The purpose of this page is to explain in detail the Customizing of the Intrastat reporting in SAP ERP.
Path in transaction SPRO:
Sales and Distribution -> Foreign Trade / Customs -> Periodic Declarations
Materials Management -> Purchasing -> Foreign Trade / Customs -> Periodic Declarations
The following customizing settings are explained below.
Log of Incomplete Items - Aggregation Criteria – Individual Maintenance (Transaction VEB1) Table T609I
In the navigation tree on the left hand side you first have to select the report type and reporting country to be customizied.
In the table on the right hand side the characteristics are defined for which a customizing setting is to be adjusted. These characteristics correspond to the fields of the intermediate file (table VEIAV). To add a new characteristic select the button “Create”.
The settings for a characteristic can be set directly in the Characteristics table. For extended setting options double click on the characteristic.
- e.g. you can choose characteristic "Bus.transaction type" - double click on the field name ->
Log of Incomplete Items
To activate the incompletion check during the data selection (Step 1) select the parameter “Incompletion check”.
The following parameter “Check for goods direction” determines if the check is to be carried out only for dispatches (value ‘2’), only for arrivals (value ‘1’) or for both (value’0’).
This incompletion check must not be mistaken for the incompletion check for the foreign trade data in SD- and MM-documents.
- The incompletion log can be displayed after the data selection from the navigation tree on the left-hand side, under “Log display”.
- Incomplete means: the checked field contains no value (empty, initial).
- Even if the incompletion log gives a positive result (i.e. if for a document item incomplete data exist) the selected record is written in case of an update run to the database. The incompletion just serves as information for the user that certain information are missing and need to be completed. For this reason it is recommended to start a test run before each update run, to be able to determine and complete missing data beforehand.
- By clicking on a line of the incompletion log you can jump directly into the affected document in order e.g. to complete the missing data. ->
- Restriction: in case of a test run there may be lines for which no maintenance is possible from the incompletion log. This is true for data which are retrieved during the selection run either from the customizing (e.g. Intrastat Number) or from non-foreign trade data of the document (e.g. weight, invoice value, statistical value).
- In case of an update run however it is possible to maintain these data also: in this case the user is directed not into the document itself but instead into the manual maintenance transaction of the data to be reported (which just got written to the database).
To define a characteristic as aggregation/accumulation crit. for the file creation (Step 2) select the parameter “Aggregation criteria”.
The following parameter “Aggregation for goods direction” determines if the aggregation criterion is valid only for dispatches (value ‘2’), only for receipt (value ‘1’) or for both (value’0’).
Aggregation means that reporting records (i.e. VEIAV-records) are to be cumulated in the report file.
If a field is defined as aggregation criterion it means that records must not be accumulated if their value of that field is different. It makes no sense e.g. to accumulate records with different commodity code numbers, so if you want to aggregate records you have to make sure the commodity code is marked as aggregation criterion.
To accumulate records the parameter “Aggregate data” must be set on the selection screen of Step 2.
Quantity and value fields of records which are aggregated will be summed up.
If no aggregation criteria are defined in customizing then (and only then) internal aggregation criteria are used which are hardcoded in the country specific file reports. The form routine there is called STANDARD_CRIT_GET.
Within the program all fields to which a unit of measure is assigned (fields RECHNWEEH / GRENZWEEH / EIGENMAEH / BESONMAEH / IFREMDWEH) are defined as aggregation criteria, i.e.: invoice value, statistical value, weight, special unit of measure and amount in foreign currency. It makes no sense e.g. to aggregate records with amounts in EUR and USD. In addition the fields goods direction (field ARRIVDEPA) and flag EURO currency (obsolete! field: FLAGEUROC) are hard coded as aggregation criteria.
If in customizing value or quantity fields are set as aggregation criteria then this is ignored internally by the program.
Following fields must not be defined as aggregation criteria as they are identical anyway if data are selected correctly: DATUMJAHR / DATUMMONA / WERKSLAND.
In the section “Field selection for maintenance transaction” you can control which fields with which properties are available in the manual maintenance transaction VEFU. The two different goods directions can be controlled separately.
In field “Field control” the following options are available:
- “initial” = field is displayed
- 0 = field is not displayed
- 1 = field is editable, entry is optional
- 2 = field is editable, entry is obligatory
Options: a field can be “optional”, “obligatory”, “hidden”, without warning, with warning or with error if field is initial (a sensible combination is to be defined, e.g .it makes no sense to set a field as hidden and define error message for it if it is initial).
In field “System message” the following options are available:
“initial” = no check if field content is initial
- “W” = warning message is issued if field content is initial
- “E” = error message is issued if field content is initial
The settings “W” and “E” are only allowed (and also only sensible) if the field control is set to 1 or 2 (editable).
Special Rules Country / Region (Transaction VEB2) Table T609II
In the navigation tree on the left hand side you must select the reporting type and reporting country for which the customizing is to be set up. In the table on the right hand side a country or a country plus an associated region can be maintained per line. The customizing provides two options per line:
Inclusion or Exclusion Indicator for Country/Region
For each line you can set either an inclusion or an exclusion indicator in order to select (inclusion) or not to select (exclusion) Ship-to –Parties (in case of SD documents) / Vendors (in case of MM-documents) from the specified country / region.
Convert Country Codes
If the flag “Convert country” is set, a different country code can be defined for the given country (e.g. FR “France” instead of MC “Monaco”). This country code is used e.g. in the INTRASTAT report for reporting the destination country (Dispatch) or the dispatching country (Receipt). Whether the ISO-code of the country or the alternative country code is used depends on another customizing setting (see below: Numeric country code)
Data Selection Control Table T609IS
Here you can set the customizing per reporting type / reporting country / goods direction.
Some of the customizing options offered here depend on the reporting type, on the reporting country and the goods direction. Here only the INTRASTAT-relevant options are detailed:
Selection logic (only for Receipt)
-> See the documentation here Selection logic - note 213765 and ERP Intrastat reporting process overview (SD-FT-GOV and MM-FT-GOV)
Selection date origin (only for Dispatch)
-> See the documentation here Intrastat Versendungen: Fragen & Probleme Note 2084608 and ERP Intrastat reporting process overview (SD-FT-GOV and MM-FT-GOV)
This is just for information purposes. This value is not used by the system.
Numerical country key
In some countries instead of the 2-digit alphanumeric ISO-code (filed T005-INTCA) the 3-digit numeric Intrastat-Code (field T005-INTCN) must be used for indicating the country, e.g. “004” instead of “DE”. In this case this indicator must be set. For periodic declarations indicating the country is necessary e.g. for the destination country, the country of dispatch and the country of origin. In another customizing setting a different code (for ISO and for Intrastat-code as well) can be defined: see here (hyperlink to relevant part).
Special development for Spain and France, necessary for filling the filed VEIAV-SPANIENID. This field is currently used only for the French file report. For further information see the F1 Help of the field.
For some countries (e.g. Sweden) the file report can be sent directly by email. You can define the email address of the recipient (at the local authorities).
For step 1 (Data selection) there are 2 user-exits available, see note: 303984 - Correct use of EXIT_SAPLV50G_001 and EXIT_SAPLV50G_002
|User-Exit||Position in the selection program||Purpose|
Immediately after reading the document item (invoice / purchase order)
To set exclusion indicator
To change field contents in document header and item (also foreign trade data)
Immediately before writing the record in the intermediate file
To set exclusion indicator
To change field contents, which are written into the intermediate file (VEIAV)
The relevant SAP Enhancement (transaction SMOD) is called FTGOVSEL
For Step 2 (file creation) and Step 3 there are no user-exits.
Inclusion and Exclusion Indicators
Inclusion and exclusion indicators must be defined in Customizing.
Define Inclusion / Exclusion Indicators (transaction VI30)
They can be set in SD- and MM-documents manually in the foreign trade header data (field EIKP-SEGAL) and in the foreign trade item data (field EIPO-SEGAL). If the indicator is set at header level then it is valid for all items of the document.
For SD-documents (Sales orders and SD deliveries) in addition to this there is the option in Customizing to assign an inclusion or exclusion indicator to certain item categories, so that these are included in / excluded from the selection automatically (see below).
Inclusion and exclusion indicators are checked by the selection programs (Step 1) of the periodic declarations.
If for a document item an exclusion indicator is set, then this will not be selected for periodic declaration.
If for a document item an inclusion indicator is set, then this will not necessarily be selected for the periodic declaration. E.g. the item must have FT data in all cases and the document date must correspond to the selection period. Further selection checks are not carried out however so it is possible using the inclusion indicator to select items that would otherwise be rejected.
Here you can define inclusion / exclusion indicators for different reporting types.
Assign to Item Categories for SD Sales Orders (transaction VE80)
Here you can assign an inclusion / exclusion indicator to a sales order item category.
Assign to Item Categories for SD Deliveries (transaction VI63)
Here you can assign an inclusion / exclusion indicator to a delivery item category.
Maintain Official Numbers for Declarations to Authorities (Transaction OBY6) Table T001Z
This is where the company code data can be edited (table T001) but for the periodic declarations only the Intrastat-Number is to be set. For this select the relevant company code and press the button “Additional Data”. In the appearing list the relevant fields are the “INTRASTAT ID number” (field T001Z-PAVAL, parameter type SAPI01) and -where applicable- the “INTRASTAT additional number” (field T001Z-PAVAL, parameter type SAPI02). Note: it might be necessary to press “page down” to find these fields in the list).
The Intrastat-Number serves as identification for the authorities to which the periodic declarations are to be submitted. It is included in each report file and specifies from whom (which company / company code) the data originate. In most countries this number is identical with the VAT registration number of the company code. Even if these two numbers are the same, this filed must be filled in Customizing.
Maintain Region Table T005S
In the field “State of Manufacture” (field T005S-HERBL) the region code should be maintained. This is necessary for the fields “Destination region” (VEIAV-BESTIREGI) and “Region of origin” (VEIAV-URSPRSREG). With this special logic it is possible to report for the periodic declaration a region other than the one specified in the document. Since note 1805680 it is no longer obligatory to maintain this field. If it contains no value, the “normal” region (field T005S-BLAND) is used. Advantage: this way also 3-digit region codes can be reported (State of manufacture = 2-digits).
Note: the “Provincial Tax Code” (filed T005S-FPRCD) can also be maintained here but it plays no role (it is not used).
Special Processing for Plants Abroad Table T001N
The Intrastat-Number described under the Customizing point “Maintain Official Numbers for Declarations to Authorities” is country-specific, i.e. it is assigned directly to the country of the company code for which it is maintained. Some companies have plants in countries other than their company code country (“Plants Abroad” scenario) and they need to submit Intrastat reports in these countries also. For this another Intrastat-Number is required which can be maintained here, depending on the company code and plant.
Related SAP Notes/KBAs