The purpose of this page is to explain in detail the Intrastat reporting process in SAP ERP.
What is the component GOV about?
The component GOV covers the reports of companies to the federal authorities. These reports are the statistical evaluation of goods movements of the companies with customers and vendors, which are to be submitted to the responsible authorities in form of electronic files or in paper forms.
The format of the report differs from country to country.
The most well-known report is the so called INTRASTAT report which must be submitted in every country of the European Union and which is the central theme of the components SD-FT-GOV and MM-FT-GOV.
Thematically the components SD-FTGOV and MM-FT-GOV are identical. The decisive factor is whether an SD document (invoice, credit memo, debit memo, cancelation) or an MM document (purchase order) is being read and evaluated for the creation of the report. For SD documents the correct component is SD-FT-GOV, for MM documents MM-FT-GOV.
The central cockpit transaction is ENPA ->
The “special reports” (transactions VI98 and VI99) can be called from there only via the header menu.
Export / Dispatch = goods delivery from the reporting country
Import / Receipt = goods delivery into the reporting country
We talk about dispatch is when the goods are delivered from one EU-country to a goods recipient in another EU-country.
We talk about receipt when goods are delivered into an EU-country by a vendor from another EU-country.
Periodic declarations in general
In the ERP system the creation of periodic declarations consists typically of two steps:
Step 1: Selection of the data from SD and MM documents and saving the data in an intermediate file.
Step 2: Reading of the data from the intermediate file and creation of a declaration file according to the requirements of the authorities responsible for the reporting.
These steps will be explained in more detail later on.
Intrastat is the official statistic on goods movements between the member countries of the European Union. It shows which types of goods were delivered from one EU-country to another one within a time specific period. What was the value of these goods? Which means of transportation were used?, etc.
These data are needed for decision making by political and economic organizations.
Every natural or juristic person who has a tax number in the declaration country and has a contract with a partner in another EU-country which contains the movement of community goods between the reporting country and another EU country is obliged to submit an Intrastat declaration.
The data can be sent to the authorities in different ways, e.g. in paper form (out of date, except for Greece) or in form of an electronic file, or even by entering the data in a website. The allowed forms of transmission are determined by the national authorities. SAP does not provide a solution for every possible and allowed form of transmission. Generally one transmission form per country is supported.
The report is submitted monthly.
What does an Intrastat report look like?
A typical Intrastat report consists of a header part which contains data about the reporter and/or the cumulated values, and an item or data part which contains the actual data. In order to simplify the processing and the assignment, to each company subject to reporting a unique Intrastat ID Number is assigned. This number is identical in most cases with the VAT registration number of the reporting company. The central differentiating criterion of the data part is the so called commodity code which allows the unambiguous classification and comparison of goods internationally.
|Report||Transaction||Selects||Writes into file|
|Report||Transaction||Reads from||Writes into||Format||Comment|
1 report per reporting country
1 transaction per reporting country
1 format per reporting country
Depends on reporting country
For some countries “Step 3” is necessary
Creation of a periodic declaration in 2 (in some countries 3) steps
The process of creating a periodic declaration consists basically of (at least) two steps:
- Selection of the data to be reported from the documents and saving these data into an intermediate file
Output of the data stored in the intermediate file
- For some countries: Reading of data from the previously created file and writing it onto a diskette. This makes it possible to report the movement of goods to the statistical authorities using data carriers.
There are 2 directions of the goods movements:
Either the goods leave the country (“Dispatch”)
= Sales of goods (typical SD-process) or return of goods to the vendor (MM-process)
Or the goods arrive in the country (“Receipt”)
= Purchase of goods (typical MM-process) or return of goods by the customer (SD-process).
Step 1: Selection of the data
There are in total four selection programs for Intrastat:
One for dispatches, one for arrivals and there are two additional selection programs for special business transactions.
The 2 goods directions can be recognized easily in the cockpit transaction ENPA (“Foreign Trade: Periodic Declarations”): there is a tab called “Receipt/Import” (MM) and a tab called “Dispatch/Export” (SD), i.e. for the processing of MM-documents (Purchase Orders) a different selection program is called than for the processing of SD-documents (Invoices).
The selection program (“Step 1” in transaction ENPA) is country-independent, i.e. each country (meaning: reporting country) uses the same selection report. It is not until the reporting file creation (“Step 2” of the transaction ENPA) that country-specific reports are used, that is, each country uses their own file report.
The information about direction of the goods movement is stored in the field VEIAV-ARRIVDEPA.
Import / Receipt: ARRIVDEPA = 1
Export / Dispatch : ARRIVDEPA = 2
Selection runs can be repeated as many times as required because: the data of a previous selection run are first deleted before the data of the current selection run are added.
Whether a program belongs to the component SD-FT-GOV or MM-FT-GOV does not depend on the whether the data are selected for arrivals or for dispatches, but instead on to which component the selected documents belong to. This information is relevant for the assignment of two INTRASTAT special reports which process special business transactions:
Transaction VI98 selects SD-documents for the Arrivals report, so this belongs to component SD-FT-GOV.
Transaction VI99 selects MM-documents for the Dispatches report, so this belongs to the component MM-FT-GOV.
The selection criteria are specified on the selection screen of the selection reports. Mandatory fields here are: company code, reporting period, reporting country, currency in which the report is to be created, and the log type. More information can be found on the selection parameters in the documentation of the specific reporting types (GOV – Intrastat Dispatch and GOV – Intrastat Receipt)
Popup for selection of plants
If the field “Plant” is not filled in the selection screen, the relevant plants are determined automatically by the system.
- the plant is assigned (in customizing) to the company code specified and
- the plant country is identical with the reporting country.
In case plants which are outside the reporting country are assigned to the specified company code the popup with message EI475 is issued:
“Your selection is based on organizational units that are not in the declaration country“
After accepting this message a popup appears with all plants assigned to the company code. Of these the plants which are within the reporting country are preselected by the system. Since the implementation of Note 1407604 it is possible to select plants manually, which are not assigned to the reporting country. The plants can also be deselected.
The program continues after the button “Copy” (disc icon) is pressed.
Technically: the assignment of plants to company codes is by table T001K. The system looks for:
- all entries with T001K-BUKRS = Company code from the selection screen, then:
- all entries (plants) from table T001W with BWKEY = T001K-BWKEY.
On the selection screen the menu option Edit -> ”Dynamic selections” is available. With that the selection can be extended (fine-tuned) for all fields of the relevant database table (e.g. for VE01: tables VBRK, VBRP, EIKP, EIPO). This can be used e.g. for excluding items with the value zero, or items with a specific transaction type from the selection.
Selection log (of Step 1)
After executing the selection run the selection log is displayed. (screenshot)
The navigation tree (on the left side of the screen) offers the following options:
- Selection log
- Open business events (only for SD-documents), e.g. “The process has not yet been sent to accounting”
- Incompletion log
- Create form
- Create file/Diskette
- Period overview
Intermediate step: manual maintenance
please see the following link:
Step 2: Creation of the report file
The required data are now selected and available in database table (intermediate file). With the help of a further report (file report) the data are read from this database table and are written into a file (or earlier: into a paper form). The format to be used for the file creation is determined by the local authorities. This format is non-uniform within the EU, i.e. each country can use their preferred format and can apply their own rules. For this reason for every EU-country an own specific program is provided for creating the Intrastat report. Once the report is created it is sent to the authorities (by mail, email, CD, DVD, EDI, Upload, etc.)
! The file reports are (as opposed to the selection reports) country-specific.
The file report may also be executed several times, but of course only one file per period may be sent to the statistical authorities.
For those file reports where Step 3 is not required, the option “Send File” is displayed after the execution of Step 2 in the navigation tree under the point “Subsequent functions”. This can be used to send the file directly by e.g. email.
- This functionality is available for the following countries: AT, CZ , ES, GB, IE, LU, PL, PT, SE, SK. See Note 1066257 .
- The created email can be displayed before sending with transaction SOST.
- The sent email can be displayed in “Outbox” of the Business Workplace (transaction SBWP).
This functionality is hardcoded in MODULE SET_STATUS_2000 of SAPLV50G
Selection log (of Step 2)
After executing the selection run for the file creation the log is displayed.
The navigation tree (on the left side of the screen) offers the following options:
- Selection log
- Processes not relevant for declaration (only provided in case of SD documents), e.g. “Completely cancelled documents”, “Missing reference to a goods movement”, “Document item corrects an entry from an previous period”
- Segment log (only in case of CUSDEC format)
- Cover sheet
- Diskette label
- Create diskette (only if Step 3 is required)
- Send file (only if report is designed to provide it)
Overview of all Intrastat file reports (Step 2)
Please note that the old reports for creating the paper forms are no longer supported (except for Greece where only the paper version is accepted by the authorities) - see Note 822354.
|EU country||Code||Transaction||Report||File type||Comment|
from 2015 (Note 2040275); before: RVEXDAIB (format sdv)
VE45 / VEGF
rvexPAIG / rvexDAGR
before: RVEXCUIE (edi format)
RVEXCULU w/ 4.6C switched from edi to xml; before: RVEXDAIX (asc format)
before: RVEXCUPT (edi format)
before: RVEXDAIE (asc format)
before: RVEXDACZ (asc format). The ASC format is no longer accepted. A software is provided however by the authorities for converting the ASC format into CSV.
ASC is a sequential file format (fixed structure and file length).
CSV is a format for MS Excel.
For the other countries there is no standard solution in SAP ERP – and consequently also no maintenance. A solution is provided for these countries by the respective local SAP subsidiaries. These reports are delivered with the SAP CORE CEE-Add-On ( Software Component C-CEE), see Notes 574080 and 520991 .
Step 3: (only for some countries)
For historical reasons for some countries a third step is required. The easiest way for finding out if this is necessary for a specific country is by checking in transaction ENPA: if after selecting the country the option “Step 3” is inactive then this step is not necessary.
The reason behind Step 3: the affected reports of Step 2 do not write the file to the local drive, etc. but to the application server instead. To transfer the file from there to the local data medium Step 3 is necessary. The other reports write the file directly to the memory address specified in the selection screen.
Currently there are some countries (e.g. the Czech Republic) for which in transaction ENPA two different file formats can be selected. If one of these requires also Step 3 then this is displayed as active.
If Step 3 is required then after executing Step 2 the option “Create diskette” is displayed in the navigation tree of the log.
Step 3 exists of one report.
Related SAP Notes/KBAs
1112153 Intrastat declaration of arrivals: Questions and problems
213765 System logic selection Intrastat - arrivals
201637 No data was selected for this period
822354 EU: Intrastat paper forms / Intrastat file solution
1865203 MEIS/VE01: Inclusion of additional fields in selection log