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Purpose:

To clarify the controls and fundamentals of the R/3 foreign trade functionality of Intrastat reporting. This wiki deals with the generation of the dispatch Intrastat report, generated for outbound goods movements and reporting of Sales and Distribution documents. (Component area SD-FT-GOV)

Overview:

The statistical authorities in each of the EU countries need to capture foreign trade statistics. These aid Government bodies with reporting, economic forecasting and can be considered in the determination of macroeconomic Government policy.

The SAP System supports the automatic creation of various statistical declarations

If goods are delivered cross border and the company has a high sales volume, that company has to declare a PERIODIC DECLARATION.

In the EU the declaration  is the INTRASTAT

If the EU country trades with a country outside of the EU it is the EXTRASTAT report

If  a German company trade with sensitive goods (weapons etc) it is the KOBRA report

Here we are looking only at the most common of the above the Intrastat report.

Each EU country has it’s own unique reporting requirements and data requirement for their Intrastat reporting. The periodicity of Intrastat reporting in the European Union in on a monthly basis. Key information required by the authorities would include, for example, quantities of goods shipped, values of goods shipped, weights of goods shipped, material types indicated through a commodity code and the origin of goods etc. The discussion in this WIKI is the generation of the actual Intrastat report that will be sent to the authorities.   

Processing the Intrastat report.

Creating periodic declarations normally involves a three-step procedure:

In the first step, you select the document data that you want to include in the declaration. The data that you select is stored in an intermediate database that is specifically for this declaration. Intrastat -> Table VEIAV.

In the second step, the data from the table VEIAV is read and checked before being written to a file in the basis layer of the SAP system .

In the third step the file can then be saved locally by the user and sent to the to the authorities.

Note:    The formatting and order of the field values in each file is determined by the individual countries and SAP generates the data according to those guidelines (which are subject to constant review and legal change)

Note:   In Sales and Distribution, data selection occurs only on the basis of billing documents.

             In Material Management data selection occurs on the basis of the goods receipt and/or vendor invoice. The selected document for the report is the purchase order.

How to generate an Intrastat report in the SAP system

The system transactions are VX99 ENPA VE01

VX99 access the foreign trade cockpit where you have access to all elements of the foreign trade functionality  including access to the periodic declarations. To access the periodic declaration directly you run transaction ENPA.

STEP 1

The report RVEXST00 selects invoices which are released to accounting in the month for the selection. The report uses the date of SD billing document creation (VBRK-FKDAT) or the services rendered’ date for the selection. You can maintain this in the customizing (SPRO > sales and distribution > foreign trade/customs > periodic declarations > control data > data selection control > data selection control) field V_T609IS-SDMAB.

After running step 1 The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents before generating the file.

You can also use the individual maintenance transaction to change data or add data to the data records created in VEIAV in step 1  (transaction VEFU).

* Note 1 The log type ‘B’ signifies a real update run (VEIAV will be created or overwritten) you can use type ‘E’ for a test run. 

** Note 2 The deletion type is very important when the data has already been created and perhaps manually updated. If the field is ‘ ‘ blank in a live update run ALL manual changes will be lost. If you set the value ‘B’ as above all automatic entries are overwritten but manual entries or manually changed entries remain untouched.   

STEP 2

Once you have completed the data in step one and made any manual corrections required for the report you can execute step 2 to generate the file (the data from VEIAV is now used without reference to the document data)

Each country has it’s own unique report for the generation of the file due to their individual legal requirements.

File versions in EDIFACT format can be transferred via EDI and saved to disk. You can also send EDIFACT files as e-mail attachments directly this is the process in countries like Sweden, Portugal & Great Britain.

The entries which were saved to VEIAV in step 1 are used to generate the file which is saved in an SAP directory and can be located using transaction AL11. A series of additional checks are carried out when the file is generated and formatted. It is entirely possible that the number of entries in VEIAV do not match the number actually issued in the file as a result of those additional checks

STEP 3

This allows you to copy the file from the basis layer of the SAP system to your PC locally where you can send it to the authorities.

Additional information

You can use the inclusion and exclusion indicators at header and item level of invoices and purchase orders to exclude items or entire documents from the declaration.

You can exclude item categories only for the invoices in SD Customizing.

Here you can use the two userexits EXIT_SAPLV50G_001 and EXIT_SAPLV50G_002 extension  to influence data selection and creation of an intermediate database table VEIAV. See enhancement ‘FTGOVSEL’ in transaction CMOD)     

EXIT_SAPLV50E_001 to _006   -> Note 118573  covering foreign trade data determination in the documents (invoice/PO)

EXIT_SAPLV50G_001 and _002 -> Note 303984 for the selection Reports to fill VEIAV

Incompletion control is available in the generation of the report as it is in the document data determination. This can be customised for each country in transaction VEB1. Aggregation of data is also possible via this customising.

You can use the customising in transaction VEB2 to assign special cases for Intrastat reporting. For example: You want to include a principality like Monaco or San Marino to their host country reports in France or Italy. In that case you would make the assignment in VEB2

Related Content:
 

Related Notes and KBA's: