How to Set Up and Use Intrastat Reporting

What is Intrastat?

Intrastat is the system used within the European Union to record transaction

information and values that happen between each of the 27 countries. Its purpose to gather statistics on trade between countries in the EU (European Union).

If your company trades in goods above an annual threshold of €635,000 in Ireland,

for dispatches, €191,000 in Ireland, for arrivals to or from EU countries, you are required to submit monthly Supplementary Declaration forms.

Sage 50 Accounts has the ability to switch on or off the Intrastat reporting, set

defaults for the procedure, confirm goods that are to be included in the declarations

and produce a CSV. Once the goods on an order have been flagged as Intrastat reconciled they are not included on future returns.

Note: The Intrastat reports available in previous versions of Sage Accounts in the Invoicing, SOP and POP modules, are replaced when you install Sage 50 Accounts.

This article contains the following sections:

Changes to Sage Accounts - This section explains the changes that have been

made to allow you to accurately produce your monthly declarations.

To set the Country Code - To be able to use the Intrastat reporting, you need

to set the Country, Ireland IE as appropriate.

To check or amend the Intrastat Reporting flags - Sage Accounts can

automatically create Intrastat entries for sales and purchase orders as they

are delivered. This section explains how to check or amend these options and

add your default trading terms.

To check or amend the country list - When you install Sage Accounts it

automatically creates a country list, with the EC Member states flagged. This

section explains how to check this list or add or remove a country from the EC

Member states.

To create the Intrastat Dispatches Confirmation (SOP) - Sage Accounts

automatically generates a list of sales orders that meet the criteria for the

Intrastat Dispatches Confirmation (SOP) report. If required, this list can be

amended to include any other relevant orders.

To create the Intrastat Arrivals Confirmation (POP) - Sage Accounts

automatically generates a list of purchase orders that meet the criteria for the

Intrastat Arrivals Confirmation (POP) report. If required, this list can be

amended to include any other relevant orders.

Changes to Sage Accounts

To provide the information required for the Intrastat reports, the following changes have been made to Sage Accounts:

Changes to the Settings menu

Invoices and Order Defaults - Now contains a new tab called Intrastat, which

is detailed in the section To check or amend the Intrastat Reporting flags later

in this article.

Countries - This is a new option on the Settings menu. It lists all of the

countries in Sage Accounts with their country codes and allows you to specify

whether the country is an EU member. For further information about this,

please refer to the section To set the Country Code later in this article.

The Company and Customer Delivery Address windows have been amended

to include the Country field in the Address area.

Changes to the Sales Order Processing and Purchase Order Processing

Modules

Extra columns that display the Intrastat status have been added to the main

Sales Order Processing and Purchase Order Processing windows. These

columns can either be blank when the order has not been Intrastat confirmed,

COMPLETE when the order has been fully Intrastat confirmed, or PART when

only some items on the order have been Intrastat confirmed.

An Intrastat status box has been added to the item line of purchase orders

within the Item Status area. This is read only and contains the number of

items that have been Intrastat confirmed.

An Intrastat box has been added to the item line of sales orders in the Item

Status area. This is read only and contains the number of items that have

been Intrastat confirmed.

An extra box called Intrastat has been added to the Deliveries tab of purchase

orders within the Order Status area. This is read only and contains one of

three entries, blank when the order has not been Intrastat confirmed,

COMPLETE when the order has been fully Intrastat confirmed, or PART when

only some items on the order have been Intrastat confirmed.

An extra box called Intrastat has been added to the Despatched tab of sales

orders in the Order Status area. This is read only and contains one of three

entries, blank when the order is not Intrastat confirmed, COMPLETE when the

order has been fully Intrastat confirmed, or PART when only some items on

the order have been Intrastat confirmed.

Additional reports have been added to the Sales Order Processing and

Purchase Order Processing modules.

Changes to the Product Record

Commodity Code in the Product Records - Customs and Excise only accept a

Commodity Code in an eight numeric characters format. A new box has been

added to the Product Record called Country of Origin.

Intrastat Commodity Code. This only allows eight numeric characters, which

ensures that the CSV file produced is not rejected when submitted.

Note: If you upgrade data from a previous version of Sage Accounts and the

information in the Com. Code box is in the correct format, it is transferred to

the Intrastat Commodity Code box. If it is not in the correct format, it

remains in the Com. Code box and you need to manually enter the correct Intrastat Commodity Code.

Weight box - KG has been added to the Weight box label.

Note: If this box is left blank, the weight is assumed to be 0kg.

Changes to the Supplier Record

To allow Sage Accounts to decide whether or not items should be included in

the Intrastat Return, the Suppliers Delivery Address window now includes a

VAT Details area which contains the following fields; Def. Tax Code, VAT

Number and Country Code.

Note: When deciding whether or not an item should be included on a return,

triangulation states that you use the delivery address rather than the invoice

address. For example, if the invoice address is USA, and the Country Code on the

Customer Record is USA, but the goods are delivered to France, the item(s) should

appear on the return as they are being delivered to an EU country.

To set the Country Code

1. Open the Settings menu then choose Company Preferences.

The company's address information appears.

2. From the Country drop-down list, choose the relevant country then to accept

the changes, click OK.

Tip: The Regional Settings that you applied for your PC determine the default

country.

The changes are made and the program desktop appears.

You have now checked or amended the Country Code.

To check or amend the Intrastat Reporting flags

1. Open the Settings menu, choose Invoice & Order Defaults then click the

Intrastat tab.

The Intrastat information appears.

2. Complete the Intrastat information as follows:

Declarations - Dispatches

Generate Intrastat entries for Sales Orders - To automatically generate

Intrastat entries for your sales orders, select this check box.

Default Terms of Delivery - From the Default terms of Delivery drop-down list,

choose the delivery terms that your company uses.

Default Nature of Transaction Code (NOTC) - From the Default Nature of

Transaction Code drop-down list, choose the option appropriate to your

business.

Declarations - Arrivals

Generate Intrastat entries for Purchase Orders - To automatically generate

Intrastat entries for your purchase orders, select this check box.

Default Terms of Delivery - From the Default terms of Delivery drop-down list,

choose the delivery terms that your company uses.

Default Nature of Transaction Code (NOTC) - From the Default Nature of

Transaction Code drop-down list, choose the option appropriate to your

business.

3. To save the changes and return to the program desktop, click OK.

You have now checked or amended the Intrastat Reporting flags

To check or amend the country list

1. Open the Settings menu and choose Countries.

The Countries window appears, displaying the country list, code and EU

Member status.

Tip: By default any countries that were EU members at the program release

date have their EU Member check box selected. For all other countries, the EU

Member check box is not selected.

2. To flag a country as an EU Member, select the EU Member check box.

A tick appears when the check box is selected.

You have now checked or amended the country list.

To Create the Intrastat Dispatches Confirmation (SOP)

1. Open the Customers module then from the Links pane click Sales Order List.

Sage 50 - From the main program toolbar, click SOP.

The Sales Order Processing window appears.

2. From the Sales Order Processing window, click Intrastat.

The Intrastat Dispatches Confirmation (SOP) window appears displaying all

sales orders that meet the following conditions:

The order has been delivered or part delivered to the customer.

The company's Country Code is GB or IE for Irish users.

The product tax code on the order is the default tax code for EU Sales, T4 by

default.

The Country Code of the delivery address is flagged as an EU Member

state.

The product has an Intrastat Commodity Code.

3. The information on the Intrastat Dispatches Confirmation (SOP) window is

calculated or completed as follows:

Net Mass is calculated as item mass, from the weight kg box in the Product

Record multiplied by the number of items waiting for Intrastat confirmation or

the Quantity Delivered rounded up. For example, if an item is 1.2 kg, it is

rounded up to 2kg.

Goods Value is calculated as the (discounted) item price times the number of

items waiting for Intrastat Confirmation or the Quantity Delivered.

4. Complete the Intrastat Dispatches Confirmation (SOP) window as follows:

If required, to amend the Quantity Delivered, NOTC, Delivery Terms, and Net

Mass information, enter the correct details.

If required, to add SOP Returns to the declaration, place your cursor on the

first available blank line then complete as required.

If required, to delete a line from the window, place your cursor anywhere on

the relevant line then press F8 on your keyboard.

Note: If you manually enter an order number that already exists, a warning

appears when move out of the box or click Generate Return. If you click

Generate Return then click Yes to continue, the confirmation procedure

continues. However, the Intrastat values are not updated on the order with

that order number. If you click No, the Intrastat Dispatches Confirmation

(SOP) window appears with the order number box of the duplicate order number highlighted.

5. To create the return, click Generate.

A confirmation window appears informing you that the items in the grid will

be marked as Intrastat reconciled and included on the Declaration.

6. To select the type of report that you want to produce, click either Paper Based

or CSV then complete the on-screen prompts.

When the CSV or paper based report is produced, a copy is saved in a new

folder called Intrastat Archive in the Accdata folder.

You have now created the Intrastat Dispatches Confirmation (SOP).

To create the Intrastat Arrivals Confirmation (POP)

1. From the main program toolbar, click POP.

The Purchase Order Processing window appears.

2. From the Purchase Order Processing window, click Intrastat.

The Intrastat Arrivals Confirmation (POP) window appears displaying all

purchase orders that meet the following conditions:

The order has been received or part received from the supplier.

The company's Country Code is GB or IE for Irish users.

The product tax code on the order is the default tax code for EU Purchases,

T7 or T8 by default.

The Country Code of the delivery address is flagged as an EU Member

state.

The product has an Intrastat Commodity Code.

3. The information on the Intrastat Arrivals Confirmation (POP) window is

calculated or completed as follows:

Net Mass is calculated as item mass, from the Weight kg box in the Product

Record times the number of items waiting for Intrastat confirmation or the

Quantity Received rounded up. For example, if an item is 1.2 kg, it is rounded

up to 2kg.

Goods Value is calculated as the discounted item price, times the number of of items waiting for Intrastat Confirmation or the Quantity Received.

4. Complete the Intrastat Arrivals Confirmation (POP) window as follows:

If required, to amend the Quantity Delivered, NOTC, Delivery Terms and Net

Mass information, enter the correct details.

If required, to add POP Returns to the declaration, place your cursor on the

first available blank line then complete as required.

If required, to delete a line from the window, place your cursor anywhere on

the relevant line then press F8 on your keyboard.

Note: If you manually enter an order number that already exists, a warning

appears when you try to tab out of the box or click Generate Return. If you

click Generate Return then click Yes to continue, the confirmation procedure

continues. However, the Intrastat values are not updated on the order with

that order number. If you click No, the Intrastat Arrivals Confirmation (POP)

window appears with the Order No. box of the duplicate order number highlighted.

5. To create the return, click Generate.

A confirmation window appears informing you that the items in the grid will

be marked as Intrastat reconciled and included on the Declaration.

6. To select the type of report that you want to produce, click either Paper Based or CSV then complete the on-screen prompts as required.

Note: The paper based declaration cannot be sent directly to Revenue but it

can be used to copy figures to the official Supplementary Declaration.

When the CSV or paper based report is produced a copy is saved in a new

folder called Intrastat Archive in the Accdata directory. This provides you with

a duplicate of your submission that can be retrieved in case the original is damaged, lost or queried by Revenue.

You have now created the Intrastat Arrivals Confirmation (POP).

Author: Sage 50 Support Team

Product & Version: Instant V15, V16. Sage 50 V2009, V2010, 2011, 2012

Revision Date: Dec 2011 Publication Number: 11817