goods free of charge.

1: Return of goods.

0: All cases.

 

2: Replacement for returned goods.

 

 

3: Replacement for goods that are not being returned.

 

3: Transactions (not temporary) that involve transfer of ownership without compensation: no charge or consignment orders.

1: Goods that are delivered under aid programs that are operated or financed partly or wholly.

0: All cases where 6, 7, or 8 doesn't apply.

 

2: Other general government aid deliveries.

7: Transactions that are included in supplementary declarations but are not shown in box 8 or 9 of the VAT return for the period.

 

3: Other aid deliveries (individuals, nongovernment organizations).

8: Transactions that are included in box 8 or 9 of the VAT return but are not required on supplementary declarations.

4: Operations with a view to processing under contract or repair.

1: Processing under contract.

0: All cases.

 

2: Repair and maintenance against payment.

 

 

3: Repair and maintenance, free of charge.

 

5: Operations that follow processing under contract or repair.

1: Processing under contract.

0: All cases.

 

2: Repair and maintenance against payment.

 

 

3: Repair and maintenance, free of charge.

 

6: Transactions that do not involve transfer of ownership, for example, hire, loan, operational leasing, and other temporary use except processing under contract or repair.

1: Hire, loan, operational leasing.

0: All cases.

 

2: Other goods for temporary use.

 

7: Operations that are under joint defense project or other joint intergovernmental production program.

 

0: All cases where 6, 7, or 8 doesn't apply.

 

 

6: Credit notes.

 

 

7: Transactions that are included in supplementary declarations but are not shown in box 8 or 9 of the VAT return for the period.

 

 

8: Transactions that are included in box 8 or 9 of the VAT return but are not required on supplementary declarations.

8: Supply of building materials and equipment for works that are part of a general construction or engineering contract.

 

0: All cases where 6, 7, or 8 doesn't apply.

 

 

6: Credit notes.

 

 

7: Transactions that are included in supplementary declarations but are not shown in box 8 or 9 of the VAT return for the period.

 

 

8: Transactions that are included in box 8 or 9 of the VAT return but are not required on supplementary declarations.

9: Other transactions.

 

0: All cases where 6, 7, or 8 doesn't apply.

 

 

7: Transactions that are included in supplementary declarations but not shown in box 8 or 9 of the VAT return for the period.

 

 

8: Transactions that are included in box 8 or 9 of the VAT return but not required on supplementary declarations.

The system uses the designated nature of transaction 2 for the transactions that you select in the Default Fields group box.

Outright Sale/Purchase

Sales order shipments and purchase receipts.

Return of Goods

Return to vendor transactions and inventory receipts for returned material.

Replace Returned Goods

Shipments for sales orders and purchase receipts that are designated as replacements for returned goods.

Replace Goods not Returned

Shipments for sales orders and purchase receipts that are designated as replacements for goods that aren't returned.

Financial Adjustment [+]

Adjustments in PeopleSoft Payables or Billing that increase value.

Financial Adjustments [-]

Adjustments in PeopleSoft Payables or Billing that decrease value.

If you select Sale/Purchase on the 1st Digit page, Outright Sale/Purchase is the only available field.

If you select Returns/Replacements on the 1st Digit page, Return of Goods, Replace Returned Goods, and Replace Goods not Returned fields are available.

If you select Financial Adjustment on the 1st Digit page, both Financial Adjustments [+] and Financial Adjustments [-] are available.

Click to jump to top of pageClick to jump to parent topicDefining a NOTC 2nd Digit Usage Identifier

Access the Nature of Transaction 2nd Digit Usage page (Setup Financials/Supply Chain, Common Definitions, VAT and Intrastat, Intrastat, Nature of Txn 2nd Digit Usage).

You can define the name for a new set of 2nd digit usage identifiers and the system stores that name in the Nature of Transaction 2nd Digit Usage table. This prompt table is used by the system to enable you to choose the appropriate 2nd digit usage identifier for a particular country in the EU, when a value is required for this field on various Intrastat related pages.

2nd Digit Use

Enter the name for a new 2nd Digit Use identifier.

Description

Enter a description of the new 2nd Digit Use identifier. This value will be displayed when prompted elsewhere for the Nature of Transaction 2nd Digit Use Identifier.

Short Description

Enter an optional short description for the new 2nd Digit Use Identifier.

Click to jump to parent topicRunning Intrastat Processes

The Intrastat Transaction Loader process populates the Intrastat Transaction tables with transactions that are eligible for Intrastat reporting. The Intrastat Report Extract process extracts transactions based on the information that is defined on the Country Characteristics pages.

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Run Intrastat Processes

Page Name

Definition Name

Navigation

Usage

Intrastat Transaction Loader

IST_TXN_LD_RQST

VAT and Intrastat, Intrastat, Loader, Intrastat Transaction Loader

Compile Intrastat transactions. Selects transactions from PeopleSoft Order Management, Inventory, Purchasing, Billing, and Payables.

Intrastat Report Extract

IST_RPT_RQST

VAT and Intrastat, Intrastat, Report Extract, Intrastat Report Extract

Extract specific Intrastat activity to prepare to print an Intrastat report.

Click to jump to top of pageClick to jump to parent topicCompiling Intrastat Transactions

Access the Intrastat Transaction Loader page (VAT and Intrastat, Intrastat, Loader, Intrastat Transaction Loader).

Specify the VAT Entity for which transactions should be compiled.

Flow type — Indicate whether arrival transactions, dispatch transactions or both should be compiled.

Define a date in the Select Transactions Thru field to limit the time period for which the system compiles transactions. Transactions after the designated date are not included in the compilation.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, "Submitting and Scheduling Process Requests."

Click to jump to top of pageClick to jump to parent topicExtracting Intrastat Activity

Prior to running the Report Extract, you must have run the Intrastat Transaction Loader process for transactions that are compiled automatically, or transactions that have been entered manually using the Intrastat Transaction Entry component.

Access the Intrastat Report Extract page (VAT and Intrastat, Intrastat, Report Extract, Intrastat Report Extract).

VAT Entity

Select the VAT Entity for which you wish to report Intrastat transactions.

Country

Select the EU member state for which you wish to report Intrastat transactions.

Note. You can only select countries that have the VAT entity registered and are designated as EU member states on the Country page in the Location menu. Select Set Up Financials/Supply Chain and then Common Definitions to access the Location menu.

Flow Type

Include arrivals, dispatches, or both in the report request.

Report Type

Options include:

Other: Produces transaction reports; you can select Intrastat transactions multiple times for this type of report.

Suppl Decl. (supplementary declaration): The system selects only transactions that have not already been selected on a previous extraction of this type.

Report Date

Indicates the run date.

Report From Date and Report Thru Date

Specify the date range to be printed on the return.

Select Transactions From and Select Transactions Thru

Enables you to extend the data selection beyond the date range for the return.

See Also

Enterprise PeopleTools PeopleBook: PeopleSoft Process Scheduler, "Submitting and Scheduling Process Requests."

Click to jump to parent topicPrinting and Viewing Intrastat Reports

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to Print and View Intrastat Reports

Page Name

Definition Name

Navigation

Usage

Intrastat Reports

IST_RPT_INST1

VAT and Intrastat, Intrastat, Returns and Output Files, Intrastat Reports

Print a draft or final copy, or reprint a copy of an Intrastat report from an Intrastat Report Extract.

Detail

IST_RPT_INST_DTL

VAT and Intrastat, Intrastat, Returns and Output Files, Intrastat Reports, Details

View the report criteria, print history, and any exceptions for the instance that you select on the Intrastat Reports page.

Click to jump to top of pageClick to jump to parent topicPrinting Intrastat Reports

Access the Intrastat Reports page (VAT and Intrastat, Intrastat, Returns and Output Files, Intrastat Reports).

Print Selected Report As

Print options include:

Draft: Incomplete.

Final: Complete. Don't print a report in final form until it is free of errors.

Reprint: Print another copy of a final report.

VAT Entity and Country

Enter the VAT Entity and Country for which you wish to print an Intrastat report. Click on the Refresh button to bring up a list of all report instances for that VAT Entity and Country.

Instance

Select the check box to the left of the report instance that you want to print. The flow, description, report date, and type appear.

Details

Accesses details for the report instance.

Note. When you use the final form, define the output type as printer. The web output type may cause the headers and footers of the file to print outside the page's printing range.

Click to jump to top of pageClick to jump to parent topicViewing Intrastat Report Details

Access the Detail page (VAT and Intrastat, Intrastat, Returns and Output Files, Intrastat Reports, Details).

The Intrastat Reports page displays the report criteria, history, exceptions, and missing exchange rate information for the selected instance.

Note. You can't print a final Intrastat report until you correct all transaction errors.

If a transaction is missing required information, it appears here. For example, if the second digit of the nature of transaction code is required, and a transaction doesn't include a value in the 2nd Digit field, a Reporting Exceptions entry appears. The Message field displays Missing Nature of Transaction 2 Code. Enter missing information on the Intrastat Transaction Entry pages.

After correcting the errors, delete the report from the list, then run the extraction again to clear the errors.

Note. You can't delete a process instance after printing a final version of the report.

Click to jump to parent topicUsing the IDEP

You can report on the physical movement of goods by interfacing with IDEP. This software package produces an electronic Intrastat declaration of goods. Created by Eurostat (statistical office of the European Commission), IDEP makes it possible to electronically create trading transaction report lines for dispatch or arrival flows during a specific time period.

By using PeopleTools, you generate a flat file to import transactional data into IDEP and send it as an attached email file or by electronic transmission to the customs authority. Before generating the file, use the Intrastat Reporting Details page in the VAT Entity component to assign the following values:

Then, run the Intrastat Report Extract process with the required parameters, use the Application Engine to generate the flat file, and import the file into the IDEP Software.

You have to provide the EC commodity code in the flat file, not an internal item ID. The system creates the name of the IDEP file by using the following convention: IDEP_ReportDate_ProcessInstance_Flow.csv. An example of a name might be IDEP_2002-01-17_109_A.CSV.

Note. The IDEP software is typically provided to you by the customs organization. PeopleSoft supports the comma-separated file type (CSV) for IDEP import. To install the IDEP software, you must use an operating system that is supported by IDEP.

Use the following steps to create and use IDEP files:

  1. Load Intrastat information into the Intrastat table by using the Intrastat Transaction Loader, or maintain or adjust Intrastat transactions manually by using the Intrastat Transaction Entry pages.

  2. Extract Intrastat transactions into reporting tables by using the Intrastat Report Extract page.

  3. Generate a text file (type.CSV) by using the Intrastat Reports page. On the Process Scheduler Request page, run the IDEP Intrastat Flat File application engine process (IDEP_INT).

  4. Set up customer header information such as VAT registration address, contact person, and obligation level by using the IDEP software package.

  5. Set up two import file formats in IDEP for CSV text file (dispatch and arrival flow) with the following specifications:

  6. Import the Interface text file into the IDEP software.

The following example shows how you generate a text file (type.CSV) by selecting the IDEP Intrastat Flat File application engine process (IDEP_INT) on the Process Scheduler Request page.

The following table defines the IDEP file for import and its mapping to PeopleSoft fields:

Customer IDEP - CSV Text File for Import

PeopleSoft Mapping

Default Order

IDEP Field Names

Format

Comment

New Order

IST Table

IST Field

Size

Comment

1

Commodity Code NC8

A(8)

 

1

IST_RPT_INST2

COMMODITY_CD_EU

Char9

First eight characters

2

Additional Commodity Code

A(1)

 

2

IST_RPT_INST2

COMMODITY_CD_EU

Char9

Ninth character

3

Nature of transaction A

A(1)

 

3

IST_RPT_INST2

NATURE_OF_TXN1

Char1

 

4

Nature of transaction B

A(1)

 

4

IST_RPT_INST2

NATURE_OF_TXN2

Char1

 

5

Regime

A(5)

 

5

IST_RPT_INST2

FISCAL_REGIME

Char2

 

7

Country of Consignment/Destination

A(3)

 

6

IST_RPT_INST2

IST_MEMBER_STATE

Char3

 

8

Country of origin

A(3)

 

7

IST_RPT_INST2

COUNTRY_IST_ORIGIN

Char3

 

9

Department (State Code)

A(2)

 

8

IST_RPT_INST2

IST_REGION

Char4

 

11

Net Mass

N(12)+2 decimals

Max 15 Char (12 Um + 2 Dec)

Zero Value Accepted

9

IST_RPT_INST2

NET_MASS

Num6.0

 

12

Supplementary Units

N(13)

 

10

IST_RPT_INST2

SUPPLMNTRY_UNITS

Num6.0

 

13

VAT Registration Id - Partner

A(20)

 

11

  • IST_RPT_INST2

  • IST_RPT_INST2

  • COUNTRY_VAT_TPRTNR

  • VAT_RGSTRN_TPRTNR

  • Char2

  • Char12

Concatenation of these 2 fields - From Left to Right

14

Transport Mode

A(1)

 

12

IST_RPT_INST2

IST_TRANSPORT_MODE

Char1

 

15

Fiscal Value

N(13)

 

13

IST_RPT_INST2

IST_INV_AMT_RPTG

SNm28.3

 

16

Statistical Value

N(13)

 

14

IST_RPT_INST2

IST_STAT_VAL_RPTG

SNm17.2

 

19

Freight Terms

A(3)

 

15

IST_RPT_INST2

IST_DELIVERY_TRM1

Char3

 

22

Location Id (Freight Terms)

A(1)

 

16

IST_RPT_INST2

IST_DELIVERY_TRM2

Char1