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Intrastat P/L

The Intrastat system is used to collect statistics on the physical trade in goods (i.e. the actual movement of goods) between the various member countries of the European Union (EU). If your business is situated in an EU country and its trade with companies in other EU countries is greater than the threshold value, it will be necessary to send an Intrastat report periodically to the relevant authorities.

This document lists the Items purchased from Suppliers in the EU Zone during the relevant period together with quantities and values. This information is taken from the fields on flip B of the relevant Purchase Invoice rows. When entering Purchase Invoices, make sure these fields are filled out correctly before marking them as OK. If you will be creating Purchase Invoices from Purchase Orders or Goods Receipts (using the 'Create Purchase Invoice' function on the Operations menu in both cases), make sure you have chosen the Consolidate by Items and Project or Transfer Each Row Separately options in the Purchase Invoice Settings setting. These will ensure the appropriate information is transferred from Purchase Orders to Purchase Invoices automatically.

You should design the Form to conform to official requirements. The available fields are listed at the end of this section.

The Purchase Ledger also contains an Intrastat Export function that you can use to export this information to text files. The precise name of this function and the format of the files that it creates will depend on the VAT Law in the Company Info setting. For example, if the VAT Law is "Default", the function will be named 'Intrastat Purchase Invoices (UK)' (described here).

Period
Paste Special    Reporting Periods setting, System module
Specify the period for the document. The statistics printed in the document will be compiled from Purchase Invoices whose Transaction Dates fall in this period.

Items
Paste Special    Item register
Range Reporting    Alpha
If you enter an Item Number or range of Item Numbers separated by a colon here, the statistics printed in the document will be compiled from purchases of those Items during the report period.

Item Groups
Paste Special    Item Group register, Sales Ledger
Range Reporting    Alpha
If you enter an Item Group or range of Item Groups separated by a colon here, the statistics printed in the document will be compiled from purchases of Items belonging to those Item Groups during the report period.

Invoices
Range Reporting    Numeric
To gather statistics from a particular range of Purchase Invoices, enter the first and last Invoice Number in the range, separated by a colon. This can be useful if you have used a separate Number Series for Invoices received from Suppliers in the EU Zone.

Person
Enter a contact name to be printed in the "From Contact" field in the document.

Don't show qty for weighted items
The "Quantity" row field will print the total quantity purchased for each Item/Currency/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination. If you use this option, this figure will only be printed if the Weight in the Item record is blank or zero.

Zone
The document can contain statistics compiled from Purchase Invoices received from Suppliers in any or all of the three Zones. Use these options to specify which ones. The EU option includes the Inside EU (Post VAT) Zone, while the Outside EU option includes the Outside EU (Post VAT) Zone. You must choose at least one option.

Grouping
A separate row will be printed in the document for each unique Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination used in Purchase Invoices recorded during the report period.

The unique Item identifier in this combination can be the Item Number or the EKN Code: use these options to specify which one you want to use.

For example, if there is a Purchase Invoice for Item 10101 and one for Item 10102 (all other factors being identical), this will cause two rows to be printed in the document if you choose to group by Item Number. However, if these Items have the same EKN Code, only one row will be printed in the document (containing aggregated figures) if you choose to group by EKN Code. Under this option, Items without EKN Codes will be listed individually.

Exclude Item Type
Use these options to exclude Plain and/or Service Items from the calculations.

Rounding
Choose the rounding method that you want to use. This choice will affect the following fields: "Quantity"; "Row Sum"; "Weight, Item".

If you are using the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting, then decimals will always be cut, irrespective of the option chosen here.
When you design the Form to be used by the Intrastat P/L document, the fields that you can use fall into two broad categories:
  • Fields that will be printed once. These fields will print information about your company taken from the Company Info setting, and some totals.

  • Row fields. A separate row will be printed for each unique Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination used in Purchase Invoices recorded during the report period. For example, if there are two Purchase Invoices for Item 10101 in Currency EUR and one Purchase Invoice for Item 10101 in Currency SEK (all other factors being identical), this will cause two rows to be printed in the document. The first row will print total figures from the two EUR Invoices, and the second row will print totals from the SEK Invoice.
Listed below are the fields you can use when design the Form to be used by the Intrastat P/L document. If you do not want to print the decimal places in numeric fields, choose the Cut Decimals option in the record in the Values in Text setting for the Language specified in the Company Info setting.

Field in FormPrints
Header Fields (these print once per document)
Address 1First line of the Address from the Company Info setting
Address 2 Second line of the Address from the Company Info setting
Address 3 Third line of the Address from the Company Info setting
Address 5 Fourth line of the Address from the Company Info setting
Address 6 Fifth line of the Address from the Company Info setting
Date with Month In WordsStart Date of the Period from the specification window, with the month as a word. For example, 2/1/2013 will be printed as "02 January 2013". The Date Order (e.g. day, month, year) will be taken from the Company Date and Numeric Format setting
DayThe day from the Start Date of the Period from the specification window. For example, the day from 2/1/2013 will be printed as "2"
End Date End Date of the Period from the specification window
From Contact Person from the specification window
Month The month from the Start Date of the Period from the specification window. For example, the month from 2/1/2013 will be printed as "1"
Month in words The name of the month in the Start Date of the Period from the specification window, taken from the record in the Days and Months setting in the System module for the Language in the current user's Person record
Number of BoxesNumber of lines printed in the document (i.e. number of Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combinations in the document)
Production DateThe date when the document was printed
Subtotal in Base Currency 1Sum of the values in the "Total in Base Currency 1, row" row field
Total FOB Value, LocalSum of the values in the "FOB Value, Local" row field
Total Quantity In Number of lines printed in the document (i.e. number of Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combinations) in the document
Transaction DateStart Date of the Period from the specification window
YearThe year from the Start Date of the Period from the specification window. For example, the year from 2/1/2013 will be printed as "2013"
Row Fields (these print once for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, so remember to specify a Line Height and to set the Format to "Matrix")
CommentComment from the Delivery Terms specified in the Purchase Orders connected to each Purchase Invoice or from the Contact records for each Supplier
Country CodeCountry from the Contact records for each Supplier
Country of OriginCountry of O. from the Goods Receipt rows connected to each Purchase Invoice row (if you are using the Country of Origin from Goods Receipts option in the Intrastat Purchase setting) or the third line of the Address in the Default Source specified in each Item record (otherwise)
CurrencyCurrency from each Purchase Invoice
Delivery ModeDelivery Mode from the Purchase Orders connected to each Purchase Invoice or Purchase Del. Mode from the Contact records for each Supplier
Delivery Term Delivery Terms from the Purchase Orders connected to each Purchase Invoice or Purchase Del. Terms from the Contact records for each Supplier
EKN codeEKN Code from each Item record
FOB Value, Local Sum of (Amount from each Purchase Invoice row / (TOTAL - Calculated VAT) * Statistical Value) i.e. total value for each Item/Currency/Country/Country of Origin/Delivery. Mode/Delivery Terms/Invoice Type combination, excluding VAT, in Base Currency 1 (converted using the exchange rate in the Purchase Invoice), expressed as a proportion of the sum of the Statistical Values from each Purchase Invoice
FOB Value, foreign CurrencySum of (Amount from each Purchase Invoice row / (TOTAL - Calculated VAT) * Statistical Value) i.e. total value for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, excluding VAT, in the Purchase Invoice Currency, expressed as a proportion of the sum of the Statistical Values from each Purchase Invoice
Invoice TypePrints "16" for Credit Notes and "10" otherwise (i.e. for Invoices and Cash Notes)
Item CodeNo. from each Item record
Item Code 2Commodity Code from each Item record
Item TypeDescription from each Item record
QuantitySum of (Qty from each Purchase Invoice row * Unit Coefficient from each Item record) (if an Item has both a Unit 2 and a Unit Coefficient) or sum of (Qty from each Purchase Invoice row) (otherwise) i.e. total quantity for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination. If you use the Don't Show Qty for Weighted Items option in the specification window, this figure will only be printed if the "Weight, Item" row field prints blank. Rounding will depend on the option chosen in the specification window
Quantity InLine number in the document
Row SumSum of the Amounts from each Purchase Invoice row i.e. total value for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination, excluding VAT and in the Purchase Invoice Currency. Rounding will depend on the option chosen in the specification window
Total in Base Currency 1, rowSum of the Amounts from each Purchase Invoice row i.e. total value for each Item/Currency/Country/Country of Origin/Delivery. Mode/Delivery Terms/Invoice Type combination, excluding VAT and in Base Currency 1 (converted using the exchange rate in the Purchase Invoice)
Transaction NumberNumber of Purchase Invoice rows in which the Item/Currency/Country of Origin/Delivery. Mode/Delivery Terms/Invoice Type combination has been used
UnitUnit 2 (if an Item has both a Unit 2 and a Unit Coefficient) or Unit from each Item record
Weight, ItemSum of (Weight from each Item record * Qty from each Purchase Invoice row) i.e. total weight for each Item/Currency/Country/Country of Origin/Delivery Mode/Delivery Terms/Invoice Type combination. Rounding will depend on the option chosen in the specification window

Please click here for details of the standard fields that you can also include in the Form.

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Documents in the Purchase Ledger:

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