Intrastat Purchase Invoices (UK)
Use this function to export Intrastat information in the format required by HM Revenue and Customs (HMRC) in the UK (CSV02).
If you will be using this function, you should carry out the following configuration work to ensure the correct information is included in the export files:
- In the Company Info setting, make sure you have recorded your Company Name, VAT Number and Commercial Registration Number. You can include non-numeric characters such as spaces and a "GB" prefix in the VAT Number, as these will be removed automatically by the export process. The Commercial Registration Number should be a three-digit branch identifier, only required if you will be submitting Intrastat returns from different branches using the same VAT Number.
- In the Contact records for each Supplier:
- Enter the country where the Supplier is located in the Country field. In the case of domestic Suppliers (i.e. Suppliers in the UK), enter "GB" (do not leave the field empty) to ensure their transactions will not be exported. HMRC requires you to use two-character ISO 3166 Country Codes: you can find a list in their Notice 60 document, available from https://www.uktradeinfo.com/Intrastat/IntrastatServices/Pages/Notice60.aspx.
- Enter Purchase Del. Terms for each Supplier. You can find a list of Delivery Terms acceptable to HMRC in their Notice 60 document.
- Ensure each Supplier is in the correct Zone.
- In the Item register:
- HMRC requires you to classify goods using commodity codes listed in the Intrastat Classification Nomenclature (ICN), available at https://www.uktradeinfo.com/TradeTools/ICN/Pages/ICNhome.aspx, with further help available in HMRC's Notice 600, "Classifying your Imports and Exports". In each Item record, enter the ICN commodity code in the Commodity Code field on the 'Recipe' card: Items without Commodity Codes will not be exported. Items without Commodity Codes will not be exported.
- Ensure each Item has a Weight (in kg).
- In each Purchase Invoice, ensure the Item and Quantity fields on flip B of each row are filled out correctly. If you will be creating Purchase Invoices from Purchase Orders or Goods Receipts (using the 'Purchase Invoice' Create menu function 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 to Purchase Invoices automatically.
- Period
- Paste Special
Reporting Periods setting, System module
- Specify the export period.
- If you choose to export Based On Purchase Invoices, all Purchase Invoices with Invoice Dates that fall within the period specified here that are from the Inside EU and Inside EU (Post VAT) Zones will be included in the export file.
- If you choose to export Based On Goods Receipts, all Goods Receipts with Transaction Dates that fall within the period specified here that are from the Inside EU and Inside EU (Post VAT) Zones will be included in the export file.
- The period must consist of a calendar month, or a number of calendar months, otherwise no Purchase Invoices or Goods Receipts will be exported.
- Invoice/GR No.
- Range Reporting
Numeric
- If necessary, enter here the Number of a Purchase Invoice or Goods Receipt (depending on the Based On option that you choose) that you wish to include in the export file. You can also enter a range of Numbers separated by a colon (:).
- Supplier
- Paste Special
Suppliers in Contact register
- Range Reporting Alpha
- Specify a Supplier to include Purchase Invoices or Goods Receipts received from that Supplier in the export file. If you choose to export Based On Purchase Invoices, you can also enter a range of Suppliers separated by a colon (:).
- Based On
- Use these options to specify whether the information in the export file will be taken from Purchase Invoices or from Goods Receipts.
- Purchase Invoices
- For a Purchase Invoice to be exported, it must meet the following conditions:
- The Country in the Contact record for the Supplier must not be "GB".
- The Purchase Invoice must be from the Inside EU or Inside EU (Post VAT) Zones.
- Goods Receipts
- For a Goods Receipt to be exported, it must meet the following conditions:
- The Country in the Contact record for the Supplier must not be "GB".
- If the Goods Receipt was created from a Purchase Order (i.e. if the Purch. Order No. field on the 'Terms' card of the Goods Receipt is not blank), the Purchase Order must be from the Inside EU or Inside EU (Post VAT) Zones.
- If the Goods Receipt was not created from a Purchase Order, the Supplier must be from the Inside EU or Inside EU (Post VAT) Zones.
Click the [Run] button in the Button Bar to proceed. Standard ERP will open a dialogue box where you can name the export file and specify where it is to be saved. Enter a name for the file. Click [Save] or press the Enter key. The export file will be created and saved. When the export finishes, you can close the 'Export' window using the close box.
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Please follow the links below for details about each export function:
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