Reporting Trade Statistics

Outcome

• You know that only up-to-date and correct trade statistics transactions are included in the company's Intrastat and Extrastat reports.
• The reports are submitted to the national statistical authority.
• Reported Intrastat and Extrastat transactions have status 90 and have a tax declaration number in 'Trade Statistics. Open' (TXS300) that indicates the report in which they are included.

Intrastat and Extrastat transactions are updated with correct values in the table for trade statistics transactions, CSYECT.

Before you start

The functions for trade statistics are enabled, as described in Setup of M3 Trade Statistics.

Follow these steps

1. Create trade statistics transactions.

   M3 automatically creates Intrastat and Extrastat transactions when customer orders, service orders, and purchase orders are invoiced. Intrastat and Extrastat transactions for distribution orders are created directly at goods receipt.

   Note: Intrastat and Extrastat transactions are always created when orders are invoiced in M3, except for distribution orders. This is true even when reporting is based on goods movements instead of the invoices, as defined on 'Settings – Trade Statistics' (CRS726/G). Extrastat transactions are always created if one party is in a country that has alternative 1 (Extrastat) selected in the 'Create Intrastat or Extrastat' field in 'Country. Open' (CRS045) and the other party is in a country that has alternative 1 (Intrastat) or 2 (Extrastat) selected in the same field.

   Intrastat transactions are created for services when the functionality for Intrastat reporting on services is activated, see Setup of M3 Trade Statistics. Intrastat on service transactions are automatically created for customer orders and purchase orders, and are indicated by report type 20 (normal transaction) or 21 (adjusted transaction) in (TXS300). Goods transactions are equivalently indicated by report type 10 or 11. Report type is an optional selection criterion when reporting in (CRS600).

   For information on how to manually trigger the generation of transactions for goods not invoiced, see below.

   All transactions are stored in the CSYECT table and are displayed for editing per category or information type in (TXS300). EU sales report is based exclusively on VAT transactions and VAT-generating transactions in the general ledger. See Report EU Sales. EU sales transactions will still be created in the CSYECT table during invoicing and will be displayed in 'Trade Statistics. Display Transactions' (TXS300), as before, to facilitate the transition to the new routine, although they will no longer be used for the EU sales report.

   These programs are used to create trade statistics transactions:

   • Generation of Intrastat and Extrastat dispatch transactions for goods delivered, not invoiced (GDNI) in 'Intrastat. Process Customer Orders' (TXS330).
   • Generation of Intrastat and Extrastat dispatch transactions for direct delivery, adjustment orders, and service transactions in 'Trade Statistics. Calculate' (OIS686). These types of customer orders have no inventory transactions and are therefore not included in (TXS330). This activity is performed automatically during customer order invoicing, as defined on 'Settings – Customer Order Invoicing' (CRS722/E).
   • Generation of Intrastat and Extrastat arrival transactions for goods and services received, not invoiced (GRNI) in 'Intrastat. Process Purchase Orders' (TXS340).
   • Generation of Intrastat and Extrastat dispatch and arrival transactions for goods receipts based on distribution orders in programs such as 'Goods Receipt DO/RO. Open Toolbox' (MWS442). Note that transactions can also be created automatically, as defined for the distribution order type.
   • Generation of Intrastat dispatch transactions for goods delivery (not services) as part of service orders in 'SO Invoice. Print' (SOS180).

   You can also manually:

   • Enter, adjust, or delete trade statistics transactions in 'Trade Statistics. Open' (TXS300).
   • Create arrival transactions based on supplier invoices, not based on a purchase order, on 'Supplier Invoice. Record' (APS100/F).
   • Create dispatch transactions based on customer invoices that are created manually and are not based on a previous order on 'Customer Invoice. Enter' (ARS100/F) and 'Customer Invoice. Enter Manual' (ARS120/H).

2. Recreate or add transactions.

   Run a set of recalculation programs just before reporting as part of the company's periodic routines. Depending on your selection, the recalculation either recreates all transactions and updates the transaction values or adds transactions for goods and services that are not invoiced.

   When recreating transactions, each existing transaction not previously reported is deleted and recreated with updated values. The recreation is required for countries, such as Belgium and Italy, which base their trade statistics on the invoice instead of goods movements to populate the transactions with voucher number and accounting date. It is also useful when you detect transactions with incorrect values in (TXS300). Causes for incorrect values are usually derived from basic trade statistics data that was set up incorrectly or invoicing process that was interrupted before completion.

   When you add transactions, any transaction for goods or services that is not invoiced is also added. This procedure is required for countries that base their trade statistics on goods movements.

   Both scenarios update transactions with voucher number and accounting date. (Intrastat and Extrastat transactions are created in M3 before the actual voucher is created and are therefore not automatically updated with voucher details. Although voucher details are not required, they are not included in any reports and are useful in your internal reconciliation.)

   Use these programs:

   • To recalculate and recreate dispatch transactions for goods delivered, not invoiced, GDNI (transaction types 30 and 31): (TXS330)
   • To recalculate and recreate dispatch transactions for direct delivery, adjustment orders, and services in 'Trade Statistics. Calculate' (OIS686): See above.
   • To recalculate and recreate arrival transactions for goods and services received, not invoiced (GRNI): (TXS340)
   • To recreate incorrect dispatch and arrival transactions for distribution orders (transaction types 20 to 25): 'Intrastat. Process Distribution Order' (TXS350).
   • To create dispatch and arrival transactions in 'Internal Invoice. Create' (MFS100). This program also updates transactions for internal customers or suppliers in (TXS300) with the internal invoice number.

3. Verify transactions.

   1. Select transactions to verify.

   2. Review Intrastat and Extrastat transactions for each information type in (TXS300). The information types are 1 (Intrastat arrival transactions), 2 (Intrastat dispatch transactions), 4 (Extrastat arrival transactions), and 5 (Extrastat dispatch transactions).

      A set of information views enables you to list transactions from different perspectives such as customer or supplier, order category and order number, country, customs statistical number (used as commodity codes), and status. The status indicates how the transaction was created and whether it was already reported. Sorting order 8 allows you to review all transactions created for each order, and in which divisions they were created.

   3. For a better overview, you can print the relevant reports in 'Trade Statistics. Print' (CRS600) without updating the transactions. See activity 5.

   4. Review the source of trade statistics transactions.

      To facilitate the reconciliation, use these options:

      • Review the stock transaction from which the Intrastat or Extrastat is based: Select option 12='Display source' to display 'Stock Transaction. Display History' (MWS070/E).
      • Review the voucher for a trade statistics transaction: Select information view 6 and then option 13='Display voucher' to display 'Voucher. Display' (GLS200). From there, you can scroll down to review the voucher line details. This option requires that the transaction is updated with the voucher number, as described above.
      • Review the internal invoice for a transaction with an internal customer or supplier: Select option 14='Internal invoice' to display 'Internal Transfer. Display between Divisions' (MFS200).

   5. Perform troubleshooting.

      If you expect a trade statistics transaction to be created and it is not, use this simple checklist to ensure that the basic data or the process is correctly managed:

      • Determine which transactions must be created based on the description in Trade Statistics Scenarios within the European Union.
      • Check that each setup task was done, as described in Setup of M3 Trade Statistics.
      • Verify that the country of the selling division on 'Company. Connect Division' (MNS100/E) is an EU member state. The default warehouse selected for the division in (MNS100) should be the same country as the division since this warehouse is used for internal invoice transactions.
      • Verify that the country of the delivery point (often the customer record or delivery address) is identified as an EU member state in 'Country. Open' (CRS045).
      • Verify that the country of the supplier is an EU member state.
      • Verify that the two countries involved in the trade of goods are different.
      • Verify that the country of the warehouse is an EU member state.
      • Verify that a VAT registration number is entered for the customer, the customer's delivery address and in each warehouse involved, including the default warehouse selected for the division in (MNS100).

4. Adjust transactions.

   If you notice any incorrect transactions, correct or add values directly to a specific transaction in (TXS300). You can also manually create transactions in the same program, as mentioned above.

   If you notice an incorrect transaction that was already reported and consequently has status 90, select option Change for the transaction. A transaction that offsets the old transaction is then automatically created in the background, and a new transaction is created with a new sequence number for which you can enter the correct values.

5. Create additional country-specific values.

   Before printing the report for electronic reporting (see step 6 for report layouts to use), open (TXS035) and verify that any additional country-specific values to include in the report header are correct and complete. As the legal requirements for the reporting differ between the EU member states, the fields may need to include information unique to the specific country requirements in the report header (see the configuration guide for the message for fields required).

   If an alternative address is defined using additional field 505, the address information will be retrieved from the internal customer or from the address type and number of the internal customer when the report header is created. The values for address type and number are specified as optional information in additional field 506. If an alternative address is not defined, the address information is retrieved from the division in (MNS100).

6. Print reports.

   You can print several standard reports in 'Trade Statistics. Print' (CRS600). Since reporting requirements differ from country to country, your country most likely has one or more unique reports as local modifications of M3. For example, the Netherlands has an electronic Extrastat report as part of a local modification. The most commonly used reports in standard M3, the ones based on report layouts 21 and 31 (Intrastat arrivals) and 22 and 32 (Intrastat dispatches), are also available in electronic format.

   When you print reports, you can select which transactions to include based on these ranges: status, invoice date, accounting date, planned delivery date, ISO country code, internal VAT declaration number, and report type. The internal VAT declaration number defines to whom you create the report for, normally the selling division. You can also update the transactions included so that they receive status 90 (Reported) in (TXS300), a status that blocks them from being included in another report.

   The report is automatically assigned a tax declaration number. You can use this number to reprint previously created reports in (CRS600) or to display Intrastat or Extrastat transactions in (TXS300) with sorting order 7.

7. Submit reports.

   Trade statistics reports are usually submitted to your national statistical authority every month. The media to use for reporting is defined for each country.

8. Delete reported transactions. (optional)

   You can delete reported transactions in (TXS300) after the time stipulated by the national statistical authority. For example, in Sweden, you are expected to save Intrastat transactions at least one year after reporting.

   Note that if you change the settings that affect which transactions are created in which divisions on 'Settings – Trade Statistics' (CRS726/G), the transactions must be deleted manually before they can be recreated in the programs listed under activity 2.

   You can reprint previously created reports based on the tax declaration number in (CRS600) as long as the transactions are not deleted.