Choose Log type  B and Deletion Type  'blank' .

If a question box appears choose  No and continue:

In order to see the POs in error, we must select the Incompletion Log screen 

(However, performing transaction Z1F_UPDATE_INTRASTAT a large quantity of errors will be automatically corrected and that's why we don't need to check MEIS transaction errors.)

This way, after running MEIS we can immediately leave transaction and execute the second step. No need to save any report.

5.1.2 Intrastat automatic missing entries determination tool Z1F_

UPDATE_INTRASTAT

Execute transaction Z1F_UPDATE_INTRASTAT for each company code in order to update and correct automatically some existing errors.

After running the variant, it will appear the following screen:

Click "Update VEIAV".

 A pop up window with the information automatically updated will appear: 

Then, click on "See error Log "

And it will appear the list of POs that have Intrastat errors to correct:

Click on export item  and save the document as excel file to be easier to handle it to treat the errors.

Search for the correct information, correct the errors if possible directly in the material (PRS – 050), and send the information to POC in order for them RPA file for robot to correct POs.

Due to an automatic job created by SIS, at this moment, D&A Master Data team are not running thethe transactions explained on 5.1.1 and 5.1.2 topics.

This way, in a weekly basis we receive this information directly in  Mailbox CODIFin BMC queue (general.3s-codif@solvaymaterials.datamanagement@support.solvay.com ), which will appear in the Ticketing System with the following subject and description:

And two attachments:

Z1F_UPDATE_INTRASTAT_20150921XXXXXXXX_220459XXXXXX_1.XLS  – refers to the information that was automatically corrected, and the job performance.

And it must be opened in order to check if the JOB was successfully performed.

Z1F_UPDATE_INTRASTAT_20150921XXXXXXXX_220459XXXXXX_2.XLS  – is the file with all POs that still have errors, even after the automatic corrections performed. And it's the information that will be analyzed and treated as (as explained on chapter 6).

5.1.3 Intrastat data selection: Arrivals – EU countries/ Add Intrastat Data - VEFU

The final extraction must be performed using transaction VEFU, which is done by the robot. 

This transaction allows us to check the POs that are complete, but with wrong information. For example, we can check POs with wrong weight, obsolete or wrong commodity codes, and wrong country of origin. (At the end of the month, RtR Finance team can also use this transaction to insert manually information that was not correct by POC robot due to missing accesses).

You can execute the transaction by entering manually the values you want to display on the selection criteria or by selecting the variant for the company code and country you want to check.

The variants for the Import side ends with I (example: DE_INTRA_4056I):

Execute the transaction by clicking on button  .

A screen with all information for the declaration will appear:

In this window, execute the print button to get a list with all the records that corresponds to the selection criteria: 

You can select layout '/CHECK_INTRA' which contains the most important fields to check by clicking on button  :

Double-click on line with layout '/CHECK_INTRA':

The existing layout has the following columns/information:

The data can be extracted and downloaded to an Excel file by clicking on button  :

And then indicate the folder where you want to save the document and the name of the file and then click on button 'Generate':

And save excel file in order to analyze the information and correct the errors if possible directly in the material (PRS – 050).

In this transaction we will analyze, POs that will appears in final declaration that have weight lower than 1000KG1KG, (and that didn't had appear in Z1F_UPDATE_INTRASTAT transaction errors) and Commodity codes with 99999999 or with 10 digitsmissing information.

6. List of Intrastat errors:

6.1 Import Procedure and Business Transaction Type

Those fields are automatically updated by transaction Z1F_UPDATE_INTRASTAT, and we only must request it's correction to POC Provisioning Team when PO has other errors (as Commodity Code or Tare Mass), to guarantee that PO is complete:

The Import Procedure and Business Type fields must be must be filled in according to the company's country:

6.2 Tare Mass

This information will only be updated at PO level, because, depending of the vendor, weight of material can be different.

The Tare Mass (Net Weight) can be retrieved from:

1ºInvoice's image (If on invoice we only have the total weight, this value must be divided by the total of PC/Units purchased) In case of Net and Gross Weight found, we must update both.

2º Request to POC Provisioning Team to contact vendor to provide us this information

Note: To avoid Tare Mass errors in the declaration, for POs that we don't have the Tare Mass error, but the weight is under 1000 KG/Unit (check on VEFU), information must be checked on invoice, to guarantee that the correct weight is being declared.

6.3 Commodity Code

Commodity code is the European code that allows the correctly identification of the goods exchanged between European countries:

Commodity code information can be retrieved from:

1ºInvoice's image

2º transaction ME2MME2L (to see old POs with the same material, vendor, and Plant) and try to retrieve commodity codes in previous POs.

3º Request POC Provisioning to contact vendor in order to provide us this information

The code is always confirmed in Official Journal of the European Union before updating it in system (through ME2M ME2L transaction) and requesting the PO update to POCProvisioning.

When we obtain the correct code and the Matrial is not Generic M-MG* commodity code update can be done at material level. However, if we have a M-MG* material the information cannot be updated at material level, only on PO, as for POs that don't have material number at all.

6.5 Country of Origin

This error is automatically corrected in transaction Z1F_UPDATE_INTRASTAT, however, it always take as country of origin the vendor's country.

If we open the PO to analyze other kind of errors, and the country of origin is different from the vendor's country, it's correction must be requested to POCProvisioning.

The Country of Origin can be found:

1ºInvoice's image

2º Request to POC Provisioning to contact vendor to provide us this information, but only if there are any other errors pending from vendor's reply.

6.6 Mode Of Transport – Border

This error is related to the mode of transport used to exchange the goods among the two countries:

The most usual codes to declare are 1 (Sea), 2 (Rail) or 3 (Road)

And, this information can be found through:

1ºInvoice's image

2º Request to POC Provisioning to contact vendor to provide us this information.

6.7 Statistical Value

This error is related with the Incoterms.

Each Incoterm has a specific percentage, and the statistical value is calculated multiplying the invoice net amount by the percentage.

A GRWR line should be created in TAB Conditions with the respective percentage.

6.8 Incoterms

This error is related to the delivery of the products exchanged:

This information can be found through:

1ºInvoice's image

2º Request to POC Provisioning to contact vendor to provide us this information.

7. Exclusion From Intrastat

If wrong information is incorrectly being considerate for Intrastat purposes (due to wrong VAT code, or service created as material purchase, we can mark the PO in a way that it will not be considerate for Intratsat: 

For these cases, this field is filled with 01 – Exlusion Indicator Intra, and that we guarantee that this information will be no longer considerate for Intrastat Declaration.

Note: This cannot be applier for Italian services wrongly created, because services are also declared in Italy).

For these cases, at the End of the Month, R2R must be informed about the services POs that are appearing in the Goods declaration.

8. Information sharing

with RPA to update PO data

All retrieved information is compiling in a G-DOC file and shared with POC in a common folder of G-Drive: INTRASTAT FILES TO BE CORRECTED BY POC.added in the Robot Update File, the RPA checks the file every morning and updates the information on PO level 

The There is one file by country per Month and the file should be organized by company code, with the information: Purchasing Document, Item, Plant, Material, Vendor, Country, Error, and Comment, as the following layoutSystem, Country, Purchasing document number, line, commodity code, Net weight, Gross Weight, Country of Origin, Exclusion, Import procedure, all as in the picture:

If we didn't had found the information, Item must be in red and "no info" must be inserted on comments column (For this cases POC Provisioning will stablish a contact with vendor to obtain the missing data and posteriorly complete the PO, according to procedure (POC Provisioning - SBS-OP-PtP-20.47)