Objective and Scope

Objective of this Procedure

This SOP explains the carry out of the essential transactions in the frame of filling in the Intrastat Declaration that are responsibility of Data & Analysis Team.
Since 01/01/1993, the Intrastat replaces the costumes documents.
The Intrastat recapitulates the statistical information regarding the intra-community flows of goods between the European Community state members:

• Entry of goods in and from an European member state;
• Exit of goods in and from an European member state.

Scope

The Intrastat Declaration has to be done for the following countries:

• Belgium
• Spain
• France
• Germany
• Netherland
• United Kingdom
• Austria
• Portugal
• Sweden
• Italy

Reference Documents

European Journal Of the European Union
https://drive.google.com/drive/folders/0B-RO-QY7jiZuMXRPNF9DaEFhSjg
SLA and contacts (D&A and POC)
https://drive.google.com/drive/folders/0B-RO-QY7jiZuMXRPNF9DaEFhSjg
SLA and contacts (D&A and RtR)
https://docs.google.com/spreadsheets/d/1ZDpb47FRsZ3EE_SdL7GsrQ8Md-vHUdmzvOh7WlhJkDI/edit#gid=1
Intrastat Jobs and Variants
https://drive.google.com/drive/folders/0B_Az_wUl-_WeSWwyWVNBMHNRdFE

Mass update file

https://drive.google.com/drive/folders/1J1quCyqpCg9ojz5mX5T7Yv3MrH5EzwVF

Jobs Definition

JOBS have been created in order to perform all the necessary transactions (by country) at the same day, on a weekly basis:

There are also other jobs created (please see document Intrastat Jobs and Variants ( in 2 Reference Documents) to easily access all necessary information that needs to be corrected.

Responsibility (who does what)

• D&A check the reports received in Mailbox CODIF every week :

  • general.3s-codif@solvay.com

• D&A correct the missing information at material level;

• Mass update ( Catia Raimundo) perform mass update of the missing information

• POC ask to suppliers for the missing information (POC - SBS-OP-PtP-20.47) and pass the case back to D&A.

• At the end of the month, D&A informs RtR that all corrections were performed; in this period of time POC make the necessary updates concerning the missing information

• RtR perform the necessary analysis to create the final declaration (Intrastat procedure - SBS-OP-2014-021)

• GTS team creates CC after day 20 each month.

Intrastat transaction execution

This way, in a weekly basis we receive this information directly in Helpdesk SBS support, with the following subject and description (Country + Company) :


Inside of each you may find two attachments:

Z1F_UPDATE_INTRASTAT_20150921_220459_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_20150921_220459_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).

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

The final extraction must be performed using transaction VEFU. 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 team can also use this transaction to insert manually information that was not correct by POC 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 ( click in the first icon)

A screen with all information for the declaration will appear:

Click in the second icon 

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

Click in the second icon

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':
Layout of PF2

Layout of WP2 



The existing layout has the following columns/information:

The columns CODE NUMBER and TARE MASS are the only values you need to look. ( Click in the first icon)

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

 => 
=>
=> =>





And then the following worksheet will appear in your screen:

Next, we need to select all the information and convert to NUMBER.



Step 2, you copy this information and past to the Excel which contains the all formulas (second sheet) 

Step 3.1 Select the first cell with the date Step 3, you copy again the outcome of that sheet and past (see below how to) into the first sheet with information handled.



Step 3.2 Select the copy by Values and by Formatting.
In this transaction we will analyze, POs that will appears in final declaration that have weight lower than 1.000,00 KG, (and that didn't had appear in Z1F_UPDATE_INTRASTAT transaction errors) and Commodity codes with 99999999.

List of Intrastat errors:

To check the errors you must use the transaction ME23N and use the PO number to proceed with analysis..

Business Transaction Type

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

GDOC POC :
https://drive.google.com/drive/folders/0B-RO-QY7jiZuMXRPNF9DaEFhSjg



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

Tare Mass

PF2/WP2 - This information can be update at contract level if a contract exists. If not only POC can update inside PO.

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.

Then, 

Followed by a double click in the invoice

2º Acknowledgment (check on transition ME23N)

3º Request to POC 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 1.000,00 KG/Unit (check on VEFU), information must be checked on invoice, to guarantee that the correct weight is being declared.

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 ME80FM (to see old POs with the same material, vendor, and Plant) and try to retrieve commodity codes in previous POs.

3º transaction /COCKPIT/1 (transaction from AP team, you can check if the invoice was already send by supplier and if so it is inserted in their)

4º Request POC to contact vendor in order to provide us this information

OBS : If we have cc 99999999 we must look for the right commodity code.

All codes must be always confirmed in table T604 before updating it in system, if it exist → Send to Catia Raimundo , if NOT → Send to GTS to create ( more details bellow)

When we obtain the correct code and the Material 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.

 Entry CC NNNNNNNN* does not exist in T604 (check entry) (CC – Country; N – Commodity Code)

When we try to update Commodity Code at material or PO level, it is possible that we obtain the error:

Entry CC NNNNNNNN does not exist in T604 (check entry & chapter 8.2 )
In this situation, we must confirm in Official Journal Of the European Union  if the code exists and if it correct.
1º If The code is correct we must request the creation on the code in table T604.

2º If the code is incorrect, we must request to POC to contact vendor to provide us the correct commodity code to be declared.

France always has a commodity code with 10 digits, however when you search in T604 you only put 8 digits.
Also the other countries should have 10 digits, although if the system gives only 8 digits, you can use it.

Material update 

If the PO has material with number, this means, the material doesn't belong to a shopping card neither is a generic product, it can be update by our team our GTS team.

Bellow you can find the material type which GTS must maintain, the ones that are different from these it's our task to update the commodity code. 

To check the material type in SE18 → MARA

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 POC.

The Country of Origin can be found:
1ºInvoice's image
2º Request to POC to contact vendor to provide us this information, but only if there are any other errors pending from vendor's reply.

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 to contact vendor to provide us this information.

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 Intrastat:


Examples of services: Operations, conventions, digitations, Hardware,cleaning, shipping.

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

Regarding Italy we DO NOT EXCLUDE any PO as exclude01, we must write on the excel status – SERVICE.
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.

Specifications:

Portugal

For company 0306 we receive the file for Office Depot that has the CC and weight regarding 420* PO´s, to keep in mind that POC should request this information one week before the end of the month.

Belgium

For company 0001 some PO´s that starts with 420* and they are magazines or books should have the following CC and Weight .

CoCo 0001 
books 4911 99 00 
journals & magazines 4902 90 00 

Weight - 1kg

Information sharing (POC)

GDOC POC :
https://drive.google.com/drive/folders/0B-RO-QY7jiZuMXRPNF9DaEFhSjg

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.
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 layout:


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 will stablish a contact with vendor to obtain the missing data and posteriorly complete the PO, according to procedure (POC - SBS-OP-PtP-20.47)

Checking the new info giving by the supplier

To check any commodity code you have to choose transaction SE16 and then write T604.

This window will generate, in COUNTRY you have to put the country (FR,UK,BE,DE,NLES,PT) in CODE you only have to write the commodity code with 8 digits and in the end you must have complete it with * .

If the outcome is positive you should have at least one commodity code as result, then you have to send again to POC, they will update the PO with the new information.
If you have two outcomes, you always choose the one named "OTHERS".
If the commodity code doesn't exist, you have to ask Allegra Saccchetti to create it.

End of The Month

At the end of the Month, D&A in accordance with POC have to guarantee that all information (for all companies of all countries in D&A scope - in the file SLA and contacts (D&A and RtR) – chapter (2 Reference Documents)) is correct and POs are update before final jobs runs.
All information must be confirmed through VEFU transaction results (chapter 5.1.3Intrastat data selection: Arrivals – EU countries/ Add Intrastat Data – VEFU) since this transaction gives us a general view of all information that will be present on the Monthly Intrastat Declaration.
Before monthly job execution (that will create the declaration file) and according to the table below:
PF2

WP2

After checking and confirming all information, RtR must be informed if the data is all correct and/or if there are any issues at any PO/item to be declared.
For example:
The information must be sent to the contacts in the file SLA and contacts (D&A and RtR) – chapter (2 Reference Documents).
After this final e-mail, we consider that the month is closed, and we can start to treat the next month information.

 Review the Intrastat (Import) Data

Intrastat Import - MEIS

Execute transaction MEIS. This transaction recapitulates the Intra-Community acquisitions.
For each company, choose the corresponding variant CC_INTRA_XXXXP (where CC is the country initials and XXXX is the company code).
The Group ZZ90 Should not be selected in the Purchasing organization as it related with Services.

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.

Intrastat automatic missing entries determination tool Z1F_UPDATA_INTRASTAT

Execute transaction Z1F_UPDATE_INTRASTAT for each company code in order to update and correct automatically some existing errors.
Choose the corresponding variant for each company: CC-XXX-IMP (where CC is the country initials and XXXX the company code).

Select the variant, and execute

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

Click "Update VEIAV".

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


And check if the batch was correctly executed:

In case of errors in batch, it will appear an error message, like:

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 to correct POs.

Attachments

Companies & systems

Flowchart

End of document.