Compliance Management - Scheer Nederland · 2018-01-04 · the invoicing processing method you set up for your company to be compliant with legal requirements in this country. Relevance

Product Documentation PUBLICSAP Business ByDesign February 2017

Compliance Management

Table Of Contents

1 Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2 Tax Determination for MOSS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

3 Audit Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

4 IT Compliance Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

5 Central Bank Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125.1 Quick Guide for Central Bank Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125.2 Perform Central Bank Reporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145.3 Related Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Configuration: Determination of International Organizations for Central Bank Reporting – Austria 17Configuration: Central Bank Reporting Exclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

6 Intrastat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206.1 Intrastat Declarations Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206.2 Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Configuration: Data Derivation for Statistical Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Configuration: Data Derivation for Mode of Transport at the Border . . . . . . . . . . . . . . . . . . . . . 26

6.3 Commodity Classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Commodity Catalogs Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Material Classification Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

6.4 Intrastat Arrangements Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396.5 Intrastat Declaration Runs Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

7 Invoice Processing - Mexico . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

8 Exports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458.1 Export Declarations Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 458.2 Commodity Classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Commodity Catalogs Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Material Classification Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

8.3 Customs Arrangements Quick Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

SAP Business ByDesign February 2017Table Of Contents P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 3

1 Compliance

OverviewThe Compliance business area provides transparency into aspects of your business such as IT-related changes. Italso enables you to provide auditors with access to your system for financial and system audits. If your companyconducts business across multiple countries in the European Union (EU), the business area assists you with thepreparation of statistics on international transactions for your central bank or with the preparation of Intrastatdeclarations. If your company trades goods with countries outside of the EU, the business area assists you in creatingand issuing export declarations. If your company conducts business in Mexico, in this business area you can definethe invoicing processing method you set up for your company to be compliant with legal requirements in this country.

RelevanceThe Compliance business area is relevant if you want to provide access and transparency on your system for ITchanges, financial and system audits, international trade and tax reporting. The following business packages areassociated with the Compliance business area, both of which are mandatory:

● Corporate Governance ● Foreign Trade Declarations ● Legal Approval for Invoices

Benefits ● Access to an Audit Trail of IT-related Changes

The solution facilitates IT compliance by providing you with the means to control and document IT-relatedchanges in your system, such as software updates and service provider access to your system. The automaticdocumentation of these changes provides a record of compliance-relevant activities for audit purposes.

● System Access to Auditors for Financial AuditThe solution enables you to include a read-only work center that can be used by auditors to conduct a financialor system audit of a company.

● Assists the Preparation for Central Bank ReportingThe solution enables you to maintain and prepare financial data for central bank reporting, which has beencollected from supplier and customer invoicing. This facilitates the reporting of transactions with foreigncustomers and suppliers to the authorities, which is used in the calculation of the balance of payments foryour country.

● Automatic Preparation of Intrastat DeclarationsThe solution supports you with the preparation of Intrastat declarations on intra-Community trade for thesubmission to the statistical authorities of the relevant European Union (EU) Member State. The solutionconsiders and valuates data from all Intrastat-relevant business documents in your system such as deliverydocuments, receipts and invoices.

● Enables the Issue of Export Declarations to Customs AuthoritiesThe solution supports you with the preparation and issuing of export declarations to the German customsauthority. The solution allows for electronic communication with the customs authority as well as for paper-based communication during the fallback procedure.

● Enables the Legal Approval for Invoices

4 © 2017 SAP SE or an SAP affiliate company. All rights reserved. • P U B L I CSAP Business ByDesign February 2017

Compliance

The solution supports you to comply with legal requirements in Mexico that defines that, depending on therevenue of your company, you are obliged by law to issue invoices which must be electronically approved bythe tax authorities before being sent to the customers.

SAP Business ByDesign February 2017Compliance P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 5

2 Tax Determination for MOSS

OverviewOn January 1, 2015, new EU VAT laws relating to ‘place of supply’ came into effect which stated that for the sale ofelectronic services (e-services), telecommunications, and broadcasting services, the VAT for the sale must becalculated in the destination country where the service is consumed, that is, where the customer is established orhas a permanent address, rather than in the country from where it is sold.In conjunction with this change, the Mini One Stop Shop (MOSS) tax-filing scheme also became available fromJanuary 1, 2015. MOSS enables companies that supply these types of services to private consumers in other EUMember States to register in just one EU Member State (Member State of Identification, (MSI)) and thenelectronically submit the VAT returns on these services using a web portal.With MOSS, these returns, along with the VAT paid, are sent by the Member State of Identification (where the supplieris established) to the corresponding Member States of Consumption (where the customer consumes the service)and must be done so on a quarterly basis.Therefore, even if you do not have an establishment in the particular Member State where the service you suppliedis being consumed, you can still calculate and submit the VAT returns due on those services and meet your legalrequirements. Using MOSS is optional, however, if you choose not to use it, you are required to register for VAT andfile returns in each Member State in which your customers consume the e-services, telecommunications, andbroadcasting services you have supplied.The following table outlines the possibilities for using MOSS:

Company Details ConsumerLocation

Tax Return Details

EU-based companysupplying e-services,telecommunications, andbroadcasting services

Privateconsumerbased inanother EUcountry

VAT is due in the EU country where the customer is based and MOSS can beused.For example, a customer in Spain downloads an App provided by a Frenchsupplier on his mobile phone. The French company charges the customer theSpanish VAT.

Privateconsumerbased outsideof the EU

EU VAT is not charged. MOSS is not available.For example, a customer in the US downloads an online program supplied by aFrench company. VAT is not charged, however, if the program is consumed inanother EU country, then VAT is charged and MOSS can be used.

Company based outside ofthe EU supplying e-services,telecommunications, andbroadcasting services

Privateconsumerbased in an EUcountry

VAT is due in the EU country where the customer is based and MOSS can beused.For example, a consumer based in Italy accesses telecommunication servicesprovided by an Australian company. The Australian company charges thecustomer the Italian VAT.

For more information, see http://ec.europa.eu/taxation_customs/index_en.htm .

PrerequisitesTo use MOSS, you must do the following:


Tax Determination for MOSS

http://ec.europa.eu/taxation_customs/index_en.htm

● Register your business in one EU Member State. The state you chose will be known as the Member State ofIdentification.

If choosing to use MOSS, you must do so for all Member States. It is not an optional scheme on anindividual Member State basis.

● Ensure that the tax event relevant to MOSS is created for each EU Member State where you plan to use MOSSreporting.

Service MasterYou can now indicate if the services are electronically sold to customers in the EU.To do so, go to the Product and Service Portfolio work center, choose the Services view and click Edit . In the Taxes tab, select the Electronically Sold checkbox.

Tax ReturnsYou can report the Mini One Stop Shop (MOSS) relevant taxes in a separate tax return. Under the scheme, a taxableperson who is registered for MOSS in a Member State (Member State of Identification) electronically submitsquarterly MOSS VAT returns detailing supplies of telecommunications, broadcasting, and electronically suppliedservices to non-taxable persons in other Member States (Member State of Consumption), along with the VAT due.You can access MOSS tax returns in the Tax Management work center under the VAT Returns and VAT ReturnsRuns views.To set up the return arrangement for MOSS returns, in the Tax Management work center, select the Company Tax Arrangement and select 5 – MOSS Tax Return as the Tax Return Type.

Configuration settings are usually performed by an administrator. If you do not have the requiredauthorization, contact your administrator.

● In order to file tax returns, find this scoping option, go to the Business Configuration work center and choosethe Implementation Projects view. Select your implementation project and click Edit Project Scope .In the Questions step, expand the Cash Flow Management scoping element and select Tax Management.Select Tax Filing and answer the question related to the German or Austrian tax file for MOSS tax returns.

● For tax returns, this tax event is mapped to box number 45 for monthly tax returns and box number205 for yearly tax returns.

● The Unique Reference Number provided by the government can be saved in the Unique ReferenceNumber field in MOSS returns and can also be entered in the Document Description field in the MOSSreturns payment.

Country-Specific MOSS Returns

Documentation is available on this topic that is specifically relevant for Austria and Germany. To ensure thatthe relevant country-specific document version is displayed, select Personalize My Settings . SelectOnscreen Help and, under Country choose the relevant country. Save your settings.

SAP Business ByDesign February 2017Tax Determination for MOSS P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 7

3 Audit Quick Guide

The Audit work center supports external and internal auditors. A selection of views from other areas provides accessto audit-relevant information such as financial reports, master data, documents, and access rights.All planning, follow-up activities, and reporting of audit results and findings must be completed outside the solution.

When accessed from the Audit work center, the available views are normally read-only.However, if you are assigned to the work centers in which these views are located, you will continue tohave change authorization when you access the views from the Audit work center.

Depending on your settings, you might not be able to access all views mentioned below.

General LedgerIn the General Ledger view, you can check the entries and activities relevant for period-end closing. The availableviews include:

● Journal EntriesA journal entry is the valued accounting view of the source document. This view enables you to check thejournal entry details and ensure that they are correct.

● Journal Entry VouchersJournal entry vouchers are transactions entered directly in accounting in order to generate journal entries.This view enables you to check the journal entry voucher details and ensure that they are entered correctly.

● Recurring Journal Entry VouchersRecurring journal entry vouchers are used to periodically group individual entries, such as for annual insurancecontributions, into monthly costs. This view lets you check the details for the recurring journal entry vouchersand ensure they are entered correctly.

● Intercompany Journal Entry VouchersIntercompany journal entry vouchers allow costs and revenues to be directly allocated to companies in acorporate group that are involved in transactions with each other, eliminating the need to send invoicesbetween the companies.

● Source DocumentsA source document is the transaction that originally generated a journal entry. Source documents can becompany documents such as supplier invoices and goods receipts, or entries made in accounting such asjournal entry vouchers and valuation runs. A source document contains items with quantities and values thathave not yet been valued. This view enables you to check the quantities and values in the source documents.

● Closing CockpitThis view provides an overview of all tasks required for period-end, quarter-end, or year-end closing. You caninitiate and monitor valuations, balance confirmations, and the reclassification of runs. You can also checkwhether all tasks have been completed for the period relevant for audit.

● Closing-Relevant TasksThis view displays all tasks that must be processed as part of the closing activities before financial statements(balance sheet, income statement, and cash flow statement) can be created.


Audit Quick Guide

Fixed AssetsThe Fixed Assets work center enables you to see the master data and transaction data of your fixed assets relatingto a set of books. You can use the data to check book values, depreciation values, and other accumulated fixed assetvalues that have been reported in the financial statements and schedule of fixed assets.

Cost and RevenueIn the Cost and Revenue work center you can access master data that is relevant for cost accounting and checkwhether the internal reports are correct. You can also see the rules that control how overhead is allocated.

● Distribution RulesThis view monitors how overhead is allocated within the company. You can see which cost centers send andreceive overhead, and check the attributes of the rules.

● Overhead RulesHere you can see the overhead that was distributed from cost centers to cost objects. You can also check theoverhead rules and the type of cost receivers assigned to the overhead rules.

● Resource Cost Rates and Service Cost RatesHere you can see the cost rates assigned to resources and services and check how the cost rates were derivedand calculated.

Inventory ValuationIn the Inventory Valuation work center, you can review the valuation of your inventories, material movements, andthe production costs of work in process during year-end closing. The Materials and Production Lots views areprovided.

ReceivablesThis view provides an overview of your customers.

PayablesThis view provides an overview of your suppliers.

Liquidity Management ● My Banks

Here you can view bank and bank account data for a company.

● Clearing Houses and Clearing House AccountsA clearing house is a financial institution or service provider that acts as a third party in the clearing of futurepayment contracts. Individual clearing house account data is maintained in the Clearing House Accounts view.

● Bank StatementsThis view shows the status and transaction details of the bank statements received by My Banks. You canalso see bank statements imported from the File Management view.

User and Access ManagementThe User and Access Management area provides user information that is relevant for conducting audits, and inparticular, for checking and evaluating the internal control framework. The following views are provided: BusinessUsers and Support and Technical Users.

SAP Business ByDesign February 2017Audit Quick Guide P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 9

Business Background

Access to Tax Data by Tax Authorities (GDPdU)In compliance with legal requirements, it is possible for tax authorities to access tax data.For more information, see Access to Tax Data by Tax Authorities (GDPdU).

Segregation of DutiesSegregation of duties is an approach used to reduce errors and prevent the risk of fraud, which helps protect yourcompany's assets and data. This is achieved by means of access rights and the distribution of responsibility forbusiness processes and procedures across multiple users.For more information, see Segregation of Duties.

TasksNo tasks are assigned to this work center. Auditing tasks should be conducted outside theSAP solution in accordance with auditing standards.


Audit Quick Guide

4 IT Compliance Quick Guide

The IT Compliance view provides you with a means of controlling and documenting IT-related changes in yoursystem. The automatic documentation of these changes provides a record of compliance-relevant activities for auditpurposes.

The types of control activity required by your system are enabled during fine-tuning. These choices can bechanged using the IT General Controls fine-tuning activity in the Business Configuration work center.

Business BackgroundThe process of making an IT-related change in your system, such as a software update, is referred to as an IT controlprocess. Every IT control process is comprised of one or more IT control activities, which may require user actions.For more information, see IT Control Processes.

Tasks

Check IT Control Processes

1. Select the process you want to check.2. Click Edit .3. In the IT Control Activities section, choose the activity you want to check.4. Check the status of the notification messages of the selected activity. Check also,

whether a manual action is required.

Activities that require a manual action are of activity category User Action.

SAP Business ByDesign February 2017IT Compliance Quick Guide P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 11

5 Central Bank Reporting

5.1 Quick Guide for Central Bank Reporting

Documentation is available on this topic that is specifically relevant for the following countries: Austria,Belgium, Denmark, France, Germany, and the Netherlands. To ensure that the relevant country-specificdocument version is displayed, select Personalize My Settings . Select Onscreen Help and, underCountry, choose the relevant country. Save your settings.

The Central Bank Reporting subview enables you to report your foreign trade transactions to the authorities. Thisinformation is used in the calculation of the balance of payments for your country; Different regulations apply tocentral bank reporting depending on the country.

You can use the Central Bank Reporting subview to manually maintain and prepare this data for central bank reportingthat has been collected from supplier and customer invoicing. In addition to the automated data collection process,it is possible to manually enter data to the central bank reporting work list. You can access this subview from thePayables or Receivables work centers, under Periodic Tasks.

If there are no entries for your company in the central bank reporting list, your company might not be activatedfor central bank reporting. You should check the Central Bank Reporting – Exclusion activity in businessconfiguration to see if central bank reporting is deactivated for your company.

Tasks

Determine Central Bank CodesIn Central Bank Reporting, you can set up rules to automatically determine which defaultcentral bank codes are used for invoices that have the relevant attributes.You can assign a default central bank code according to product category, product, or G/Laccount, which will be automatically assigned to the appropriate reporting-relevant invoices.Where you assign a default central bank code according to G/L account, the assignment is toa defined account determination group rather than to a single G/L account. This accountdetermination group is the basis for posting or cost assignment. For more information on howaccount determination groups are defined, see Charts of Accounts, Financial ReportingStructures, Account Determination – Configuration Guide.

To ensure that the relevant country-specific document version is displayed, select Personalize My Settings . Select Onscreen Help and, under Country, choose therelevant country. Save your settings.


Central Bank Reporting

The Central Bank Code Determination – Customer Invoicing and Central Bank CodeDetermination – Supplier Invoicing activities in business configuration are now obsoleteand kept for reference purposes only. It is recommended that you create rules usingDetermine Central Bank Codes in the Central Bank Reporting view. If you have anyexisting rules created for Austria, Germany, or France using the older method, youshould recreate them in the new activity.

Perform Central Bank ReportingIn the Central Bank Reporting subview of Periodic Tasks, you can perform central bankreporting, which involves the collection and management of foreign trade transactions. Thesetransactions are reported to the authorities to create the balance of payments for therespective country. For more information, see Perform Central Bank Reporting [page 14].

Assigning a Status for Central Bank Reporting Item

In Periodic Tasks Central Bank Reporting select the relevant line item(s), click ChangeStatus, and choose the appropriate status. For example, if you have already reported an item,you should update the status accordingly so you do not accidentally report it again.

The following statuses are available: ● The Not Relevant status indicates a line item which includes a central bank code

but doesn't need to be reported. ● The In Preparation status indicates a line item created manually or automatically

for which data entry is not yet completed, for example a missing central bankcode. This status automatically changes to Reporting in Process when data iscomplete, for example when you enter a central bank code. It is not possible tomanually change this status.

● The Reporting in Process status indicates a line item created manually orautomatically for which all data is complete but the line item has not yet beenreported to the relevant authorities. When you have reported this line item youchange the status to Reported.

● The Reported status indicates a line item has been reported to the relevantauthorities for the appropriate reporting period. If you mistakenly change thestatus of a line item to Reported you can change it back to Reporting inProcess.

● The Cancellation Reporting in Process status indicates the correspondinginvoice for the line item has been cancelled but the cancellation has not beenreported yet to the authorities. When you have reported the cancellation youchange the status of this line item to Cancellation Reported. If the correspondinginvoice is cancelled in the same month before it was reported to the authorities,the line item is deleted from the central bank reporting worklist.

● The Cancellation Reported status indicates the corresponding invoice for theline item has been cancelled, and the cancellation was reported to the authoritiesfor the respective reporting period. If you mistakenly change the status of a lineitem to Cancellation Reported you can change it back to Cancellation Reportingin Process.

SAP Business ByDesign February 2017Central Bank Reporting P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 13

Assigning a Business Partner to an International Organization – AustriaWhen a business partner belongs to or is considered to be an international developmentorganization, it is subject to central bank reporting. Trading with this customer or supplier issubsequently reported to as part of your company’s regular central bank reporting. For moreinformation, see Determination of International Organizations for Central Bank Reporting –Austria [page 17] .

This task is relevant for Austria only.

5.2 Perform Central Bank Reporting

OverviewIn the Central Bank Reporting subview, you can perform central bank reporting, which involves the collection andmanagement of foreign trade transactions. These transactions are reported to the authorities to create the balanceof payments for the respective country.Data from customer invoicing and supplier invoicing from business partners abroad is given in the Central BankReporting worklist. You should manually assign all reporting-relevant invoices to the related central bank codes, ifthe system was unable to automatically determine the relevant code.

PrerequisitesYou should ensure you have resolved any outstanding central bank reporting related tasks in the Work view.

Procedure1. In the Payables or Receivables work center, open Periodic Tasks Central Bank Reporting .2. Under Show, specify the country to report.3. You can filter for the relevant document line items by clicking Advanced, entering the search details, and

clicking Go . Useful filter parameters include filtering by date range and by status.



The following statuses are available: ● The Not Relevant status indicates a line item which includes a central bank code but doesn't

need to be reported. ● The In Preparation status indicates a line item created manually or automatically for which data

entry is not yet completed, for example a missing central bank code. This status automaticallychanges to Reporting in Process when data is complete, for example when you enter a centralbank code. It is not possible to manually change this status.

● The Reporting in Process status indicates a line item created manually or automatically for whichall data is complete but the line item has not yet been reported to the relevant authorities. Whenyou have reported this line item you change the status to Reported.

● The Reported status indicates a line item has been reported to the relevant authorities for theappropriate reporting period. If you mistakenly change the status of a line item to Reported youcan change it back to Reporting in Process.

● The Cancellation Reporting in Process status indicates the corresponding invoice for the lineitem has been cancelled but the cancellation has not been reported yet to the authorities. Whenyou have reported the cancellation you change the status of this line item to CancellationReported. If the corresponding invoice is cancelled in the same month before it was reported tothe authorities, the line item is deleted from the central bank reporting worklist.

● The Cancellation Reported status indicates the corresponding invoice for the line item has beencancelled, and the cancellation was reported to the authorities for the respective reportingperiod. If you mistakenly change the status of a line item to Cancellation Reported you canchange it back to Cancellation Reporting in Process.

4. Add any missing information that needs to be declared to the worklist.1. Click New and choose Central Bank Reporting Entry.2. Enter all required reporting information including: company ID, source document details, relevant

central bank code, country of reporting, country of customer or supplier, gross amount, and so on.The transaction amount is automatically entered in the currency of the original posted invoice. Thereporting amount shows the transaction amount converted to the local currency and depending onthe level at which the reporting is done, for example, by invoice line item, by invoice or by central bank,the reporting amount value can be rounded up to the nearest currency unit.The level at which reporting is legally required can differ between countries and as such, the reportingamount values can differ depending on the rounding that has been performed, for example, for aninvoice line item, the value can be rounded up to the nearest currency unit, however, if reporting bytotal invoice, the value may not be rounded.

If you do not wish to report a rounded value, you can manually enter a reporting amount withthe exact transaction amount value converted to the local currency.

3. Click Save to add the item to the central bank reporting worklist.5. Review the document line items.

If some items are missing central bank codes, select all affected items and click Action Propose CentralBank Code. If there are suitable central bank code determination rules defined, the appropriate central bankcode is then assigned. If not, you will receive a warning message that no suitable code was found. You canthen create a central bank code determination rule to automatically determine which default central bankcodes are used for invoices that have the relevant attributes. For more information, see Edit Central BankCode Determination Rules in the Tasks section of the Quick Guide for Central Bank Reporting [page 12].


You can only propose central bank codes for document line items with an” In Preparation” status.

You can also manually assign a central bank code to a document line item. To do so, click Edit to open theCentral Bank Reporting activity and enter the required data.If you created a new line item for the central bank reporting worklist, you can edit all details for this line item.However, if the line item comes from another document, such as an invoice, you can only edit the central bankcode. In some cases such as transit trades, you may need to review and change the central bank code.

If the country of the business partner is missing, the related invoices are included in central bankreporting work list. To exclude an entry from reporting, mark the entry as “Not Relevant” .

6. Format the report: ● Click on the Advanced link to display the Advanced filter options. ● Set the Status to "Reporting In Process". ● Set additional filters as required, for example, document date and company ID. Click Go .

The system displays the filtered data in the table.7. To transfer the details to the relevant authorities, you must export the reporting information to a spreadsheet.

This document contains text that is relevant for Germany. To ensure that the system displays thecorrect text, select Personalize My Settings . Select Onscreen Help and, under Country, chooseGermany. Save your settings and logout to ensure these changes are made.

1. Choose Export To Microsoft Excel®.2. Click Download .3. A message shows that you can open or save the file which contains the data that you have just exported.

Click Save .4. The system displays the “Save As” dialog box for you to choose where to save this file on your local

machine. Choose a suitable location to save the file on your local machine and click Save .5. The system displays the message: Download Complete. You can open the file immediately or close

and view the file later.The Microsoft Excel worksheet is now available for you to use the data as required. The “Pivot table”has a summary of the central bank reporting data for you to report. In this pivot table you can sort bycentral bank code and check the total value of transactions for a particular code.

8. In the Central Bank Reporting view, select all of the line items you have reported and click Change Status ,then choose “Set to Reported”.

If the status is not set to “Reported”, then reported line items may be inadvertently included in futurecentral bank reports. If you mistakenly change the status of a line item to “Reported” you can changeit back to “Reporting in Process”.

ResultUsing this spreadsheet as a basis, you must fill out and submit the relevant forms manually to the relevant centralbank.



5.3 Related Information

5.3.1 Configuration: Determination of International Organizations forCentral Bank Reporting – Austria

OverviewWhen your business partner belongs to or is considered to be an international development organization, it is subjectto central bank reporting. Trading with this customer or supplier is subsequently reported to as part of yourcompany’s regular central bank reporting.International organizations have this status because of their international, multilateral, or diplomatic status.Examples of international organizations include the United Nations, the World Health Organization, and theInternational Committee of the Red Cross.Business partners who are assigned to an international organization retain their country code, as this correspondsto their invoicing address. These partners are also assigned a country for reporting code which uniquely identifiesthe international organization to which they are assigned. For partners assigned to international organizations, thecountry for reporting code is used to summarize central bank report data.You can create central bank code determination rules for international organizations in the Determination ofInternational Organizations for Central Bank Reporting activity. They can also be created or edited in the Central BankReporting view of the Payables or the Receivables work centers.

This document contains details and instructions regarding configuration settings. Such settings arenormally performed by an administrator. If you do not have the required authorization, contact anadministrator.

To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.

SettingsThe controls and possible settings in this fine-tuning activity are explained below.

Settings Explanation

S. No This serial number is automatically created by the system and uniquely identifies each line in the rulelist. The rules will be applied in this order.You cannot change this value.

Business Partner ID The business partner ID identifies the party who belongs to or is considered to be an internationalorganization.

Country of Company This is the country of your company address.

InternationalOrganization

A standard list of international organization codes is delivered with the solution and cannot be changed.This list is provided by Statistik Austria.All international development organizations, regardless of the country where the organization is based,are considered foreign business parties for central bank reporting purposes.


Assigning a Business Partner to an International Organization

1. In the fine-tune phase of business configuration, open the Determination of International Organizations forCentral Bank Reporting activity.Alternatively, in the Payables or Receivables work center, open the Periodic Tasks view and select CentralBank Reporting.Choose Austria from the list of countries. Click Action Maintain International Organizations for CentralBank Reporting .

2. To assign a business partner, click Add Row . ● Under Business Partner ID, select * (asterisk) and choose the relevant business partner. To do this, select

the operator “EQ - Equals To” and browse for the business partner using the Open Dialog Selection. ● Under Country, select your country from the list. ● Under International Organization, select the relevant organization.

3. If necessary, use the arrow buttons to reorder the rules so the most specific rule is first and the most genericrule is last. Click Save and Activate .

The sequence of rules is important as code determination works from top to bottom. You shouldtherefore create the most specific rule at the top of the list and the most general rule should be last.

5.3.2 Configuration: Central Bank Reporting Exclusion

OverviewCentral Bank Reporting — Exclusion allows you to specify which companies in your organization should be left outfrom central bank reporting. For example, if a company's transactions with foreign business partners are below thecentral bank reporting threshold or if a company only has local business partners. If a company is excluded fromcentral bank reporting, customer and supplier invoicing information for that company is not transferred to the CentralBank Reporting worklist.

This document contains details and instructions regarding configuration settings. Such settings arenormally performed by an administrator. If you do not have the required authorization, contact anadministrator.

To find this activity, go to the Business Configuration Implementation Projects view. Select your implementationproject and click Open Activity List . Select the Fine-Tune phase, then select the activity from the activity list.

Central Bank Reporting — Exclusion is an optional activity and might be initially hidden depending on thedefined scope.

PrerequisitesOne of your companies does not engage in any financial transactions with foreign business partners that exceedsthe reporting threshold for central bank reporting purposes.



Excluding a Company from Central Bank Reporting

1. Click Add Row . Under Country of Company, select the country where the company that you wish to excludefrom central bank reporting is based.

2. Under Company ID, select the identifier of the company to be excluded.


6 Intrastat

6.1 Intrastat Declarations Quick Guide

The Intrastat Declarations view allows you to create, change, and delete, as well as to release and issue Intrastatdeclarations. You can create Intrastat declarations manually in the New Intrastat Declaration screen or have thesystem automatically create the declarations for each reference period in an Intrastat declaration run.You can review and change an Intrastat declaration in the Intrastat Declaration screen. Here you get an overview ofall individual items contained in the declaration. Alternatively you can also display the list of aggregated itemscombined for example by partner country, nature of transaction, or commodity code. The items list allows you toadd, change, or delete items. Once you have reviewed the declaration, you can release the declaration and issue thedeclaration file. Based on the Intrastat arrangement, the file will be issued in the format required by the country, forexample, ASCII format for Germany.

You can only process data starting from the time Intrastat is active in your system. For example, if theIntrastat work center is active as of May 1, it cannot evaluate data for the preceding months. This means thatthe relevant documents must also be posted, saved, or cancelled after May 1st to be considered for Intrastatdeclarations.

Business Background

Intrastat Declaration ProcessingIntrastat declarations are periodical declarations on trade within the European Union (EU) regarding both dispatchesand arrivals, to be submitted directly by respondents in EU Member States to the statistical authorities of theircountry. The statistical authorities use the data to compile intra-community trade statistics, thus the term Intrastat.For more information, see Intrastat Declaration Processing.

Special Cases in IntrastatFor certain special cases, or non-standard business transactions, for Intrastat, some information must be changedin the Intrastat declaration. The system supports many cases automatically, but in certain cases, data must beupdated manually.For more information, see Special Cases in Intrastat.

Tasks

Create an Intrastat Declaration Manually

Before you can create an Intrastat declaration, you have to create a correspondingIntrastat arrangement in the Intrastat Arrangements view.For more information, see Intrastat Arrangements Quick Guide [page 39].


Intrastat

It is possible for the system to create Intrastat declarations automatically. For moreinformation, see Intrastat Declaration Runs Quick Guide [page 41].

1. In the Intrastat work center, choose the Intrastat Declarations view.2. To create a new Intrastat declaration, click New and select Intrastat Declaration from

the drop-down list.

You can also start the New Intrastat Declaration common task, which belongsto the Intrastat work center.

3. Enter general information about the new Intrastat declaration. ● In the Intrastat Arrangement ID field, you can either enter an ID to determine the

company and country of declaration or use the Select Intrastat Arrangement IDvalue help to select an ID from the list of existing Intrastat arrangements.

● In the Direction of Trade field, select Arrival or Dispatch. ● In the Reference Year/Month field, enter the year first, then select the month from

the drop-down list.

You have to enter the reference period before you can assign commoditycodes.

In the Statistical and Tax Authorities Data section, the following fields arenot required for the UK or France:

● Tax Office Region ● Tax Number ● Intrastat Authorization ID

4. Add all relevant items for this declaration and assign commodity codes.a. Click Add Row or select the first row in the items table.b. Select the partner country and the nature of transaction from the drop-down list.c. Enter either the corresponding commodity code in the Commodity Code column,

or to select a commodity code from the current commodity catalog, clickAssign Commodity Code above the items table.

For more information, see Commodity Catalogs Quick Guide [page 27].d. Enter information about net weight, invoice value, and statistical value. If the

assigned commodity code has a supplementary unit code, then the informationabout net weight is optional, and the quantity in supplementary units is mandatory.

The Total Statistical Value field is not required for the UK or France.

e. In the Details: Item section, add item details regarding region of origin ordestination, as well as mode of transport.

SAP Business ByDesign February 2017Intrastat P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 21

For items and aggregated items in the Intrastat declaration, the followingfields may or may not be required for the declaration, as designated by thestatistical authorities of the relevant EU Member State:

● Country of Origin — not required for the UK ● Mode of Transport — not required for the UK ● Region of Destination — not required for the UK or Austria ● Delivery Terms — required for the Italy and UK for extended

declarations ● Customer VAT ID — required for France ● Statistical Value — required for Austria and Italy ● Statistical Procedure — required for France and Austria

There are some areas or territories that belong to an EU member state ora third country but are not considered to be regions. Therefore these areasand territories are not included in the table of regions provided in thesystem. For example, in Germany the territory of Büsingen is physicallylocated in Switzerland or in Italy the area Campione d'Italia is also physicallylocated in Switzerland.If these areas or territories appear as a business partner or country of origin,then you must manually delete this item from the declaration.

5. To release and save the new Intrastat declaration, click Release .

You can release and save an Intrastat declaration, even if the data is notconsistent. To change the item data, click Cancel Release .

6. To return to the Intrastat Declarations view, click Close .The new Intrastat declaration is saved to the system and added to your work list asDeclarations, Declaration File Not Issued in the Intrastat Declarations view.

Update an Intrastat Declaration

Intrastat declarations must already be created in your system.

1. In the Intrastat work center, choose the Intrastat Declarations view.2. Select the Intrastat declaration you want to edit from your work list and click Edit .

By default, you see the Declarations in Preparation in your work list. Thesedeclarations are not yet released. You can select another filter from the Showfield, if required.

3. You can review and update the item information in the declaration. On the General tab, you can only review the declaration data. On the Items tab:a. For individual items, you can edit or delete individual items, and add new items.b. For aggregated items, you can see the items combined by, for example, Partner

Country, Nature of Transaction, and Commodity Code.


Intrastat

There are some areas or territories that belong to an EU member state or a thirdcountry but are not considered to be regions. Therefore these areas andterritories are not included in the table of regions provided in the system. Forexample, in Germany the territory of Büsingen is physically located inSwitzerland or in Italy the area Campione d'Italia is also physically located inSwitzerland.If these areas or territories appear as a business partner or country of origin,then you must manually delete this item from the declaration.

In the Statistical and Tax Authorities Data section, the following fields are notrequired for the UK or France:


For items and aggregated items in the Intrastat declaration, the following fieldsmay or may not be required for the declaration, as designated by the statisticalauthorities of the relevant EU Member State:

● Country of Origin — not required for the UK ● Mode of Transport — not required for the UK ● Region of Destination — not required for the UK or Austria ● Delivery Terms — required for the Italy and UK for extended declarations ● Customer VAT ID — required for France ● Statistical Value — required for Austria and Italy ● Statistical Procedure — required for France and Austria

The Total Statistical Value field is not required for the UK or France.

For information about the data to be manually updated for special cases, seeSpecial Cases in Intrastat.

4. To release the declaration, click Release . You can release an Intrastat declaration,even if the data is not consistent. To change item data again, click Cancel Release .

Review and Issue an Intrastat Declaration1. In the Intrastat work center, choose the Intrastat Declarations view.2. To review and issue the declaration, select it in the work list and click Edit .3. In the editor, click Check to ensure that all the data is consistent.4. To issue the declaration file to prepare the submission to the statistical authorities,

click Issue Declaration File . In the Input Parameters for Issue Declaration File screen,enter the document title and a comment for the declaration file.The issued file is saved in the Attachments tab.


For the UK, it is possible to issue the declaration in either EDIFACT or CSV format.

After you have issued the declaration file, you can still cancel the release ofthe declaration. You can do this in the Intrastat Declaration screen or directlyin the Intrastat Declarations view by clicking Actions and selecting CancelRelease from the drop-down list.

5. To return to the Intrastat Declarations view, click Close .

Quick Mass Change an Intrastat Declaration1. In the Intrastat work center, choose the Intrastat Declarations view.2. Select the Intrastat declaration you want to update and click Edit .3. In the Intrastat declaration, select the item or items to be changed and click

Quick Mass Change on the Items tab.

Quick Mass Change is only allowed for declarations that have the InPreparation or Release Canceled status.

4. Enter the target values for the fields that you want to change in the selected items ofthe Intrastat declaration in the Target Values to be Applied window.It is possible to set the following values to zero: ● Net Weight ● Invoice Value ● Statistical Value

5. Once you are finished, click OK to save your changes to the system.6. Click Save and Release . You can release an Intrastat declaration, even if the data is

not consistent. To change item data again, click Cancel Release .

Delete an Intrastat Declaration1. In the Intrastat work center, choose the Intrastat Declarations view.2. Select the Intrastat declaration in the work list and click Delete .

It is not possible to delete an Intrastat declaration with the Released status. Itpossible to delete a declaration only if it has the status Release Canceled or InPreparation.

If a declaration has been deleted, the system can recover the data. You must go to theIntrastat Declaration Runs view and run the declaration run a second time.For more information, see Intrastat Declaration Runs Quick Guide [page 41].

Search for Items in a Declaration1. In the Intrastat work center, choose the Intrastat Declarations view.2. Select the Intrastat declaration in the work list and click Edit .3. In the declaration, click on the Items tab. In the Items table, click Advanced to open

the search. Enter any Declaration Item Data or Reference information to search for anitem.


Intrastat

For Reference data, if you do not have the exact item ID number, then enter theID and use an asterisk to search for the item. If you do not use the asterisk, thesystem will not return a result.

Data Derivation for Statistical Value

For Austria, Italy, and Germany

You can specify a positive or negative percentage to add or deduct from the invoice value.For more information, see Data Derivation for Statistical Value [page 25].

Data Derivation for Mode of Transport at the Border

For Austria, France, Italy, and Germany

You can specify the mode of transport for goods at the border between European Unionmember states.For more information, see Data Derivation for Mode of Transport at the Border [page 26].

Export Business Data Using Microsoft Excel®For more information, see here [page 35].

6.2 Tasks

6.2.1 Configuration: Data Derivation for Statistical Value

In this activity, you can specify a positive or negative percentage to add or deduct from the invoice value.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Integrate and Extend phase, then selectthe Data Derivation for Statistical Value activity from the activity list.

PrerequisitesYour solution is scoped for Germany or Austria.


Tasks

Data Derivation for Statistical Value1. In the table, click Append .2. Enter the following data:

● Country of Declaration ● Goods Flow Direction ● Ship-To/From Location ● Partner Country ● Incoterm ● Deviation from Invoice Value

If you do not add the relevant data during this phase, you need to manually enter thedata later in the declaration.This task is also available in the work center in the taskbar under Common Tasks.

In cases of third-party orders, the ship-from location is the supplier's location. Ifthis is not entered in your system, the statistical value and mode of transportcannot be determined. In order for the system to calculate this correctly, entera star (*) in the Ship-To/From Location field.Since it is not possible to enter a supplier´s location into the derivation table, itis advised to use the asterisk in order to derive a statistical value for third-partyorders. All Intrastat declaration items that do not match a specific ship-fromlocation in the derivation table, will then derive their value based on this entry.

3. Repeat as necessary. When you are done, click Save and Close .

Follow-On ActivitiesIf your solution is scoped for Austria, France, or Germany, you also need to define the data derivation settings formode of transport at the border.For more information, see Data Derivation for Mode of Transport at the Border - Configuration Guide [page 26].

6.2.2 Configuration: Data Derivation for Mode of Transport at theBorder

In this activity, you can specify the mode of transport for goods at the border between European Union memberstates.To find this activity, go to the Business Configuration work center and choose the Implementation Projects view.Select your implementation project and click Open Activity List . Select the Integrate and Extend phase, then selectthe Data Derivation for Mode of Transport at the Border activity from the activity list.


Intrastat

PrerequisitesYour solution is scoped for Germany, France, or Austria.

Tasks

Data Derivation for Mode of Transport at the Border1. In the table, click Append .2. Enter the following data:

● Country of Declaration ● Goods Flow Direction ● Ship-To/From Location ● Partner Country ● Mode of Transport at the Border

If you do not add the relevant data during this phase, you need to manually enter thedata later in the declaration.This task is also available in the work center in the taskbar under Common Tasks.

In cases of third-party orders, the ship-from location is the supplier's location. Ifthis is not entered in your system, the statistical value and mode of transportcannot be determined. In order for the system to calculate this correctly, entera star (*) in the Ship-To/From Location field.Since it is not possible to enter a supplier´s location into the derivation table, itis advised to use the asterisk in order to derive a statistical value for third-partyorders. All Intrastat declaration items that do not match a specific ship-fromlocation in the derivation table, will then derive their value based on this entry.

3. Repeat as necessary. When you are done, click Save and Close .

Follow-On ActivitiesIf your solution is scoped for Austria or Germany, you also need to define the data derivation settings for statisticalvalue.For more information, see Data Derivation for Statistical Value — Configuration Guide [page 25].

6.3 Commodity Classifications

6.3.1 Commodity Catalogs Quick Guide

In the Commodity Catalogs view, you can either upload a commodity catalog from a catalog file or create a newcommodity catalog manually. Once a catalog has been created and activated, it can be used to classify materials by


selecting codes and assigning them to the corresponding materials. You must always activate a catalog for a certainusable-from date before you can use it for material classification.You can access the Commodity Catalogs view from one of the following locations:

● Intrastat work center, Commodity Classification view, Commodity Catalogs view ● Exports work center, Commodity Classification view, Commodity Catalogs view ● Product Data work center, Commodity Classification view, Commodity Catalogs view

Business Background

Configuration Settings


Commodity Catalogs is enabled in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project andclick Edit Project Scope . In the Scoping step of the project, ensure that Materials is selected within Products, whichis selected in General Business Data.

Commodity CatalogsA commodity catalog is a list of commodity codes issued by statistical authorities to classify materials for foreigntrade and statistics purposes. This catalog is published yearly in the fourth quarter by the statistical authorities ofthe European Union (EU) and is made available by the statistical authorities of your EU Member State.For more information, see Commodity Catalogs.

Material ClassificationMaterial classification, also known as commodity classification, is the process of classifying materials withcommodity codes based on the current version of the commodity catalog for foreign trade or statistical purposes.For more information, see Material Classification Quick Guide [page 31].

MaterialsIt is important to have complete and accurate information on all the materials your company offers. Thus, theMaterials view provides a central entry point for viewing all the materials in your system, creating new materials, andmaintaining materials throughout the product life cycle.For more information, see Materials Quick Guide.

Tasks

Upload a Commodity Catalog

It is only possible to upload catalogs from SAP partners.

The system only supports the upload of .xml and .zip files.


Intrastat

If a catalog to be uploaded exceeds 10 MB, then it must be uploaded as a .zip file.The system will then unzip the file automatically.

1. In the Commodity Classification view, choose the Commodity Catalogs subview.2. To open the Upload Commodity Catalog screen, click Upload Commodity Catalog .3. Enter a unique catalog ID and catalog name.4. To search for the catalog file on your computer to upload, click Select File .5. Once you have selected a catalog file, click OK and then click Upload .

When you start the upload, the system executes the upload in the background, so thatyou can perform other tasks in the meantime.The system will upload the catalog and return you to the Commodity Catalogs subview.The system adds the catalog to your work list and sets the catalog file upload status toIn Process. You can find the catalog in the work list by selecting either All Catalogs orInactive Catalogs in the Show field.When the upload is complete, you can edit the catalog to activate it.

6. Once the uploaded catalog has the Successful upload status, you can select the catalogfrom the catalogs list. To open the catalog editor to check and activate the catalog, click

Edit .7. To activate this catalog, click Activate .

The systems checks the catalog to ensure that the data is consistent.The system prompts you to enter a date from which the catalog can be used for materialclassification. The usable-from date must be the same as or later than the released-from date.You can now use the catalog for material classification.

Create a Commodity Catalog1. In the Commodity Classification view, choose the Commodity Catalogs subview.2. To open the New Commodity Catalog screen, click New Commodity Catalog .3. Enter a unique Catalog ID, Catalog Name, and an Officially Released From date. Click

Next .

The released-from date refers to the date when the catalog is officially releasedby the statistical authorities.

4. Enter the catalog units and the corresponding supplementary units used in the system.a. Click Add Row in the Supplementary Units table.b. Enter a catalog unit code ID. It may be up to 4 digits longs.c. Enter a catalog unit code description.d. Select a supplementary unit from the drop-down list.e. Repeat for each catalog unit code ID and supplementary unit to be used in the

catalog. When you are done, click Next .5. You can add code items and text items on different levels. You can expand and collapse

the hierarchy of items.a. In the Items table, click Add Code Item or Add Text Item . If you create a text item,

you cannot insert an item code.b. For code items, enter an Item Code and an Item Description. Optionally you can

enter a supplementary Unit Code ID.


For text items, enter an Item Description. Text items should only be used forstructural information in the catalog.

c. Click the appropriate buttons to create the item hierarchy: ● Add Code Item

You can add code items on the same level as the selected item. Enter anitem code and description, and a supplementary unit code if required.

● Add Text ItemYou can add text items on the same level as the selected item. Enter an itemdescription.

● Add Code Item on SublevelYou can add code items on the level below the selected item. Enter an itemcode and description, and a supplementary unit code if required.

The sublevel (child) item codes must start with the upper (parent)code.

● Add Text Item on SublevelYou can add text items on the level below the selected item. Enter an itemdescription.

When you are done, click Next .6. You can activate the commodity catalog now or save it as a draft and activate it later.

To activate now, click Activate .The systems checks the catalog to ensure that the data is consistent.The system prompts you to enter a date from which the catalog can be used for materialclassification. The usable-from date must be the same as or later than the released-from date.

Once a catalog is active, changing or deleting a code may lead to invalid materialclassifications if this code is already assigned to one or more materials. If acatalog is inactive, then it can be saved with errors to be corrected at a later date.

7. To go to the Confirmation step, click Finish . To return to the Commodity Catalogs view,click Close .

Edit a Commodity Catalog1. In the Commodity Classification view, choose the Commodity Catalogs subview.2. To open the Commodity Catalog screen, select a commodity catalog and click Edit .3. If the catalog has not been activated, you can enter or update all required data. For

general data, that means the Catalog Name and Officially Released-From date.If the catalog has been activated, you can only edit the Catalog Name.

4. You can add or remove supplementary units on the Supplementary Units tab.

A supplementary unit cannot be deleted if it is used in an item on the Items tab.

1. Select a row in the Supplementary Units table.2. Enter a catalog unit code ID. It may be up to 4 digits longs.3. Enter a catalog unit code description.


Intrastat

4. Select a supplementary unit from the drop-down list. Repeat for each catalog unitcode ID and supplementary unit to be used in the catalog.

5. You can add code items and text items on different levels. If you create a text item, youcannot insert an item code.For code items, enter an Item Code and an Item Description. Optionally you can entera supplementary Unit Code ID.For text items, enter an Item Description. Text items should only be used for structuralinformation in the catalog.Click the appropriate buttons to create the item hierarchy:

● Add Code ItemYou can add code items on the same level as the selected item. Enter an itemcode and description, and a supplementary unit code if required.


● Add Code Item on SublevelYou can add code items on the level below the selected item. Enter an item codeand description, and a supplementary unit code if required.

The sublevel (child) item codes must start with the upper (parent) code.


6. To save the edited catalog, click Save .7. To activate this catalog, click Activate .

The systems checks the catalog to ensure that the data is consistent.

Once a catalog is active, changing or deleting a code may lead to invalid materialclassifications if this code is already assigned to one or more materials. If acatalog is inactive, then it can be saved with errors or inconsistent data to becompleted and corrected at a later date.

8. To close the catalog and return to the Commodity Catalogs subview, click Close .The changes in the catalog are saved in the system. You can access the updated catalogin the Commodity Catalogs view. You can now use the catalog for material classification.For more information, see Material Classification Quick Guide [page 31].

6.3.2 Material Classification Quick Guide

Material classification, also known as commodity classification, is the process of classifying materials withcommodity codes based on the current version of the commodity catalog for foreign trade or statistical purposes.In the Material Classification view, you are able to manage different material classifications for the same material aslong as the valid-from dates are different. You can search the system for unclassified, classified, classified withoutquantity conversion, or non-relevant materials by valid-from date or for all materials and classifications.You can access the Material Classification view from one of the following locations:


● Intrastat work center, Commodity Classification view, Material Classification view ● Exports work center, Commodity Classification view, Material Classification view ● Product Data work center, Commodity Classification view, Material Classification view

Business Background



Material classification is enabled in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project andclick Edit Project Scope . In the Scoping step of the project, ensure that Materials is selected within Products, whichis selected in General Business Data.

Material ClassificationIn material classification, you can classify materials or update the classifications when they change. You can specifya catalog to be used and have the system set the valid-from date of the commodity code assignments to the datefrom which the catalog can be used. In exceptional cases, you can change the valid-from date to a later date.Otherwise, you can specify the validity date and have the system automatically select the catalog.You can set any material to not relevant for classification. During the next classification, these are listed as non-relevant materials.You can tell by the status of the material whether you need to update the material master data. For correctclassification, the status of the material should be Classified. If material master data maintenance is necessary, thenthe status in the work list is Classified without Quantity Conversion. You need to specify the conversion if thesupplementary unit is not maintained in the material master data as the base unit of measure or other conversion.The system uses this to convert the base unit of measure or any other unit of measure used in documents into thesupplementary unit required for foreign trade reporting.When a new commodity catalog is issued by the statistical authorities, you must reclassify the affected materials.Reclassification is a system-supported reassignment of commodity codes to selected materials based on changesin the new commodity catalog. To start the process of reclassification for all commodity codes that have changed,you have to reassign the old codes from the previously used catalog to the new codes in the catalog to be used forreclassification. Where one or several old codes are replaced by exactly one new code, the system automaticallyreclassifies the affected materials. Only where several new codes replace one old code, you will have to completethe reclassification manually.



Intrastat

Tasks

Classify Materials Manually

Before you can classify your foreign trade relevant materials, you either have toupload or create a commodity catalog, and activate it. For more information, seeCommodity Catalogs Quick Guide [page 27].

1. In the Commodity Classifications view, choose the Material Classification subview.2. To open the Material Classification screen, select a material from the list and click

Edit . You can classify a material that is not yet classified, change the classification ofan already classified material, or classify a non-relevant material.

3. Enter the Catalog ID from the commodity catalog from which the commodity code isto be taken. The system automatically proposes the catalog with a usable-from datethat is closest (same date or earlier) to the current date. The system sets the valid-fromdate of the commodity code assignment to the date from which the catalog can beused. In exceptional cases, you can change the valid-from date to a later date. If youchange the catalog, then the system automatically changes the valid-from date.Alternatively, you can enter a Valid From date in the Commodity Codes Assignmentsection. The system then automatically proposes a catalog with a usable-from datethat is closest (same date or earlier) to the entered valid-from date.

4. In the Commodity Code Assignment section, click Assign Commodity Code . This opensthe Select Commodity Code screen to assign the corresponding commodity code tothe material.

You can set each material to not relevant for classification by clickingSet to Not Relevant . During the next classification, these are listed as non-

relevant materials. However, you can reset each material to relevant by clickingSet to Relevant . You must then classify it.

5. Select the relevant commodity code in the table. Click Select and the systemautomatically returns you to the Material Classification screen.

6. If a supplementary unit is provided with the commodity code entered above, you mayhave to enter a quantity conversion.

This quantity conversion will be valid for conversions throughout the systemand not just for foreign trade reporting.

In the Quantity Conversion for Supplementary Unit table:a. Click Add Row .b. Enter a quantity and the base unit of measure found in the Material Information

section. You can use the value help to select a UoM from the drop-down list.c. Enter a quantity and the supplementary unit of measure found in the Commodity

Code Assignment section. You can use the value help to select a UoM from thedrop-down list.The status changes from Classified without Quantity Conversion to Classified.

For more information, see Materials Quick Guide.


7. To save your work, click Save . To return to the Material Classification subview, clickClose .

The new or updated material classification is saved to the system. If all required datais added and the check was successful, then the material classification can be used forforeign trade purposes. You can access the classified material by selecting ClassifiedMaterials by Key Date from the drop-down list of the Show field at the top of the MaterialClassification view.

Reclassify Materials1. In the Commodity Classifications view, choose the Material Classification subview.2. To open the Mass Reclassification screen, click Mass Reclassification .

In the taskbar, click Common Tasks and choose Mass Reclassification.

3. Enter a Catalog ID in the Commodity Catalog for Reclassification section for thecommodity catalog to be used for the reclassification. The system then proposes acatalog ID for the previous commodity catalog. This can be changed if necessary. Thesystem sets the valid-from date of the new commodity code assignments automaticallyto the date from which the catalog can be used. In exceptional cases only, you canchange the valid-from date to a later date.Alternatively, you can enter a Valid From date in the New Commodity CodesAssignments section. The system then automatically proposes the catalogs with ausable-from date that is closest (same or earlier) to the entered valid-from date.

4. Reassign the old commodity codes from the previously used catalog to the new codesin the commodity catalog to be used for reclassification. You must add a row for eachcode to be changed. This also applies if several old codes are replaced by one new codeor if several new codes replace one older one.a. To reassign the old commodity code previously used to the new commodity code,

click Add Row .b. Enter the code or click Assign Old Commodity Code to open the Select Commodity

Code screen. Choose the commodity code row and then click Select , which takesyou back to the Mass Reclassification activity.

c. Enter the code or click Assign New Commodity Code to open the Select CommodityCode screen. Choose the commodity code row and then click Select , which takesyou back to the Mass Reclassification activity.

d. Repeat as necessary. To go to the next step, click Next .5. To complete the reclassification, you can manually reclassify the materials that could

not be assigned to a new commodity code such as when there is one old code that hasto be mapped to several new ones. You can also enter the missing quantity conversiondetails for the supplementary unit. ● For unclassified materials, select Not Reclassified Materials in the Show field and

click Go to see the complete list.Select a material and either click Set to Not Relevant or

Assign New Commodity Code . ● For classified materials missing the quantity conversion, select Reclassified

Materials without Quantity Conversion in the Show field and click Go to see thecomplete list.Select the Quantity Conversions tab to add the quantity conversion.


Intrastat

● For non-relevant materials, select Non-Relevant Materials in the Show field andclick Go to see the complete list.If a material is now relevant, click Reset to Relevant . The material now has thestatus Unclassified and needs to be classified.

● If all the materials have the status Classified, then you can skip this step.

To go to the Review step, click Next .If required, you can reclassify any of the materials also at a later time in the Edit MaterialClassification editor.

6. Review the list of all materials that will be changed. To save your changes, clickFinish .

7. The system confirms the changes. To return to the Material Classification view, clickClose .

The commodity code is assigned to the material. Reclassified materials can now beused, for example, in an export or Intrastat declaration.

Export Material Classifications to Microsoft ExcelFor information about this task, see Export Business Data Using Microsoft Excel[page 35].

Upload Material ClassificationsFor information about this task, see Upload Material Classifications Using Microsoft Excel[page 37].

6.3.3 Tasks

6.3.3.1 Export Business Data Using Microsoft Excel®

OverviewYou can export reports and worklists to Microsoft Excel® documents. You can use these documents for furtheranalysis, and in some cases, edit and upload them to the solution.You can export data from a report or from a worklist.

Prerequisites ● You have installed the latest Add-In for Microsoft Excel®. Depending on your solution set-up, you can do this

from the: ○ Self Services Overview in the Home work center ○ Download Center in the Application and User Management work center ○ Download link that is available directly on the user interface

● The settings for your browser must be set correctly. You can review the information about computer settingsby clicking Check My Computer Settings on the logon screen.

● You must be authorized to perform an export to Microsoft Excel®.


Procedure1. Go to the screen with the data you want to export.2. Depending on the type of data, choose one of these options:

● For a report, you can either export a chart or a table. To do so, select the report, and click Switch toChart or Switch to Table.

● For a worklist, select the worklist and click Go.3. Click Export , then choose To Microsoft Excel.4. Optional: Personalizing your excel export

1. To select the columns in your exported excel, do the following:a. In the title bar, click Personalize This screen b. In the side panel, select Display Settings.c. In the Display Settings dialog box, you can export all the columns in the view by selecting All in

the Export Columns field

The default value for this field is Visible, which exports only the currently displayed columns.

2. To select the language for your excel export, do the followinga. In the Display Settings dialog box, set the Language Selection field to Show and click OK

b. Click Save .c. Click Export , then choose To Microsoft Excel®d. Select a language in the dialog box that opens.

The column selection preference in this dialog box allows you to override the personalizedsetting. This selection is valid for the current export only.

5. Select the template in the dialog box that is displayed.

● If there is only one template that has the logged in language variant, then the export will beperformed in the logged in language, and no user interaction is required.

● If there is only one template in the system for this export scenario, but the logged in languagevariant is not available, then export will be performed in the English language.

● If there is more than one template in the system for this export scenario, the Template List dialogbox is displayed. In this dialog, you can select the Microsoft Excel template that you want to usefor the export. The template will dictate how your exported data will be formatted. The MicrosoftExcel version that is relevant for each template is displayed.

6. Click Download.7. A message shows that you can open or save the file which contains the data that you have just exported from

the solution. Click Open or Save depending on what you want to do with the exported data.Depending on whether you click Open or Save, there are two possible results:

● If you click Open, a worksheet opens with the data in Microsoft Excel. The file has a temporary name,but it is not saved. You can use all the functions of Microsoft Excel to organize the data and to savethat worksheet.


Intrastat

● If you click Save, a Save As dialog box opens. You can specify an appropriate file name and a locationto save the exported Microsoft Excel file to. A message will inform you when the download hascompleted successfully.You can later navigate to the location where you have saved the template and open it .

6.3.3.2 Upload Material Classifications Using Microsoft Excel®

OverviewFor the first classification of materials in the system, you can classify materials by entering them in a predefinedMicrosoft Excel® template and uploading them to the SAP Business ByDesign system. The reclassification ofmaterials is not possible with the Microsoft Excel template.

PrerequisitesYou have installed the latest Add-In for Microsoft Excel. Depending on your solution set-up, you can do this from theSelf Services Overview in the Home work center, from the Download Center in the Application and UserManagement work center, or from the Download link that is available directly on the user interface.Also, the settings for your browser must be set correctly. You can check this by clicking Check My ComputerSettings on the logon screen.

StepsIn the SAP Business ByDesign system, in the Commodity Classifications view, in the Material Classification view, click

Upload Material Classification .Get the Template

1. Select the template.Choose the template in the required language and click Download.

You can choose any language that you have selected during scoping. If you have selected only onelanguage during scoping, you will not get a selection of language versions to choose from.

2. Decide what you want to do with the template. Choose one of the following options: ● If you want to use the template only once, you can open the template without saving it. Click Open. ● If you want to save the template so that you can use it again, choose a location to save the file to, enter

an appropriate file name, and click Save. Then click Open.

If you have previously downloaded and saved this template on your computer, navigate to the location whereyou have saved the template, and open it.

Log on to the solution from Microsoft Excel1. In the SAP Add-In ribbon in Microsoft Excel, click Logon.

If the SAP Add-In ribbon is not displayed, check to make sure that the Add-In for Microsoft Excel hasbeen installed correctly (see Prerequisites in this document).

A dialog box opens where you can enter the logon details. The system URL is proposed automatically. Thesystem URL is the URL of the system that you are working with.


2. Enter your user ID and your password, and click Logon.

After initial logon to the system, the ribbon text is changed from SAP Add-In to the name of yoursolution.

Enter Details in the Microsoft Excel Template

Note the following: ● The Microsoft Excel template is presented with a number of rows where you can enter or copy your

data. If you need more, add the number of rows you need before you start entering or copying yourdata.

● Ensure that mandatory fields (those marked with an asterisk) are filled. ● To help you fill in the details:

○ Some fields have dropdown lists. ○ In some fields you can search the system for data, for example, countries. Place the cursor on the

field, and click Lookup in your solution's tool bar or ribbon to search the system. A search field isavailable in the Lookup dialog box that appears. When you start to type text in the search field, therelevant entries are filtered in the ID and Description columns, meaning that you do not have toscroll through the whole list. If the Lookup button is not active in the ribbon or toolbar, then it isnot possible to perform a search.

Enter the material ID of the material to be classified. Enter the required information such as from when it should bevalid and the commodity code to be assigned to it.If a supplementary unit is provided with the commodity code entered above, you can enter a quantity conversionfrom the supplementary unit into the base unit of measure or any other unit of measure maintained in the relevantmaterial. The system uses this to convert the units of measure used in documents into the supplementary unit.However, at a later date, you can select Classified Materials, No Quantity Conversion in the Show field of the work listto see which materials need quantity conversion.Repeat as necessary.

Due to technical settings within this template, it is not recommended to use the Copy All functionality availablein Microsoft Excel. Do not copy cells in the Excel after you have uploaded the material classifications to thesystem.

Save Your Data1. After you have finished entering all the data, save the Microsoft Excel file.2. Click Save Data to .

A dialog box opens, informing you that the data is being saved to the solution.After the upload, a message informs you that your data has been saved in the solution.

If you do not provide all the required information, or if you provide incorrect information, somerecords will not be saved. Error messages will highlight the problems so that you can correct themand save the data again.

3. You can then log off by clicking Logoff .

ResultThe new material classifications are saved in the SAP Business ByDesign system and added to the work list in theMaterial Classifications view.


Intrastat

If you need to make changes to these material classifications, you must change them directly in the system.

6.4 Intrastat Arrangements Quick Guide

The Intrastat Arrangements view allows you to create, view, change, and delete Intrastat arrangements. You createIntrastat arrangements for each country of declaration and company. Therefore, the country of declaration,company, and the respective value-added tax (VAT) identification number are fixed arrangement data. They cannotbe changed once the arrangement has been saved. However, if required, you can change other data, such as taxnumber, exchange rate type, or declaration file format.

Business BackgroundThe Intrastat arrangement is a master data record that stores company and tax authority data as well as Intrastatdeclaration parameters. An Intrastat arrangement is a prerequisite to create an Intrastat declaration that issubmitted to the statistical office of the European Union member state in which your company is located.For more information, see Intrastat Arrangements.

Tasks

Create an Intrastat Arrangement1. In the Intrastat work center, choose the Intrastat Arrangements view.2. To open the New Intrastat Arrangement screen, click New Intrastat Arrangement .3. In the Basic Data section, enter the following information:

● In the Intrastat Arrangement ID field, enter an ID. ● In the Country of Declaration field, select the country where the declarations will

be submitted to the responsible statistical authority.

Based on the country selected, the system displays the required fields underStatistical and Tax Authorities Data.

4. In the Company Information section, enter a company ID.The system retrieves the name and address of the company.

5. In the Contact Person section, enter a contact person.The system retrieves the contact details.

6. In the Statistical and Tax Authorities Data section, enter the following information:a. Enter the Tax Office Region or select one from the drop-down list.

In the Statistical and Tax Authorities Data section, the following fields arenot required for the UK or France:


b. Enter the VAT Identification Number of the company.


Based on the selected country and company, the system automatically displaysthe VAT identification number.The VAT ID given for the company in the Intrastat arrangement must match theVAT ID entered in the Tax Management work center, in the Tax Authorities view,Tax Authorities activity, Company Tax Arrangements tab.

c. Enter further information as required.

For Austria, there are additional fields in cases involving a third-partydeclarant:

● Name and Address of the third-party declarant ● Invoice Number ● Supplemental VAT ID

7. In the Intrastat Declaration Parameters section, select the relevant parameters fromthe drop-down lists.If a commodity description is required in the Intrastat declaration, select theCommodity Description Relevant check box.

8. To ensure that the data is valid, click Check .9. To return to the Intrastat Arrangements view, click Save and Close .

The new Intrastat arrangement is saved to the system and added to the list in theIntrastat Arrangements view. To open the Intrastat arrangement from this list, selectthe appropriate Intrastat arrangement ID and click Edit or the Intrastat ArrangementID link.

Update an Intrastat Arrangement1. In the Intrastat work center, choose the Intrastat Arrangements view.2. To open the Intrastat Arrangement screen, select the Intrastat arrangement you want

to edit and click Edit .3. In the General tab, update the fields as required. You can update the contact person,

statistical and tax authority data, as well as the Intrastat declaration parameters.The following fields cannot be changed once they have been saved to the system: ● Intrastat Arrangement ID ● Country of Declaration ● Company ID ● VAT Identification Number

You can use the Attachments tab to add, for example, related correspondencewith authorities in electronic format such as e-mails or scanned letters as wellas relevant documents containing regulations or instructions about how tocreate Intrastat declarations.

4. To ensure that the data is valid, click Check .5. To return to the Intrastat Arrangements view, click Save and Close . The changes to

the Intrastat arrangement are saved to the system.


Intrastat

6.5 Intrastat Declaration Runs Quick Guide

The Intrastat Declaration Runs view allows you to create, activate, schedule, view, change, and delete declarationruns. For each run, you enter an Intrastat arrangement to determine the company and country of declaration, aswell as the direction of trade and reference period. The run triggers the automatic creation of an Intrastat declarationin the system. Activated runs can be scheduled to run once or at recurring intervals.

You can only process data starting from the time Intrastat is active in your system. For example, if theIntrastat work center is active as of May 1, it cannot evaluate data for the preceding months. This means thatthe relevant documents must also be posted, saved, or cancelled after May 1st to be considered for Intrastatdeclarations.

Business Background

Intrastat Declaration RunsAn Intrastat declaration mass data run automatically creates Intrastat declarations based on transactional data inthe system about goods movements within European Union (EU) Member States. For each run, you enter an Intrastatarrangement to determine the company and country of declaration, as well as the direction of trade and referenceperiod.For more information, see Intrastat Declaration Runs.

Intrastat Declarations ProcessingIntrastat declarations are periodical declarations on trade within the European Union (EU) regarding both dispatchesand arrivals, to be submitted directly by respondents in EU Member States to the statistical authorities of theircountry. The statistical authorities use the data to compile intra-community trade statistics, thus the term Intrastat.For more information, see Intrastat Declaration Processing.

Mass Data RunsA Mass Data Run (MDR) is the automatic mass processing of a task or a business transaction. MDRs enable massprocessing of business data and are used in business processes, for example, invoice runs, payment authorizationruns, or balance confirmation runs. When a user schedules an MDR the system represents it as a background job.During scoping, it is possible to provide default variants of the MDRs.MDRs are created and maintained in the work centers. Using the Job Scheduler, users schedule the run to executeonce or regularly at specified times.In the Background Jobs view of theApplication and User Management work center, you can monitor and rescheduleMDR jobs that are created by users in other work centers.For more information, see the documentation about mass data runs.

Application LogApplication logs are created as a result of business processes that require logging of business steps, for example,the execution of mass data runs. The Application Log displays detailed information about business process stepsand their results allowing you to review these at a later point in time.For more information, see the documentation about the application logs.


Tasks

Create an Intrastat Declaration Run1. In the Intrastat work center, choose the Intrastat Declarations view.2. To open the New Intrastat Declaration Run screen, click New Run .3. In the General Data section, enter a run ID and a run description.4. In the Selection Data section, enter the following information:

● In the Intrastat Arrangement field, you can either enter an ID or use the SelectIntrastat Arrangement ID value help to select an ID from the list of existing Intrastatarrangements.

● To execute the valuation run once only, enter the reference year, and then selectthe reference month from the drop-down list.

If you do not specify the reference period, the system will always execute arun for the previous reference period. Also, if you select a month and yearfor the reference period and select recurrence, then the run will alwayscreate declarations for that reference period.If you want automatically execute run each month, select recurrencewithout the month and year; you can edit the declarations later with themonth and year. If you prefer to manually execute the run each month, thenyou can enter the reference period and then execute the run.

5. To activate the run, click Activate . It is also possible to activate the run later, just beforescheduling. Click Save . To return to the Intrastat Declaration Runs view, click

Close .

The new Intrastat declaration run has been created and added to your Intrastat DeclarationRuns work list. You can review, edit, and schedule the run in the Edit Intrastat DeclarationRun screen.

Schedule an Intrastat Declaration Run1. In the Intrastat work center, choose the Intrastat Declarations view.2. To open the Edit Intrastat Declaration Run screen, select the Intrastat declaration run

you want to schedule from your work list and click Edit . The list is sorted by date andtime in descending order.

If the run has been created and activated, you can also select the activatedrun from your Intrastat Declaration Runs work list and click Schedule at thetop of this list.

3. To activate the run, click Activate at the top of the Edit Intrastat Declaration Runscreen.

To activate the run, you can also select the relevant run from your IntrastatDeclaration Runs work list and click Change Status To and select Active.

4. To open the Job Scheduler screen, click Schedule at the top of the Edit IntrastatDeclaration Run screen.

5. Under Schedule, click the relevant option to schedule the run.


Intrastat

a. To execute the run immediately, click Start Immediately.b. To schedule the run for a specific date and time, click Single Run. The system will

execute the run only once.c. To schedule a recurring run, click Recurrence. In the recurrence list, choose a

monthly recurrence for the run and determine the day of the month including thecalendar used for recurrent scheduling.

The Run After Job option cannot be used for Intrastat runs.

6. To save the data for the run schedule, click Save . To return to the Intrastat DeclarationRuns view, close the Job Scheduler screen.

The run has been scheduled and will be executed as specified. You can always review the listof scheduled jobs in the Job Monitor screen. From this list, you can reschedule, release, recall,and cancel jobs. You can also view a job history.

View Application Log1. In the Intrastat work center, choose the Intrastat Declaration Runs view.2. In the work list, select the run for which you want to see further information. In the

bottom half of the screen, select the Execution Details tab.3. To view the application log for that run, click the Application Log ID. This opens the

application log screen.The application log provides the following information: ● Overview: The summary of the declaration run results, for example, the number

of items successfully transferred or number of items failed. ● Settings: The settings in this declaration run, for example, for which month and

year it was executed or the Intrastat arrangement ID. ● Results: The details about which items successfully were transferred or failed. It

also lists the Intrastat declaration ID to which the items were successfullytransferred.


7 Invoice Processing - Mexico

This document contains text that is relevant for Mexico. To ensure that the system displays the correct text,select Personalize My Settings . Select Onscreen Help and, under Country, choose Mexico. Save yoursettings and logout to ensure these changes are made.


Invoice Processing - Mexico

8 Exports

8.1 Export Declarations Quick Guide

You can access this view from the Exports work center under Export Declarations.The Export Declarations view is where you create and process export declarations. Normally, an export declarationis automatically created with integrated outbound logistics data if the sending site is located in Germany and theship-to party is outside the European Union. When the customer invoice is manually created and released, the datais taken into consideration in the export declaration.The system supports you with data defaulting, which is the proposal of data that was derived from master data, forexample, the ship-from location. However, you can also manually create an export declaration without any predefineddata.The Export Declarations view also helps you to document and monitor communication with the customs authority.You can handle export declarations and customs-relevant documents by exchanging electronic messages with thecustoms authorities, as well as printing out the necessary forms. The automatic clearance and monitoring of goodsmovements across the external borders mean that export processes can be handled in line with legislation, and itenables standardized communication with the customs authorities. This simplifies and accelerates customsclearance and administration.

Business Background



Exports is selected in your solution configuration. To find this business option, go to the Business Configuration workcenter and choose the Implementation Projects view. Select your implementation project and click

Edit Project Scope . In the Scoping step of the project, ensure that Exports Declarations is selected within ForeignTrade Declarations, which is selected in Compliance.

Processing Export DeclarationsIf your site is located in Germany and you want to export goods to a country outside of the European Union, you mustdeclare the export to the customs authorities and obtain a confirmation for the export declaration from them. Thecreation of an export declaration follows the outbound logistics processing and the invoicing.For more information about a typical process flow based on the Order-to-Cash business process, see ProcessingExport Declarations.

Exports in Business ProcessesYou can integrate export procedures for different business processes, such as Return to Supplier. Each businessprocess has a different effect on the export procedure. Therefore, you have to ensure that, depending on the businessprocess, the correct party roles are defined accordingly.For more information, see Exports in Business Processes.

SAP Business ByDesign February 2017Exports P U B L I C • © 2017 SAP SE or an SAP affiliate company. All rights reserved. 45

Customs Export ProceduresThe system supports a variety of different customs authority procedures for customs export processing. You cancreate complete or incomplete export declarations. The system supports each with normal procedure or withsimplifications as approved exporter.For more information, see Customs Export Procedures.

Export Declarations in DetailThe export declaration contains all information that is required by the customs authorities.For more information on the data fields, see Export Declarations in Detail.

Statuses in Export DeclarationsThe export declaration contains a number of statuses. Each status refers to a certain aspect of the export process.For more information, see Statuses in Export Declarations.

Processing Preceding ChangesIf you create an export declaration with integrated outbound logistics data, the system informs you whether thepreceding outbound delivery or customer invoice or both have been changed. You then have to decide whether toaccept or to ignore these preceding changes.For more information, see Processing Preceding Changes.

Canceling Export DeclarationsDuring the course of an export process, it may be necessary to cancel existing export declarations for a transaction.The procedure for canceling export declarations depends on the progress in communication with the customsauthority, as well as your organizational requirements.For more information, see Canceling Export Declarations.

Fallback CommunicationIf there is a failure in electronic communication, you have to obtain an incident number from customs authorities.With this incident number, you are allowed to use the fallback communication. It enables you to continue processingexport declarations if the ATLAS AES system of the customs authority is not available. This means you can continuehandling your cross-border trade transactions and customs formalities.For more information, see Fallback Communication.

Error Handling in Export DeclarationsIn certain cases error messages or rejections will be sent to you by the customs authorities. You have to react tothese messages in certain ways to ensure that the export progress proceeds in a timely manner.For more information, see Error Handling in Export Declarations.

Communication with the Customs AuthoritiesYou must communicate electronically with the customs authority in order to process your company’s exportdeclarations for exporting goods from Germany to countries outside the European Union (EU). Once you have sentthe message declaring the export of goods, the customs office of export will respond with several types of messagesregarding the export declaration. Once the release confirmation for an approved exporter is received from thecustoms authority, you can present your goods to the customs office of exit or if problems occurred with the export,you can send a cancellation request. The export is completed either when customs office of exit has sent the exitconfirmation, meaning the goods have crossed the border, or when the export cancellation confirmation is received.


Exports

For more information, see Communication with the Customs Authorities.

Tasks

Create or Update and Issue a New Export Declaration1. Create the export declaration.

You can have an export declaration created with integrated outbound logistics andcustomer invoice data or you can manually create an export declaration without anypredefined data. ● If you create an export declaration with integrated outbound logistics data and

customer invoice data, proceed as follows:a. Create a sales order or a service order to a company based outside of the

European Union.b. Prepare, execute, and finish the outbound delivery by posting the goods issue

and printing the delivery.c. If the goods are to be shipped from Germany to a country outside of the

European Union: ● The export declaration has the status Blocked until the customer invoice

is created and released manually. ● The export declaration draft is created based on the outbound delivery

including the invoice data with the overall status Not Issued.d. In the Export Declarations view, select the relevant export declaration and

click Edit .The system opens the Export Declaration editor

e. Check and correct the values proposed by the system for all data fields. Enterthe required data for the data fields for which no default data is proposed.For more information regarding the data fields, see Export Declarations inDetail.

f. Proceed with step 2. ● If you manually create an export declaration, proceed as follows:

a. In the Exports Declarations view, click New . The system opens the NewExport Declaration editor.

You can also start the New Export Declaration common task, whichbelongs to the Exports work center.

b. Enter all required data for the following tabs: ● General ● Line Items ● Container Assignments ● Parties

c. Click Save . The system assigns a number to the export declaration.d. Proceed with step 2.

2. Click Check Consistency to check whether all required data has been entered. If theexport declaration is not consistent, the system displays the relevant messages thatindicate what data is missing or contains errors.


It is important to ensure that the declaration type, freight charges payment method,and the unique consignment reference are all correct.

3. If the export declaration is consistent, you can issue it to the customs authority byclicking Issue . The overall status of the export declaration changes to Issued.

Determine Presentation to Customs DetailsIn this task, you define a specific presentation location and a specific customs office of exportto be proposed as a default for each customs authority country and ship-from location. Thesystem proposes the default data when an export declaration is automatically created withintegrated outbound logistics data. In addition, you can refine the data defaulting by addingthe region of origin. The region of origin refers to the state of the ship-from location specifiedin the outbound delivery. The system then proposes the presentation location and customsoffice of export that is specified for the ship-from location and the region of origin.

Determine Transport RoutesIn this task, you define the itinerary for your most frequently used transport routes to beproposed as a default. The system proposes the default data when an export declaration isautomatically created with integrated outbound logistics data. You specify the customsauthority country and the ship-from location from where the goods are to be exported and thecountry of destination to which the goods are to be shipped. Between the customs authoritycountry and the country of destination, you can define further countries in a certain order inwhich the freight forwarder will pass through. To do so, you specify one or several countriesin the Transport Route Country column and define the sequence of these countries in theOrdinal Number column for each transport route. In addition, you can refine the data defaultingby adding the region of destination. This refers to the state of the ship-to location specified inthe outbound delivery. The system then proposes the transport route that is specified for theship-to location and the corresponding region of destination.

Determine Planned Office of Exit and Transport DetailsIn this task, you define for each combination of customs authority country, ship-from location,and country of destination that the following data to be proposed as a default:

● Planned customs office of exit ● Inland mode of transport ● Mode of transport at the border ● Means of transport crossing the border

In addition, you can refine the data defaulting by adding the region of destination. This refersto the state of the ship-to location specified in the outbound delivery. The system thenproposes the data that is specified for the country of destination and the region of destination.

Maintain Statistical Value CalculationIn this task, you define a certain percentage to be added or deducted from the invoice valueto derive the statistical value of products at the border for each combination of customsauthority country, ship-from location, country of destination, and, optionally, delivery terms.If you do not specify a percentage, the statistical value will be equal to the invoice value.

Show Message LogThe message log in the Exports work center records all messages that you send to or receivefrom the customs authorities about your customs processing activities for a given time


Exports

interval. Each line in the log represents one message. You can see all messages received dailyas well as when they were transferred from the SAP Business ByDesign system and when theywere received by the customs authority.For more information, see Message Log.

Business Communication MonitoringBusiness communication monitoring allows you to monitor the communication status ofbusiness documents that are sent to, or received from, business partners through business-to-business (B2B) communication. If a collaboration service provider is used, then the serviceprovider transforms the message into a format understood by the business partner.For more information, see Business Communication Monitoring Quick Guide.

Upload Commodity CatalogsIn this task, you can upload a commodity catalog from a catalog file.For more information about this task, see Commodity Catalogs Quick Guide [page 27].

Mass ReclassificationMaterial classification, also known as commodity classification, is the process of classifyingmaterials with commodity codes based on the current version of the commodity catalog forforeign trade or statistical purposes.For more information about this task, see Material Classification Quick Guide [page 31].

Export Business Data Using Microsoft ExcelFor more information about this task, see Export Business Data Using Microsoft Excel.[page 35]

8.2 Commodity Classifications

8.2.1 Commodity Catalogs Quick Guide

In the Commodity Catalogs view, you can either upload a commodity catalog from a catalog file or create a newcommodity catalog manually. Once a catalog has been created and activated, it can be used to classify materials byselecting codes and assigning them to the corresponding materials. You must always activate a catalog for a certainusable-from date before you can use it for material classification.You can access the Commodity Catalogs view from one of the following locations:

● Intrastat work center, Commodity Classification view, Commodity Catalogs view ● Exports work center, Commodity Classification view, Commodity Catalogs view ● Product Data work center, Commodity Classification view, Commodity Catalogs view


Business Background



Commodity Catalogs is enabled in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project andclick Edit Project Scope . In the Scoping step of the project, ensure that Materials is selected within Products, whichis selected in General Business Data.

Commodity CatalogsA commodity catalog is a list of commodity codes issued by statistical authorities to classify materials for foreigntrade and statistics purposes. This catalog is published yearly in the fourth quarter by the statistical authorities ofthe European Union (EU) and is made available by the statistical authorities of your EU Member State.For more information, see Commodity Catalogs.

Material ClassificationMaterial classification, also known as commodity classification, is the process of classifying materials withcommodity codes based on the current version of the commodity catalog for foreign trade or statistical purposes.For more information, see Material Classification Quick Guide [page 31].


Tasks

Upload a Commodity Catalog

It is only possible to upload catalogs from SAP partners.

The system only supports the upload of .xml and .zip files.

If a catalog to be uploaded exceeds 10 MB, then it must be uploaded as a .zip file.The system will then unzip the file automatically.

1. In the Commodity Classification view, choose the Commodity Catalogs subview.2. To open the Upload Commodity Catalog screen, click Upload Commodity Catalog .


Exports

3. Enter a unique catalog ID and catalog name.4. To search for the catalog file on your computer to upload, click Select File .5. Once you have selected a catalog file, click OK and then click Upload .

When you start the upload, the system executes the upload in the background, so thatyou can perform other tasks in the meantime.The system will upload the catalog and return you to the Commodity Catalogs subview.The system adds the catalog to your work list and sets the catalog file upload status toIn Process. You can find the catalog in the work list by selecting either All Catalogs orInactive Catalogs in the Show field.When the upload is complete, you can edit the catalog to activate it.

6. Once the uploaded catalog has the Successful upload status, you can select the catalogfrom the catalogs list. To open the catalog editor to check and activate the catalog, click

Edit .7. To activate this catalog, click Activate .

The systems checks the catalog to ensure that the data is consistent.The system prompts you to enter a date from which the catalog can be used for materialclassification. The usable-from date must be the same as or later than the released-from date.You can now use the catalog for material classification.

Create a Commodity Catalog1. In the Commodity Classification view, choose the Commodity Catalogs subview.2. To open the New Commodity Catalog screen, click New Commodity Catalog .3. Enter a unique Catalog ID, Catalog Name, and an Officially Released From date. Click

Next .

The released-from date refers to the date when the catalog is officially releasedby the statistical authorities.

4. Enter the catalog units and the corresponding supplementary units used in the system.a. Click Add Row in the Supplementary Units table.b. Enter a catalog unit code ID. It may be up to 4 digits longs.c. Enter a catalog unit code description.d. Select a supplementary unit from the drop-down list.e. Repeat for each catalog unit code ID and supplementary unit to be used in the

catalog. When you are done, click Next .5. You can add code items and text items on different levels. You can expand and collapse

the hierarchy of items.a. In the Items table, click Add Code Item or Add Text Item . If you create a text item,

you cannot insert an item code.b. For code items, enter an Item Code and an Item Description. Optionally you can

enter a supplementary Unit Code ID.For text items, enter an Item Description. Text items should only be used forstructural information in the catalog.

c. Click the appropriate buttons to create the item hierarchy: ● Add Code Item


You can add code items on the same level as the selected item. Enter anitem code and description, and a supplementary unit code if required.


● Add Code Item on SublevelYou can add code items on the level below the selected item. Enter an itemcode and description, and a supplementary unit code if required.

The sublevel (child) item codes must start with the upper (parent)code.


When you are done, click Next .6. You can activate the commodity catalog now or save it as a draft and activate it later.

To activate now, click Activate .The systems checks the catalog to ensure that the data is consistent.The system prompts you to enter a date from which the catalog can be used for materialclassification. The usable-from date must be the same as or later than the released-from date.

Once a catalog is active, changing or deleting a code may lead to invalid materialclassifications if this code is already assigned to one or more materials. If acatalog is inactive, then it can be saved with errors to be corrected at a later date.

7. To go to the Confirmation step, click Finish . To return to the Commodity Catalogs view,click Close .

Edit a Commodity Catalog1. In the Commodity Classification view, choose the Commodity Catalogs subview.2. To open the Commodity Catalog screen, select a commodity catalog and click Edit .3. If the catalog has not been activated, you can enter or update all required data. For

general data, that means the Catalog Name and Officially Released-From date.If the catalog has been activated, you can only edit the Catalog Name.

4. You can add or remove supplementary units on the Supplementary Units tab.

A supplementary unit cannot be deleted if it is used in an item on the Items tab.

1. Select a row in the Supplementary Units table.2. Enter a catalog unit code ID. It may be up to 4 digits longs.3. Enter a catalog unit code description.4. Select a supplementary unit from the drop-down list. Repeat for each catalog unit

code ID and supplementary unit to be used in the catalog.5. You can add code items and text items on different levels. If you create a text item, you

cannot insert an item code.


Exports

For code items, enter an Item Code and an Item Description. Optionally you can entera supplementary Unit Code ID.For text items, enter an Item Description. Text items should only be used for structuralinformation in the catalog.Click the appropriate buttons to create the item hierarchy:

● Add Code ItemYou can add code items on the same level as the selected item. Enter an itemcode and description, and a supplementary unit code if required.


● Add Code Item on SublevelYou can add code items on the level below the selected item. Enter an item codeand description, and a supplementary unit code if required.

The sublevel (child) item codes must start with the upper (parent) code.


6. To save the edited catalog, click Save .7. To activate this catalog, click Activate .

The systems checks the catalog to ensure that the data is consistent.

Once a catalog is active, changing or deleting a code may lead to invalid materialclassifications if this code is already assigned to one or more materials. If acatalog is inactive, then it can be saved with errors or inconsistent data to becompleted and corrected at a later date.

8. To close the catalog and return to the Commodity Catalogs subview, click Close .The changes in the catalog are saved in the system. You can access the updated catalogin the Commodity Catalogs view. You can now use the catalog for material classification.For more information, see Material Classification Quick Guide [page 31].

8.2.2 Material Classification Quick Guide

Material classification, also known as commodity classification, is the process of classifying materials withcommodity codes based on the current version of the commodity catalog for foreign trade or statistical purposes.In the Material Classification view, you are able to manage different material classifications for the same material aslong as the valid-from dates are different. You can search the system for unclassified, classified, classified withoutquantity conversion, or non-relevant materials by valid-from date or for all materials and classifications.You can access the Material Classification view from one of the following locations:

● Intrastat work center, Commodity Classification view, Material Classification view ● Exports work center, Commodity Classification view, Material Classification view ● Product Data work center, Commodity Classification view, Material Classification view


Business Background



Material classification is enabled in your solution configuration. To find this business option, go to the BusinessConfiguration work center and choose the Implementation Projects view. Select your implementation project andclick Edit Project Scope . In the Scoping step of the project, ensure that Materials is selected within Products, whichis selected in General Business Data.

Material ClassificationIn material classification, you can classify materials or update the classifications when they change. You can specifya catalog to be used and have the system set the valid-from date of the commodity code assignments to the datefrom which the catalog can be used. In exceptional cases, you can change the valid-from date to a later date.Otherwise, you can specify the validity date and have the system automatically select the catalog.You can set any material to not relevant for classification. During the next classification, these are listed as non-relevant materials.You can tell by the status of the material whether you need to update the material master data. For correctclassification, the status of the material should be Classified. If material master data maintenance is necessary, thenthe status in the work list is Classified without Quantity Conversion. You need to specify the conversion if thesupplementary unit is not maintained in the material master data as the base unit of measure or other conversion.The system uses this to convert the base unit of measure or any other unit of measure used in documents into thesupplementary unit required for foreign trade reporting.When a new commodity catalog is issued by the statistical authorities, you must reclassify the affected materials.Reclassification is a system-supported reassignment of commodity codes to selected materials based on changesin the new commodity catalog. To start the process of reclassification for all commodity codes that have changed,you have to reassign the old codes from the previously used catalog to the new codes in the catalog to be used forreclassification. Where one or several old codes are replaced by exactly one new code, the system automaticallyreclassifies the affected materials. Only where several new codes replace one old code, you will have to completethe reclassification manually.


Tasks

Classify Materials Manually

Before you can classify your foreign trade relevant materials, you either have toupload or create a commodity catalog, and activate it. For more information, seeCommodity Catalogs Quick Guide [page 27].


Exports

1. In the Commodity Classifications view, choose the Material Classification subview.2. To open the Material Classification screen, select a material from the list and click

Edit . You can classify a material that is not yet classified, change the classification ofan already classified material, or classify a non-relevant material.

3. Enter the Catalog ID from the commodity catalog from which the commodity code isto be taken. The system automatically proposes the catalog with a usable-from datethat is closest (same date or earlier) to the current date. The system sets the valid-fromdate of the commodity code assignment to the date from which the catalog can beused. In exceptional cases, you can change the valid-from date to a later date. If youchange the catalog, then the system automatically changes the valid-from date.Alternatively, you can enter a Valid From date in the Commodity Codes Assignmentsection. The system then automatically proposes a catalog with a usable-from datethat is closest (same date or earlier) to the entered valid-from date.

4. In the Commodity Code Assignment section, click Assign Commodity Code . This opensthe Select Commodity Code screen to assign the corresponding commodity code tothe material.

You can set each material to not relevant for classification by clickingSet to Not Relevant . During the next classification, these are listed as non-

relevant materials. However, you can reset each material to relevant by clickingSet to Relevant . You must then classify it.

5. Select the relevant commodity code in the table. Click Select and the systemautomatically returns you to the Material Classification screen.

6. If a supplementary unit is provided with the commodity code entered above, you mayhave to enter a quantity conversion.

This quantity conversion will be valid for conversions throughout the systemand not just for foreign trade reporting.

In the Quantity Conversion for Supplementary Unit table:a. Click Add Row .b. Enter a quantity and the base unit of measure found in the Material Information

section. You can use the value help to select a UoM from the drop-down list.c. Enter a quantity and the supplementary unit of measure found in the Commodity

Code Assignment section. You can use the value help to select a UoM from thedrop-down list.The status changes from Classified without Quantity Conversion to Classified.

For more information, see Materials Quick Guide.7. To save your work, click Save . To return to the Material Classification subview, click

Close .The new or updated material classification is saved to the system. If all required datais added and the check was successful, then the material classification can be used forforeign trade purposes. You can access the classified material by selecting ClassifiedMaterials by Key Date from the drop-down list of the Show field at the top of the MaterialClassification view.

Reclassify Materials1. In the Commodity Classifications view, choose the Material Classification subview.


2. To open the Mass Reclassification screen, click Mass Reclassification .

In the taskbar, click Common Tasks and choose Mass Reclassification.

3. Enter a Catalog ID in the Commodity Catalog for Reclassification section for thecommodity catalog to be used for the reclassification. The system then proposes acatalog ID for the previous commodity catalog. This can be changed if necessary. Thesystem sets the valid-from date of the new commodity code assignments automaticallyto the date from which the catalog can be used. In exceptional cases only, you canchange the valid-from date to a later date.Alternatively, you can enter a Valid From date in the New Commodity CodesAssignments section. The system then automatically proposes the catalogs with ausable-from date that is closest (same or earlier) to the entered valid-from date.

4. Reassign the old commodity codes from the previously used catalog to the new codesin the commodity catalog to be used for reclassification. You must add a row for eachcode to be changed. This also applies if several old codes are replaced by one new codeor if several new codes replace one older one.a. To reassign the old commodity code previously used to the new commodity code,

click Add Row .b. Enter the code or click Assign Old Commodity Code to open the Select Commodity

Code screen. Choose the commodity code row and then click Select , which takesyou back to the Mass Reclassification activity.

c. Enter the code or click Assign New Commodity Code to open the Select CommodityCode screen. Choose the commodity code row and then click Select , which takesyou back to the Mass Reclassification activity.

d. Repeat as necessary. To go to the next step, click Next .5. To complete the reclassification, you can manually reclassify the materials that could

not be assigned to a new commodity code such as when there is one old code that hasto be mapped to several new ones. You can also enter the missing quantity conversiondetails for the supplementary unit. ● For unclassified materials, select Not Reclassified Materials in the Show field and

click Go to see the complete list.Select a material and either click Set to Not Relevant or

Assign New Commodity Code . ● For classified materials missing the quantity conversion, select Reclassified

Materials without Quantity Conversion in the Show field and click Go to see thecomplete list.Select the Quantity Conversions tab to add the quantity conversion.

● For non-relevant materials, select Non-Relevant Materials in the Show field andclick Go to see the complete list.If a material is now relevant, click Reset to Relevant . The material now has thestatus Unclassified and needs to be classified.

● If all the materials have the status Classified, then you can skip this step.

To go to the Review step, click Next .If required, you can reclassify any of the materials also at a later time in the Edit MaterialClassification editor.

6. Review the list of all materials that will be changed. To save your changes, clickFinish .


Exports

7. The system confirms the changes. To return to the Material Classification view, clickClose .

The commodity code is assigned to the material. Reclassified materials can now beused, for example, in an export or Intrastat declaration.

Export Material Classifications to Microsoft ExcelFor information about this task, see Export Business Data Using Microsoft Excel [page 35].

Upload Material ClassificationsFor information about this task, see Upload Material Classifications Using Microsoft Excel[page 37].

8.3 Customs Arrangements Quick Guide

You can access this view from the Exports work center under Customs Arrangements.The Customs Arrangements view allows you to create, view, change, and delete customs arrangements.

Business Background



Exports is selected in your solution configuration. To find this business option, go to the Business Configuration workcenter and choose the Implementation Projects view. Select your implementation project and click

Edit Project Scope . In the Scoping step of the project, ensure that Export Declarations is selected within ForeignTrade Declarations, which is selected in Compliance.

Customs ArrangementsA customs arrangement is a master data record that stores company and customs authority data, as well as customsauthorization information. It is a prerequisite to creating an export declaration, which is submitted to the customsauthorities.For more information, see Customs Arrangements.

Tasks

Create a Customs Arrangement1. To go to the New Customs Arrangement screen, click New .2. Enter the relevant information on the General tab:

● General InformationEnter a customs arrangement ID, which serves as an internal identifier for thecompany.


● Party DetailsEnter the party and party type for whom the customs arrangement is valid.

● ContactEnter the name of the contact person.

3. If your company has any authorizations from the customs authority, then you can enterthis information on the Customs Authorizations tab. ● Click Add Row and then enter the customs authorization ID, the authorization

type, and the validity period for the authorization.

For Authorization Type, select Authorization for Approved Exporter.

● In the Details: Authorization table, enter the commodity codes for which yourcompany has an authorization, as well as the authorized locations and theirrelevant customs offices.

4. On the Attachments tab, you can add, for example, the customs authorization or theBIN application from the customs authority.On the Notes tab, you can add an internal comment, if required.

5. When you have entered in all required and relevant data, click Save . To return to theCustoms Arrangements overview, click Close .The customs arrangement can now be used in export declarations.


Exports

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