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Evolution
To issue an Intrastat report, it is necessary to perform a set of configurations related to the processing and with the report issue.
Configure processing
Before processing and invoicing purchases or sales for the intracommunity market, you must configure the system using a set of configurations regarding the Customers Suppliers, Items and Purchase and Sales Documents.
To configure the document processing for Intrastat, follow these steps:
Configure customers and suppliers
- Access [Marketing & Sales / Purchases] | [Sales / Purchases] | [Customers / Suppliers];
- Create or edit a customer;
- On the tab Other Data, activate the option Processes Intrastat and select the port/airport;
- Click Save.
Configure items
- Access [Marketing & Sales / Purchases] | Inventory | Items;
- Create or edit an item;
- On the tab Other Fields, select the item's tariff code;
- On the tab Tax System, specify the type of goods and its net weight, as well as the conversion factor for the supplementary unit;
- Click Save.
Configure sales and purchase documents
- Access [Marketing & Sales / Purchases] | [Sales / Purchases] | Resources | Tables | [Sales Document / Purchases Document];
- Create or edit a document;
- Activate the option Processes Intrastat and specify the delivery condition;
- Click Save.
Process documents
After issuing the purchase or sales documents, you can issue the Intrastat report, that allows to view and change the information, according to the year and month, as well as select the information regarding Arrivals (purchases) and Shipments (sales).
To process the documents to issue the Intrastat report, follow these steps:
- Access [Marketing & Sales / Purchases] | Tax Obligations | Goods Transactions | Intrastat;
- Select the processing Month and Year;
- Select the type of document: Arrivals or Shipments; Note: When active, the option Do not consider rows with an value equal to zero allows to ignore the document rows for intra-community transactions whose value is zero. This behavior has the goal of not considering the offered items and/or items sent as sample for INTRASTAT statement purposes;
- Check if all grid fields are filled in;
- Click Update;
- Finally, click Process.
If you wish to change the information associated to each document, you should double-click on the grid row that matches the document. Filling in all information is required, for example, the document header and the corresponding rows.
There are differences when issuing the Magnetic File between Portugal and Spain. If the company is located in Portugal, a file with extension ".cvs" is issued. If the company is located in Spain, a file is issued to send the Intrastat Statement with the data in a defined order.
Using the Tax Authority website, the statement is delivered with the header generated automatically and it is only necessary to fill in the rows or update the data.
Only documents whose loading or unloading country, depending if they are customers or suppliers, is different from the delivery country will be considered.Besides, it is necessary to ensure that, in General | Resources | Tables | Geographic Information | Countries, the field Community is filled in with the value EU – European Union.
For more information, please see the INE page.
Issue Intrastat report
Issuing the Intrastat report involves three operations:
- Previous configuration of the tables regarding the Intrastat, as well as the reconfiguration of customers, suppliers and items;
- Purchases and Sales document configuration to specify how to process the Intrastat and associate a delivery condition;
- Data preparation to generate the N form.
To issue the Intrastat report, follow these steps:
Step 1: Configure tables, documents and customers/suppliers
- Access [Marketing & Sales / Purchases] | Tax Obligations | Goods Transaction | Intrastat;
- Fill in the goods nomenclature, according to the company activity sector, as well as the Statistical Regimes table; Note: The Shipping Modes, Delivery Terms, Transaction Natures, Ports and Regions tables are already correctly filled in, according to the codes defined on the INE;
- Access [...] | General | Resources | Tables | Business Transactions | Shipping Modes;
- Associate the corresponding Intrastat Shipping Mode;
- Access [...] | General | Resources | Tables | Geographic Information |Zones;
- Associate the corresponding Intrastat Region;Note: The Countries table is already filled in. However, if a new country is added, it is necessary to associate a new Intrastat code. This table is in Tables | General | Other Third Parties | Other Tables | Countries;
- Access [Marketing & Sales / Purchases] | Inventory | Items;
- On the tab Other Fields, assign a tariff code and the corresponding weight in kg to each item;
- Access [Marketing & Sales / Purchases] | [Sales / Purchases] | [Customers / Suppliers];
- On the tab Tax system, specify if the customer or supplier processes Intrastat and fill in the loading Port/Airport;
- On the tab General, on the Sales and Purchase document tables, specify if the document type processes Intrastat, as well as associate a delivery condition;
- Post the Sales and Purchase documents marked for Intrastat processing.
Step 2: Issue Intrastat report
- Access [Marketing & Sales / Purchases] | Tax Obligations | Goods Transactions| Intrastat to fill in the missing information;
- Specify the Month and Year being processed;
- Specify the Arrivals/Shipments to process the Purchase/Sales, respectively;
- Click Update to list the documents marked for Intrastat processing; Note: All fields must be filled in. To complete the missing information, double click on the documents listed;
- On the document header, fill in the following data: Transaction Natures, Delivery Condition, Transport Mean, Port/Airport of loading and Target country; Note: The data on the grid match the document rows. On the items correctly configured, the associated tariff code on the grid. Otherwise, or if you wish to change the information, press the key F4 on the grid cell that matches the tariff code. All available goods records will be listed;
- Fill in the Source region, by clicking the F4 key;
- Specify the item net weight in Kg;
- Finally, click Confirm.
If the document is correctly filled in, the column "OK" is marked with a checkmark. If the document is OK, it will be included on the report.
To automatically fill in the missing data, you must click Process. The elements that are filled in on the item, customers/suppliers and documents file will be automatically inserted.