1. Objective and Scope

1.1. Objective of this Operation

The purpose of this document is to complete the Italian monthly declaration for the purchases and sales of Services and Goods performed with vendors and customers that belong to countries in the EU (European Union).

Every transaction with these vendors or customers (in the document referred as "Traders") must be declared in the Intrastat declaration for Services and Goods.

Concerning the Services for every invoice issued or received from these Traders, there is a Service Code to match and to declare to the Fiscal Authorities. The Service Codes are defined by Italian tax authorities.

SU VAT extracts the Sales and Purchases reports from SAP, for Services and Goods, and checks the accuracy between the tax codes used and the MM (PO data) information. All the deltas are justified in the support reconciliation file, data is adjusted accordingly and it is uploaded to Intraweb software. Then, SU VAT sends the prepared data to the external contact that will submit the information to the Fiscal Authorities (currently Studio Echiappe).

1.2. Scope

This procedure applies to Italian companies and companies VAT register in Italy that need to fill the Intrastat Services and Goods declaration. Company 0279 doesn't have movements of goods, only services:

• 0270

• 0279 (only Intrastat Services)

• 8090
• 5835
• 6277
• 0005

The data in SAP is available as of D+6.

The declaration retrieved from Intraweb software should be addressed to external consultant until the 24th of the month, for them to submit it afterwards to Fiscal Authorities. The official deadline is the 25th of the month. 

Important: Each year the current version of the Intraweb software should be updated and a total back-up needs to be performed upon the new instalation.

2. Definitions

See Finance Glossary:

• CICC

• FI

• MM

• PF1

• PO

• VAT

• WP1

3. Tasks description

3.1. I extract information about Intrastat services

The transactions on the services, purchases and sales, work only the base of the FI module of SAP.
These transactions retrieve reports based on the VAT code inserted in the FI document, so there is no control on the documents with other VAT codes. 
The VAT code for the purchases is now KN and for the sales is V1 or V3.
Bear in mind that this is just the part concerning the extraction of the data to be declared.
For the analysis go directly to the point 3.3. of this procedure.

3.1.1. I extract the Advance Return for Tax on Sales/Purchases data

Run the SAP transaction S_ALR_87012357 and select the applicable variant to the company you are working on.
Update the fields:

• Fiscal Year
• Posting date

 
Select the Output lists and apply the Layouts according to the company you are working:

 Note: for companies with more data volume, you can extract only the Output tax: Line items, because for the intracomunitary tax codes, the output and input values will balance to zero. This way, the extraction is smaller with only the output.
 
Extract the data in Excel format.
 
Copy the information from this extraction to the CCCC_Intrastat G & S Analyse_MM.YYYY file, as follows:
 
Output tax: line items to “VAT Extraction” tab
Balance per company code to “VAT Resume” tab

Attention: To copy and paste this information remove blank spaces and format the values to numbers.

3.1.2. I extract the Intrastat data from SAP (VEFU and VE08)

Run the VEFU transaction, selecting the variant for a given company for Export and Import. Extract for both flows.

To extract the data, click on Print

Apply the layout prepared for the company you are working, this will show the columns in the layout adjusted to your analysis file:

Paste the Export and Import extractions respectively in VEFU-EXP G&S tab    and VEFU-IMP G&S tab .

Run the VE08 transaction, selecting the variant for a given company for Export and Import. 

Extract both for an excel format.

Paste the Export and Import extractions respectively in VE08-EXP G&S tab and VE08-IMP G&S tab .

3.1.3. I start analyzing the Intrastat data and deltas

3.1.3.1. I validate the VAT ID numbers

Filter by the tax codes below and copy the VAT ID numbers to check if they are all valid.
Use the website https://vatapp.net/batch-validation to bulk validate a large number of VAT IDs.

PF1:

Goods Dispatches: V1 and V3

Services Dispatches: K9

Goods Arrivals: MB and KC

Services Arrivals: KN and KS

WP1:

Goods Arrivals: SN

Goods Dispatches 1H

Services Dispatches 8D

Services Arrivals SS

3.1.3.2. I analyze the Goods for Dispatches

Tax codes V1 and V3 (example for PF1)

1. Pick values from VAT Extraction tab by:
1. Filter these 2 tax codes in column Tx
2. Copy “VAT Registration No.” and “Tax Base Amount” to “NIF” and “VAT” columns. 
2. Pick values from VE08-EXP G&S tab by:
1. Filter to exclude services
2. Copy the “Cust. VAT reg. no.” and “Invoice value” to “NIF” and “VE08” columns. VE08 values are positive
3. Update the pivot table and copy and paste its values to Resume G. Dispatch tab

3.1.3.3. I analyze the Goods for Dispatches

Tax code K9 (example for PF1)

1. Repeat the process above for services dispatches tax code. 

1. 1. In VEFU-EXP G&S tab filter by services that are identified by an X. Paste the data in the Resume S. Dispatch data

3.1.3.4. I analyze the Goods for Arrivals

Tax codes MB and KC (example for PF1)

1. Pick values from VAT Extraction tab by:
1. Filter these 2 tax codes in column Tx
2. Copy “VAT Registration No.” and “Tax Base Amount” to “NIF” and “VAT” columns. 

Note: If vendor does not have “VATRegistrationNo.” add a number (e.g. 1, 2, etc) per vendor name. This will facilitate the formulas.

1. Pick values from VE08-IMP G&S tab by:
1. Filter to exclude Services
2. Copy the “Vendor VAT reg. no.” and “Invoice value” to “NIF” and “VE08” columns. VE08 values are positive
2. Update the pivot table and copy and paste its values to Resume G. Arrivals tab
3. To facilitate the documents identification use the Support tab
1. Filter by the “KO” status and filter those NIF in the “VAT Extraction” tab. Make sure the Tx=MB  & KC filter is still ok
2. Copy from the “VAT Extraction” tab, the “Reference” column and “Taxbaseamount” to “Doc” and “VAT” columns
3. The Reference will be split into two column, using Text to columns to separate CC and doc number 6xxxxxxx:
1. CC column for digits referring to company code
2. Doc number that starts with 6xxxx
3. Example: Reference , Comp. code 245 and 6111302548 is the document number

3.1.3.5. I analyze the Services for Arrivals

Tax Code KN and KS (example for PF1)

1. Repeat the process above for services dispatches tax codes. 

1. In VEFU-IMP G&S tab filter by services that are identified by an X. Paste the data in the Resume S. Arrivals data

3.1.4. I analyze the differences between VEFU and 57

After updating the pivot table and copying its values to the respective sheets (Resume G. Dispatches; Resume S. Dispatches; Resume G. Arrivals; Resume S. Arrivals), if any difference between report 57 and VEFU is found it should be analyzed in order to understand its origin.
If the reason behind the difference is related to an incorrect tax code, the correction should be requested to the team in charge for the posting. The correction can be made after the submission.
In case any lines are missing to be reported and are correctly posted with an intracomunitary tax code, the data should be manually added in VEFU.

3.1.4.1. I add lines in VEFU

After choosing the variant associated with the company intended in VEFU, the option “New Entries” should be selected.

In order to add a line to the transaction, the following fields should be filled:

1. Company Code and Plant (only then it will possible to unblock the order fills)
2. Document Number
3. Document cat. (Type of document: Credit Note, Invoice, etc.)
4. Service (in case it applies)

1. Invoice Value and the Currency
2. Tare Mass (the quantity) and the Weight Unit
3. Incoterms
4. The Customer or Vendor VAT Number
5. Mode of Transport
6. Commodity Code
7. Business Transaction Type
8. Procedure
9. Statistical Vale (95% of the Invoice Value)
10. Country of Origin
11. Country of Destination

Checks to be made during the preparation of Intrastat:

• I manage credit notes in VEFU

Credit notes related to invoice declared in the same period: deduct the amount of the credit note from the invoice declared in the report (please remind that this is an official rule given by the Italian authorities). 
Delete the line of the credit note in the report (or in the Template file) and archive it in a separate file.
 
Considering these as correction in the month we will exclude invoice and CN in a way that the sum of the two has to be equal to 0. 

If it is a partial CN insert the part of the invoice that is cleared. 
If it is a CN for more invoices insert all the invoices cleared. 
 

a) Lines with Traders without VAT Code: normally it means that the Trader does not have a VAT code in its master data. 

It could be an association, a physical person or Traders that does not belong to UE. We need to check it. 

b) Lines with Traders with VAT code that does not belong to UE: it means that the Trader does not belong to UE. So the invoice should not be present in the Intrastat Services Declaration.

Check the invoice, analyze the reason of the missing VAT code, if necessary adapt VEFU. Add this information in to justify the delta between VAT book and Intrastat file and assess if tax code correction posting must be performed. 

c) Lines with Traders with Italian VAT code: it means that the Trader has an Italian VAT code. So the invoice should not be present in the Intrastat Services Declaration (it should be a domestic trade).

Check the invoice, if necessary delete the line from VEFU. Add this information to justify the delta between VAT book and Intrastat file and assess if tax code correction posting must be performed.

d) Invoices that are for materials and not for services: it means that the invoice posted or received is for a material and not for a service. So the invoice should not be present in the Intrastat Services Declaration.

Check the invoice, if necessary adapt VEFU. Add this information to justify the delta between VAT book and Intrastat file and assess if tax code correction posting must be performed. 
 

• The system (Intraweb) inserts "Procedure" "5" and "6" in section I or II, but is not able to recognize the correct sign; we have to check and insert all them in section 2 with the correct sign (negative for "Procedure" "5" and positive for "6").

Check if all the fields are filled, namely "Net weight" and "Commodity code". 

In the column "Net weight" you should filter all the:

• Fields that are empty
  Fields with an amount equal to 0
  Fields with an amount equal to 1
   

For all these situations of missing data or wrong data you have to open the invoice image in SAP or/and check Purchase Order master data, if we are dealing with good movements registered in Purchase Orders (normally for "Purchases") or documents flow inside billings issued (for "Sales") 

3.1.4.2. I perform the final extraction

Since Check Intra errors and VE08 excel report have been analyzed, run VE08 and retrieve the txt file to upload in Intraweb software.

First launch transaction VE08 selecting the proper variant as explained above in reference point 3.3.2.2.

Then, before executing, you have to fill "Sequential Number of Declar.":

This number should be sequential to the last one used in the previous Intrastat Declaration. 

All numbers used are registered in SU VAT teams Google Drive, folder " Intrastat - General Data"

Pick-up the last one used and run VE08 with the number after. And don't forget to register your new number in file so we can track the last number that has been used.
 
We should bear in mind that it is not possible to upload a file named "scambi.cee" whose number of reference is already used in Intraweb or whose period of reference (month, quarter) is not the same of the one indicated. Please wait if the file is in use by another user, the selection of sequential number should be a very easy and fast operation.

The progressivo number has to be sequential considering all the Solvay companies. For all the companies that have goods to be declared you HAVE TO start from the goods declaration so you decide the sequential number; while for the company with services only you DO NOT DECIDE the sequential number (see reference section 3.4.2.5.)  because the "Elenco" is automatically created by the system.

After executing, confirm if you have items that have not been integrated (click on "processes not relevant for declaration"). If yes analyze if they will have impact in VAT reconciliation and assess if should be manually inserted in Intraweb. Click on the left side "create diskette":

If you have not yet created, please create in your laptop a new folder named "Scambi Arrivals” and a folder for “Scambi Dispatches” (before you extract VE08 this folder must be empty).

In the next screen you find, please insert only the fields below highlighted in green:

Now click process  and you'll find this screen:

Don't modify the file name, only click "Save". You'll get this final screen; txt file has been archived in your drive inside "SCAMBICEE" folder.

3.4. I perform the procedures related with Intraweb

3.4.1. I log on Intraweb

First you should check that Intraweb program is installed in all the VDIs that are going to be used. 
Open the folder "documents" in your VDI:

Enter in Drive  , click on  , then  and double click on 

This screen will appear: 

Insert only in field "Id utente" the word admin. Then click "OK".

Check if you have also the data for all the other companies in the scope, by selecting "anagrafica"/"cambio obbligato" 

When you log on, if no data is available, and before uploading new data for your Intrastat Declaration, please restore last declarations information – follow instructions in point 3.4.2.3. from this procedure. 
Below Intraweb when you have no data: 

After restoring data, and in case you are uploading Intrastat for Services, you might have also to customize excel file templates - follow instructions in reference point 3.4.2.2. from this procedure. 
Go to reference point 3.4.2.1. only if you have to create new master data, as new company codes, for instance.

3.4.2. I customize the data

3.4.2.1. I customize new master data

3.4.2.1.1. I customize third party entity ("delegato")

(Delegato = third party responsible for the official upload) 
By using this function we can upload anagrafic datas of a delegated entity (obviously this is possible only if exists a specific and authorized third party, it is the case of Solvay Italy with the Study Chiappe represented by Mr. Fedi) 
In order to activate this function we should select Anagrafica/Delegato/Nuovo Delegatofrom the Intraweb homepage: 

Afterwards it will appear a window with data that should be uploaded. 

These are the anagrafic data coming from CAD EUROPA (we just need to change only in case of changes in the delegato) 

3.4.2.1.2. I customize new company to declare Intrastat ("obbligato")

(Obbligato: subject that is obligated to do the declaration) 
By using this function we can upload data of the "obligated"subject. Only after the completion of this phase we will be able to fill the Intrastat in Intraweb.
In order to activate this function we should select Anagrafica/Nuovo Obbligato from the Intraweb homepage: 

Afterwards it will appear a window with data that should be uploaded. We will fill it with all the companies data. 
Frequency: the declarations for the Italian companies are completed monthly. When we choose the frequency monthly, in the Intraweb screen the options will appear: "Annual value of purchases…." and "Annual value of sales..." WE HAVE TO FLAG BOTH OF THEM (without these flags we will fill a short form of the declarations, that is not indicated for the Italian companies of Solvay Group, further details at the following address: >HELP>AIUTO>ANAGRAFICA>OBBLIGATO) 

In the same screen, besides OBBLIGATO data, we have to insert DELEGATO data as indicated in the following example: 

Hereunder there are the anagrafic datas of the companies involved in Intrastat (we have to remind to upload and update data in Intraweb in case of future changing): 

• 0279 - SOLVAY S.A. – ITALIA - VIALE LOMBARDIA, 20 - 20021 BOLLATE (MI) – P. IVA 00089900492

• 0270 - SOLVAY CHIMICA ITALIA S.P.A. - VIA PIAVE, 6 - 57016 ROSIGNANO SOLVAY (LI) - P. IVA 00104340492 
• 0005+6070 - SOLVAY CHEMICALS INTERNATIONAL S.A. – VIA PIAVE, 6 – 57013 ROSIGNANO SOLVAY (LI) – P.IVA 00104469994 
• 5711 - SOLVIN ITALIA S.P.A. - VIA G. MARCONI, 73 – 44100 FERRARA (FE) – P.IVA 01323870491 
• 1425 - SOCIETÀ ITALIANA DEL CLORO S.R.L. - VIA PIAVE, 6 – 57016 ROSIGNANO MARITTIMO (LI) – P.IVA 08578190962 
• 3459 - SOLVAY BENVIC EUROPE - ITALIA S.P.A - VIA G. MARCONI, 73 - 44100 FERRARA (FE) - P.IVA 01445000381 
• 5894 - SOLVAY CHIMICA BUSSI S.p.A. - PIAZZALE ELETTROCHIMICA, 1 - 65021 BUSSI SUL TIRINO (PE) P.IVA 01451960494 
• 5835 - SOLVAY SPECIALTY POLYMERS ITALY S.p.A - VIALE LOMBARDIA, 20 – 20021 BOLLATE (MI) - P.IVA 03521920961

3.4.2.2. I customize excel template files for data upload

To upload the data from Services Intrastat, we need to create a template in Intraweb – "FORMATO RECORD" with the following path: DETTAGLI>NUOVO FORMATO FILE.

Through this function we can define a specific import format (called "tracciato record") where we have to indicate the detail of the labels for each column of the external file. In this way Intraweb will read the label of each column and will record each data in the right position.
In order to activate this function we should select from the menu "Dettagli" the line "Nuovo formato file". Then a new window will appear:

• Nome Formato: name linked to the import format file that is going to be imported
• Carattere delimitatore: this is the type of digit that is going to be used (e.g. ";") in a .txt format to divide the cells of "tracciato record"
• Tab : specific type of space, called tab, defined to divide cells in a file in .txt format
• Excel: specific function to divide the cells in .xls format of a "traccioato record" file
• Tipo operazione: function to indicate if the file we are uploading refers to: purchases/sales of services/goods
• Sezione: function to define which is the section of reference
• Periodicità: we should define if the detail refers to a monthly or quarterly record
  
  

3.4.2.2.1. I customize the template for services received (purchases)

Select in menu "Dettagli" the line "Nuovo formato file". Then a new window will appear that should be filled as the one showed hereunder:

After pushing the button OK we will see a window splitted in two parts: on the left we will find all the fields that represent the possible characteristics of each partners; the right side is blank and we should fill it with the data present in the file we are going to import.

We can select all or part of the fields and then move them to the right side using the proper button. The format of the file will be created only after pushing the button OK.
For the services received (purchases) we need the following fields:

We should not upload the progressive number, it is given directly by Intraweb (so we should insert VUOTO=EMPTY).
The sequence of the fields to be uploaded is automatically recognized from the services file:

3.4.2.2.2. I customize the template for services delivered (sales)

Select in menu "Dettagli" the line "Nuovo formato file". Then a new window will appear that should be filled as the one showed hereunder: 

After pushing the button OK we will see a window splitted in two parts: on the left we will find all the fields that represent the possible characteristics of each partners; the right side is blank and we should fill it with the data present in the file we are going to import.

We can select all or part of the fields and then move them to the right side using the proper button. The format of the file will be created only after pushing the button OK.

For the services delivered (sales) we need the following fields:

The sequence of the fields that should be imported is detected from the services file: 

3.4.2.3. I restore the data from last declarations

When you log on, if no data is available, and before uploading new data for your Intrastat Declaration, please restore last declarations information. 
You have to RESTORE the backup (with the last version) - PAY ATTENTION TO THE PATH.

Click on-> utilita' -> Archivi-manutenzione -> Restore -> Totale 

This screen will appear 

Enter in drive M: 

Enter in the folder of our team  , click on  , click on  , Pick up the fiscal month of the declaration EG June .

Click on the file chosen. Then click on "Procedi".
This screen will appear, click on OK.

The system will restore the data, the operation will take a while. 

You can have two outcomes: 

OR

In case you find the first, there is an error, you have to repeat the operation from this screen (often it is necessary to repeat more than two times): 

If appears the second screen with the sentence "Restore terminato" you can move on. 
It means that we have now available all the data submitted in Intraweb from past months, concerning the Intrastat of Goods and Services.

3.4.2.4. I upload the data for goods in Intraweb

Log on in  and check if basic data has been customized and you have available all the information declared since year 2010, all months, for Purchases and Sales, for all italian companies in the scope of this procedure. If not, restore all data, as explained in reference step 3.4.2.3.
You are ready to import data from Goods Intrastat as soon you retrieve in SAP the SCAMBI.CEE file from SAP (see reference point 3.4.2.4.) 
We have to click on Anagrafica->Cambia obbligato 

By pushing the button "APRI" we will open the desired company, we have always to check the company name on the top of the Intraweb window.

Since the company you are working is already opened in Intraweb, to upload the data, select "importa->scambi.cee->file singolo": 

Then open the file "scambi.cee" you saved in drive H: inside folder "SCAMBICEE": 

In case you find no upload errors you'll get the following result: 

If you have upload errors, go to reference point 3.4.2.6. from this procedure.

To analyze the data uploaded, you have to open the right year/month you are working. You will see this options:

• For Purchases:

• For Sales:

Choose the proper option, according to the information you've uploaded and then select the month you are reporting: 

Once selected interested month, click on "Visualizza dettagli" on the right: 

On this screen: 

We will see 8 tabs after explained: 

There are 4 sections in Intraweb:

• Section I - for invoices of goods
• Section II - for credit notes and debit notes of goods
• Section III - for invoices of services
• Section IV - for credit notes and debit notes of services

To check Goods Intrastat data, we select only "section I" and "section II".
For each Section , you have two options: 

In "vista completa" you will see the complete list of invoices for goods declared in that month. 

If you select "vista singola" you can add new entries (invoices) for goods.

Above you find an example from an invoice declared in Section I (Goods). 
To insert manually an invoice in section I you need to fill:

• Partita Iva Partner: VAT number from the supplier/customer;
• Amm. Operazione: invoice total amount
• In Valuta: only to fill in case of non european currency (total amount in the foreign currency)
• Nat. Transazione: put always "1"
• Nom. Combinata: commodity code
• Massa Netta: net weight
• Unita Supplem: only mandatory for some commodity codes (if required, this line will be in error until you fill this information; often the additional unit of measure is the number of pieces and you find this information when opening invoice image in SAP).
• Val. Statistico: incoterms defined in the purchase/sale (if it is EXW, the statiscal value is calculated applying 105% (invoice amount*105%); for other incoterms we apply 95% (invoice amount*95%)). Below an example of incoterm, that is not EXW, so to be applied 95%:

• Cond. Consegna: open the options and select the one corresponding to invoice incoterms
• ModoTransporto: put "3" unless you have a different information in the invoice
• Paese Provenien: dispatch country
• Paese Origine: country of origin
• Prov. Destinazione: destination (region)

To declare Credit Notes for Goods (Section II), you can only declare Credit Notes related to invoices from previous months; so if you have a credit note related to an invoice from the current month, you should deduct this amount in the respective invoice, that would be present in Section I.
Hereunder an example of a credit note that has been declared in Section II: 

To declare Credit Notes for Goods (Section II), you declare the exact amount of the credit note with negative sign, put the reference month of the original invoice, "Nat. Transazione" is always "1", insert the commodity code and the statistical value.

3.4.2.5. I upload the data for services in Intraweb

Before uploading Services data in Intraweb, confirm if it has been created the template format in Intraweb (see reference point 3.4.2.2.) 
Open IT - Template Services Intrastat (confirm the file) already with blue cells filled, according to point 3.1.2 (for reference Purchases) and point 3.1.5 (for reference Sales).

Copy the data in blue cells and paste them to a new excel file. Pay attention to not include the negative amounts (credit notes). Keep them in IT - Template Services Intrastat, because you must include manually all credit notes in Intraweb ("sezione 4"). 

The file format to perform the upload is an excel file that has to be saved as "Excel 97-2003 Workbook", otherwise you'll get an error in Intraweb:

 . 

You have to do 2 uploads, one for the Purchases file and another for the Sales (see reference point 6.3 for additional info). 
For non-administrative companies, do them after you complete the upload of Goods, so you can integrate inside the sequential number already created when you uploaded the Goods:  (see reference point 3.4.2.5.1.) 
The only exception is for the administrative companies, that have no goods, only services – this is the case of company 0279. To do it you have to create this number in Intraweb as explained in reference point 3.4.2.5.2. 

3.4.2.5.1. I upload the Intraweb data for services - non-administrative companies

After saving the data as explained above, open Intraweb in the company you are working: 

  

Expand the folders on the left and click in the year/month you are reporting. 
Inside  if you are uploading Services – Purchases or inside  if you are declaring Services – Sales (in the example below, we will upload Services –Purchases in July/2014 for Solvay Chimica Italia): 

Select "Dettagli"/"Leggi da File": 

Select "sezione 3", which corresponds to services: 

Click ok:

After, pick up the file you saved before as "Excel 97-2003 Workbook" (click "Apri"): 

You'll have now Purchases or Sales uploaded, but only for "sezioni 3" - you integrated only the invoices: 

You have to run this steps twice, for Purchases and for Sales.

3.4.2.5.2. I upload the intraweb data for services – administrative companies

Open Intraweb in the administrative company you are working (0279 – Solvay S.A. – Italia; 5881 – SIS Italia SPA): 

These companies have no Intrastat for Goods, so to upload the data, the sequential number for the declaration is generated automatically in Intraweb tool based on the last number that has been used for Goods or Services. To create this new number, please click "Elenco" / "Nuovo": 

You will have this screen ("num. riferimento" is the sequential number provided by Intraweb) : 

Check if "num. riferimento" provided by the system is consistent with the register of all numbers used, that are archived and updated in Timetable document: 
Solvay Business Services - BO > TIMETABLE > R2R Italy Finland and Bulgaria Team > 2 - LOPs > ITALY > IT - INTRASTAT > PROGRESSIVE NUMBERS TO IMPORT 
If "num. riferimento" is ok, fill "Tipo Operazione". Choose "Acquisti/Servizi ricevuti" if you are uploading Purchases or "Cessioni/Servizi resi" if you are uploading Sales and select the reporting month. 

Click "conferma". 
Expand the folders on the left and click in the year you are reporting. 
Go inside  if you are uploading Services – Purchases or inside  if you are declaring Services – Sales. Click in the month you are reporting (in the example below, we will upload Services –Purchases in August/2014 for company 5881): 

Select "Dettagli"/"Leggi da File": 

Select "sezione 3", which corresponds to services: 

Click ok:

After, pick up the file you saved before as "Excel 97-2003 Workbook" (click "Apri"): 

You'll have now Purchases or Sales uploaded, but only for "sezioni 3" - you integrated only the invoices: 

You have to run this steps twice, for Purchases and for Sales.

3.4.2.5.3. I manage credit notes in Intraweb – services

All Credit Notes have to be manually included in Intraweb. Check the lines with negative amounts highlighted in yellow in IT - Template Services Intrastat 

Credit Notes in Intraweb for Services are integrated in  and can be inserted/modified through  
The amount to put in Section IV is the net amount between the original invoice declared in the past and the amount of the current credit note. 
We can have total credit notes (the amount of the credit note is equal to the invoice declared in the past) or partial credit notes (the amount of the credit note is less than the invoice declared in the past).
In case of total credit note, the net amount between invoice declared and credit note is zero, so the data you have to fill in section IV is only:

• "sezione doganale" – put always "055100"
• "year" – put the year of the referred invoice declared in the past
• "protocollo" – pick up the protocolo number archived in Timetable, based on the month/year of the referred invoice. Pay attention to pick up the correct protocol number, depending if we are declaring Sales-Services or Purchases-Services:

• "progressivo sez. III" – go to Intraweb inside the year/month where the referred invoice has been declared and take note of the the respective line number:

Below an example of a total credit note declared in section IV: 

In case of partial credit note, you have to declare the net amount between invoice declared and credit note. It is better to look in Intraweb the exact data declared in the past concerning the referred invoice so you can fill all the required fields in section IV to declare the present credit note. The data you have to fill in section IV is:

• "sezione doganale" – put always "055100"
• "year" – put the year of the referred invoice declared in the past
• "protocollo" – pick up the protocolo number archived in Timetable, based on the month/year of the referred invoice. Pay attention to pick up the correct protocol number , if we are declaring Sales-Services or Purchases-Services
• "progressivo sez. III" – go to Intraweb inside the year/month where the referred invoice has been declared and take note of the the respective line number
• "partita IVA partner" – VAT number
• "amm. operazione" – net amount between the original invoice and the credit note
• "nr. fattura" – SAP FI document number from the original invoice, the same declared in the past, in section III.
• "data fattura" – posting date of the original invoice, the same declared in the past, in section III.
• "codice servizio" – the same commodity code of the invoice declared in the past, in Intraweb – section III.
• "mod. erogazione" – I
• "mod. incasso" – B
• "paese pagamento" – country code of the payer.

Below an example of a partial credit note declared in section IV: 

For the data retrieved above to fill the credit note in section IV, we have to search in Intraweb, in section III, the complete information declared:

After inserting credit notes in section IV and all invoices in section III, check if all data is ok and consistent with VAT book. To perform this check, open Reconciliation VAT File and inside it open sheet "Sales services" or "Purchases services". Fill all linked sections, to check if amounts entered in Intraweb are correct and match VAT book.

3.4.2.6. I upload errors/modify data

3.4.2.6.1. I manage the upload errors

When Intrastat data is uploaded into Intraweb you can find some errors:

In case of errors not yet solved, the reporting month in Intraweb will have this status: 

To correct them click in  ,  , "sez I vista completa" (for goods) or "sez III vista completa" (for services). 
In Intraweb, the lines in error are highligted in red:

Double click in each line, to solve each error. 
Below some common errors that can be retrieved after Intrastat data upload:

• "E' richiesta l'unita supplementare" – for this error, besides the net weight, it is required an additional unit of measure. Check in the invoice or purchase order master data this information. Often, the additional measure is the number of pieces.

• "Nomenclatura Combinata: codice non valido" – the commodity code uploaded is wrong. We should search a similar code inside "nomenclature combinate" from Intraweb, with a general denomination "altri".

Example: wrong commodity code - 39019009. The commodity code to be used instead would be 39019090:

• "Paese Destinazione: codice non valido" – this happens recurrently for the transactions with Greece. In intraweb the outcome is "GR" like extracted from SAP but should be "EL" for "paese destinazione".

• "Partita Iva: codice non valido - dato fornito/ Natura Transazione: valori ammessi 1..9./ Il campo Nomenclatura Combinata e' obbligatorio./ Paese di destinazione: obbligatorio/ Provincia: obbligatorio" – all this errors combined are for San Marino operations (for the upload of Goods/Sales for company 0270 or company 0005).

Confirm if you are dealing with a San Marino transaction, by analyzing invoice image (VAT number starts with SM). 
If yes, you have only to fill San Marino VAT number and the total invoice amount: 

In the end, confirm if all upload errors have been corrected. You should have no  . 
You should find the reporting month with this status: 

3.4.2.6.2. I modify the uploaded data

There are some functionalities in Intraweb that you can take advantage when you are searching for data or when to modify or erase particular lines or even cancel the whole data. 
Hereunder we will explain how to:

• Search data
• Sort data
• Remove lines
• Delete/adjust an "Elenco" (= declaration)

To search data, enter in  or  , depending if you are checking Goods or Services, respectively. 
You'll find in the bottom several useful options: 

You can filter the data, by VAT number, for instance. 
Write the VAT number you need to filter in  and then click on  . 
To start a new search, before don't forget to click on  . 
You can also sort the data by column, by clicking in the column you want to sort. 
Below a print screen of data sorted by amount (click on  ): 

In case you need to duplicate one particular line, select the line you want to copy: 

Click on  , then  . 
The new line will appear in the last position of "vista completa". It will be also the last "progressivo number" in "vista singola". 
When using this option, you can use the information copied and then modify it according to your needs. 
To modify this line, double click in the line in "vista completa", or go to the last "progressivo number" in "vista singola": 

Particular lines, if needed, can be also be removed from Intraweb. 
To erase it, first select the line in "vista completa: 

Then click on  . The following message will appear: 

Click "Si" 
However, and for exceptional reasons, during the completion of the Intrastat you may need to delete some part or the entire declaration. 
If you have to delete ONLY one section you have to enter in the section, select all the lines and erase them. Deleting only one section you will not loose the "Elenco", the folder.
If you have to delete one "Elenco" you have to click with the right button on it (Ex M-07-102877-d) and then click on "Elimina". With this you will delete all the four sections and the folder.
If you are declaring a company with goods and services you have to upload the Intrastat goods again and then the services. Uploading the goods before, through VE08 outcome, we do not have to change the number of the declaration. 
If we are deleting an "Elenco" of a company with services only we have to track the number of the "Elenco" we are deleting because the system will consider this as used and will give you a new one when you will try to create a new "Elenco".
In this case we will use the number given by the system and we will use the number not used in the next company with the goods declaration, and consequently VE08 outcome.

3.4.2.7. I perform the final reconciliation Intraweb vs VAT

Since all Intrastat data has been uploaded in Intraweb, has been updated and corrected according to "check intra" and "VE08" analysis previously done, we have to validate if the amounts entered in Intraweb are consistent with VAT book. 

For Intrastat Services Purchases compare:

• VAT Register receivables (tax code KN+KD+KS) VS Intraweb (Section III - Section IV) 

For Intrastat Services Sales compare:

• VAT Register payables (tax code K9) VS Intraweb (Section III - Section IV) 

For Intrastat Goods Purchases compare:

• VAT Register receivables (tax code MB+ND+LU) VS Intraweb (Section I - Section II) 

For Intrastat Goods Sales compare:

• VAT Register payables (tax code V1+V3+M1) VS Intraweb (Section I - Section II)

(M1tax code used only for San Marino trades, for companies 0270, 1425 or 0005)

Register the amounts retrieved in all Intraweb sections vs VAT book in Reconciliation VAT Files.

There is one Reconciliation File per company and each file has 4 sheets:

• Sales Services
• Purchases Services
• Sales Goods
• Purchases Goods

Before sending the declaration to our external consultant, fill there all the required information to check the consistency between VAT and Intraweb data. 
All deltas should be all justified and detailed in Reconciliation VAT File. 
Normally are wrong documents posted by PtP , that we should ask for the correction in the month after. For the corrections performed in the month after we will find in the following month the same delta with an opposite sign. Only after all corrections done, deltas are solved in the reconciliation file. 
Every month we should check and track if corrections previously requested have been performed, to erase and solve as much as possible all differences. The final purpose is to have a clean overview of all pending actions that should not exist or be few by the year end.

3.4.2.8. I prepare and send Intrastat declaration

Since consistency between Intraweb data and VAT book has been retrieved and justified in Reconciliation VAT File, you can prepare and send, by email, Intrastat final data to our external consultant.
To send the final data, you need to:

1. Block the data, so no more modifications are allowed. For each company, you have to block the Sales and block Purchases, separately.
2. Save the Declaration Cover + Aggregated Data from Section I + Aggregated Data from Section II + Aggregated Data from Section III + Aggregated Data from Section IV
3. Create the final txt scambi.cee file with all data compiled (Sales and Purchases from Intrastat Goods and Services)

1. BLOCK DATA

Select the reporting month  , inside  to block Purchases or inside  to block Sales.
Then go to Menu "Elenco"/ "Approva/Sblocca Approva": 

In the next screen click "Si": 

You'll get the information: 

In this stage, the "elenco" you blocked will have this status  . 
Repeat the same, but selecting the "elenco" for Sales. 
In the end, Intrastat data from the month we are declaring will be blocked, with no modifications allowed. Also the lines will be grouped, based on common VAT number and commodity code: 

2. DECLARATION COVER+ALL SECTIONS AGGREGATED DATA

After completing point a) select the Purchases "elenco" and go to Menu "File"/"Stampa":

Flag all options: 

You can get some information messages. Click "Ok". 
Intraweb will generate a PDF file with all compiled information for Purchases (Goods and Services). 
Then, repeat the procedure for Sales to save the PDF compiled file for Sales. 
Save them like the examples below: 

Save with company code denomination (not company code number), identify if you are saving Purchases or Services, write "GS" to identify that you are saving Goods and Services data and insert the declaration month and year.

3. COMPILED SCAMBI.CEE FILE

First make sure that the folder SCAMBICEE you have in H: drive is empty: 

Go to Menu "Web"/"Invio per Dogane"/"Prepara Invio": 

After click "Ok" in the next screen: 

In the following window:

Click in " » " to generate a single SCAMBI.CEE file with Sales+Purchases data (Goods+Services): 

Click "Salva":

Write "01" in "progressivo invio" if it is the first declaration you are submitting in the day (if no, put the sequential number): 

Scambi.cee file is now saved in H: drive/ folder "SCAMBICEE". 
You can control if the scambi.cee file generated has no errors. 
To verify the scambi.cee file go to Menu Web/ "verifica scambi.cee: 

Select the folder where the file has been saved: 

Click "Apri" 
Confirm if no errors have been detected: 

Click "Esci". 
Rename scambi.cee file according to the below template: 
 
Save with company code denomination (not company code number), write "GS" to identify that you are saving Goods and Services data and insert the declaration month and year. Keep the format SCAMBI.cee. 
Since you saved already all the documents detailed in previous points a), b) and c), you can send them to our external consultant Maurizio Fedi (mauriziof@echiappe.it). Follow the below example (subject and text considered in the email). 
Check the last email sent in the month before for the italian company you are sending, to identify all the email receivers for each company. 

Send the emails with the 3 attachments to mauriziof@echiappe.it and put in copy RtR (change RtR) Country Team Leader, the respective Operator Specialists and our local contacts:

• For company 5835/0279/5881: 
  • paola.gagianesi@solvay.com 
  • tiziana.macchia@solvay.com
  • lorenzo.roncoroni@solvay.com

• For company 0270 and 0005/6070:
  • silvia.menegazzi@solvay.com
  • lisa.carocci@solvay.com
  • giampiero.paperini@solvay.com

• For company 5894:
  • giampiero.paperini@solvay.com
  • christian.camarra@solvay.com

• For company 5711:
  • nicoletta.costantini@solvay.com

After sending this email to Maurizio Fedi, expect his reply. He sends back the Covers for each company with the official Protocol Number.
Archive the Official Cover in PDF format that he sends back, inside company code folder and take note of Protocol Number.
Save Protocol Numbers (one for Sales and another for Purchases) for each company in file "Intrastat – Protocol Number_YYYY" stored in RtR BO Italy Timetable: 
 

3.4.2.9. I create a backup per company and a total backup

3.4.2.9.1. I create a backup per company

Intraweb data can be archived and saved separately, by company code. 
To do it, go to Menu "Utilita'"/"Archivi-Manutenzione"/"Backup"/"Soggetto Obbligato":

Select the desired company and click "Ok": 

Save it like the example below (with company code designation and backup data): 

3.4.2.9.2. I create a total backup

In order to activate this function we should select from the Menu "Utilita'"/"Archivi-Manutenzione"/"Backup"/"Totale": 

We should save it in a directory and name it properly.
Pay attention, we can restore data only with the right file name (not for instance when the name has this digits at the end: "_1"; it will not work).

3.4.2.10. I perform corrections on previous declarations submitted

It can happen that you want to add one or more lines in a declaration already submitted and sent to our external consultant. 
We can distinguish between two main types of correction. 
If you are still in time, before the 25th day of the month, you can create another "Elenco", pay attention at the number given by the system and write it down, and then declare it filling the only line missing. The earlier you will find these errors and communicate them to Fedi, the better it is. 
Potentially in Italy you can create and submit as many "Elenco" as the invoices are on time, the only problem is to track all the information sent to the government. Ideally we submit only one declaration per month for each company. 
If you want to declare one item after the deadline (25th day of the month), you have to consider one important element: the presence of transactions with this entity (supplier or customer) in the month of the missing invoice or CN.
If there are goods' movements declared with this supplier or customer in the month of the missing document, we just need to add a correction in Section 2 of the current month as we are declaring a CN or an invoice. This because the only constraint we have to insert lines in section two, is the presence of the VAT number of the supplier or customer in the month of the missing line.
If there are no goods' movements in the month of the missing line we have to create a new "Elenco" and declaration with reference to the past. 

3.5. I perform RCS procedure specificities

Procedure in WP1 follows the same Intrastat Italian rules in as in PF1.
The "Intraweb tool" is also using the same steps as in PF1 (see point 3.4. (confirm the section) of this procedure) 
As we are using different systems, the only change is in the SAP data extraction where in WP1 some transactions are not available and we retrieve in different way.

3.5.1. I extract and analyse the data

3.5.1.1. I extract and upload the service data

For Services we don't have a specific transaction yet in WP1 to retrieve the information as PF1.
We need to go to the VAT transaction to have the Intrastat invoices posted with the Intra tax code.

3.5.1.1.1. I extract the INTRASTAT service purchase

• Go to VAT transaction ZWFA97A and use variant "ITALIA_VEN_CEE"

Change the Posting date period for the month, change the Tax code correspondent and Execute: 

• Fill in the Template file Services-Intrastat Analysis MM.20YY for analysis. (confirm the file)

For Service import we copy the information retrieved with tax code SS (Until column L) and past it in sheet "Service Import for Intraweb" 
Note: Column M & N should not be deleted, contains formulas that will retrieve information in sheet "Service Codes Database"
If you find a new service supplier you need to update the sheet with it. 
Analyze the Credit notes and see if they should be included or not in Intrastat declaration depending on the situation.

3.5.1.1.2. I extract the INTRASTAT service sales

For Service Export the step is the same as described above.

• Go to transaction ZWFA97A and use variant "ITALIA_VEN_CEE", change the posting period and select Tax code 8D

Note: We usually don't have many invoices and customers are recurrent. Depending on the type of service we use the following Commodities Codes:

3.5.1.1.3. I perform the service data analysis

• Copy the information to sheet: "Services Export for Intraweb" and analyse the credit notes and if some document should be excluded from Intrastat declaration.

Same procedure as PF1 (see point 3.3. (please confirm the point) of procedure).

3.5.1.2. I extract and upload the goods data

3.5.1.2.1. I extract the INTRASTAT goods purchase

Template 8090-Intrastat Import analysis MM.20YY  will be used to analyze the information.

1) Go to VAT transaction ZWFA97A select import variant "ITALIA_ACQ_CEE"

Purchase Goods Tax Code: SN

2) Copy the information to sheet "ZWFA97A"

ZWFA97A retrieves the VAT information (it will pick up the FI side – invoices posted with goods import tax code)

3) Go to Transaction VEFU select import variant "IT_INTRA_8090I" and copy the Information to sheet "VEFU"

VEFU allow us to add or delete information and to correct intrastat errors.

4) Go to Transaction VE08, variant: "IT-8090-IMP" change Reporting Month and Reporting year and copy the information to sheet "VE08"

VE08 retrieves intrastat information (it will pick up the MM side – Good Receipts/Purchase Orders posted with goods import tax code)
See step 3.3.2.2. of this procedure (confirm the point)

5) Go to Transaction Z1F_CHECK_INTRASTAT, variant: "IT-INTRA8090-I" change Reporting Month and Reporting year and copy the information to sheet "Z1F_CHECK_INTRASTAT"

3.5.1.2.2. I extract the INTRASTAT goods sales

Template 8090-Intrastat Export analysis MM.20YY  will be used to analyze the information.

1) Go to VAT transaction ZWFA97A select import variant "ITALIA_VEN_CEE"

Sales Goods Tax Code: 1H

2) Copy the information to sheet "ZWFA97A"

ZWFA97A retrieves the VAT information (it will pick up the FI side – invoices posted with goods import tax code)

3) Go to Transaction VEFU select import variant "IT_INTRA_8090E" and copy the Information to sheet "VEFU"

VEFU allow us to add or delete information and to correct intrastat errors.

4) Go to Transaction VE08, variant: "IT-8090-EXP" change Reporting Month and Reporting year and copy the information to sheet "VE08"

VE08 retrieves intrastat information (it will pick up the MM side – Good Receipts/Purchase Orders posted with goods import tax code)
See step 3.3.2.2. (confirm the section) of this procedure

5) Go to Transaction Z1F_CHECK_INTRASTAT, variant: "IT-INTRA8090-E" change Reporting Month and Reporting year and copy the information to sheet "Z1F_CHECK_INTRASTAT"

3.5.1.2.3. I perform the goods data analysis

Z1F_CHECK_INTRASTAT retrieves the information between FI and MM (VAT transaction against VE08) 
We use this to perform the Import data analysis before Intraweb upload.
We check 1st the items with Errors: 

E.g.

At the end the information in VE08 should be the same as the information in VAT where the difference should be justified and declared why is not to be or to be included.
See step 3.3.2.2. (confirm the section) of this procedure explaining different types of situations.

3.5.2. I upload the data in Intraweb

3.5.2.1. I upload the data for goods in Intraweb

Step 3.4.2.4. for Goods - procedure for Goods preparation and upload is the same.

3.5.2.2. I upload the data for services in Intraweb

As we don't have automatic transaction that retrieves the Intrastat in txt or excel format we use the information from the VAT transaction.

1. Service Import

• • Attach to this procedure you can find a template for Service import excel upload.

2. Service Export

• • Attach to this procedure you can find a template for Service export excel upload.

The upload in Intraweb is performed as PF1 (procedure step 3.4.2.4.) 

End of document.