FAQ – Intrastat

You can read more about Intrastat in Monitor ERP here.

Why cannot load the list in the Intrastat import procedure?

If it is not possible to load the list, it might be because settings are missing. If that is the case, you will see a text under Settings letting you know which settings are missing and in which procedure you can adjust them.

I have a warning in the Intrastat import procedure, what do I need to do?

Under this tab you can see the following warnings:

Warning	When does this warning appear?	Action
CN code is missing	This warning appears if the country code is within EU but the CN code is missing (this does not apply to services). Row type 2 and sub-parts for fictitious parts are excluded from this check. The check is made for all order types.	If these parts are to be included in the Intrastat Intrastat is the system which gathers statistics relating to trade in products within the European Union. Gathering of Intrastat statistics is handled in the same way by all EU member states. report, you must enter a CN code for the parts in the Part register.
Weight is missing	This warning appears if the country code is within EU and a CN code exists, but no weight has been entered even though the CN code is configured to report weight. This check also includes row type 2 and services. The check is made for all order types.	Enter a weight for the parts in the Part register.
Delivery outside the EU (simple VAT handling)	In this case, the record is included in the VAT report as trade in goods (EU), but is missing in the Intrastat report. This check only applies to invoices (not stock orders)	If the record should be included in the Intrastat report, the country must be changed on the supplier invoice. Use the link to go to the Register supplier invoice procedure and change the country. If the record is not to be reported as EU trade, the invoice must be posted again so it will not be included in the VAT report as EU trade.
Delivery outside the EU (advanced VAT handling)	In this case, the record is included in the VAT report as trade in goods (EU), but is missing in the Intrastat report. This check only applies to invoices (not stock orders)	If the record should be included in the Intrastat report, the country must be changed on the supplier invoice. Use the link to go to the Register supplier invoice procedure and change the country. If the record is not to be reported as EU trade, the invoice must be posted again so it will not be included in the VAT report as EU trade.
Account does not concern trade in goods EU (simple VAT handling)	This warning appears if the country on the delivery is within EU, but the account on which you have recorded this does not refer to trade in goods EU (according to the same logic described above).	If the record is not to be reported in the Intrastat, the country on the invoice must be amended. Use the link to go to the Register supplier invoice procedure and change the country on the invoice. If the record is to be reported as EU trade, the invoice must be posted again so it will be included in the VAT report as EU trade.
VAT code does not concern trade in goods (EU) (check for advanced VAT processing)	This warning appears if the country on the delivery is within EU, but the VAT code on the invoice row does not refer to trade in goods EU. This check only applies to invoices (not stock orders)	If the record is not to be reported in the Intrastat, the country on the invoice must be amended. Use the link to go to the Register supplier invoice procedure and change the country on the invoice. If the record is to be reported as EU trade, the invoice must be posted again so it will be included in the VAT report as EU trade.
The part is missing reporting unit	A warning appears if the CN code is set to report another quantity, but the unit in question is not registered for the part in the part register. Then it will not be included in the Intrastat report. The country must also be an EU country for the check to be activated. The check is made for all order types.	If the records are to be reported you must register a valid unit for the parts in the part register. (It is enough that it is registered as an alternate unit with the correct conversion factor.)
The transport mode is invalid	This warning appears if the transport mode is invalid for the delivery method.	Select a transport mode for the delivery method under the Delivery method tab in the Terms procedure.

In certain cases, multiple warnings can be displayed for the same record (for example, if both weight and CN code are missing).

Please note! You can print a list of warnings by using the button Print/Send (Ctrl + P).

I have a warning in the Intrastat export procedure, what do I need to do?

Under this tab you can see the following warnings:

Warning	When does this warning appear?	Action
CN code is missing	This warning appears if the country code in a delivery address or the country code for the warehouse is within the EU, but the CN code is missing (does not apply to services). The check is made for all order types (including stock orders and subcontracts).	If these parts are to be included in the Intrastat report, you must enter a CN code for the parts in the Part register.
Weight is missing	This warning appears if the country code in a delivery address or the country code for the warehouse is a country within the EU, and a CN code exists, but no weight has been entered even though the CN code is configured to report weight. This check is also made for row type 2 and services. In this case, the record will be shown in the Intrastat report, however, the weight may be incorrect.	Enter weight for the parts in the Part register or Subcontract parts procedures.
The delivery is outside the EU (simple VAT handling)	This warning is shown if you report the delivery as trade in goods (EU) in the VAT report, but the delivery has not been sent to the EU. This check only applies to invoices (not stock orders or subcontracts).	If the record should be included in the Intrastat report, the country must be changed on the delivery address. Use the link to go to the Update accounts receivable or Register supplier invoice procedures, and change the country on the invoice. If the record should not be reported as EU trading, the invoice must be posted again so it will not be included in the VAT report as EU trading.
The delivery is outside the EU (advanced VAT handling)	This warning is shown if you report the delivery as trade in goods (EU) in the VAT report, but the delivery has not been sent to the EU. In this case, the record is included in the VAT report as trade in goods (EU), but is missing in the Intrastat report. This check only applies to invoices (not stock orders or subcontracts).	If the record should be included in the Intrastat report, the country must be changed on the delivery address. Use the link to go to the procedure Register invoice directly and change the country in the delivery address. If the record should not be reported as EU trading, the invoice must be posted again so it will not be included in the VAT report as EU trading.
Account does not concern trade in goods (EU) (check for simple VAT processing)	This warning appears if the country on the delivery is within EU, but the account on which you recorded it, does not refer to trade in goods EU. In that case, the record will be shown in the Intrastat report, but is not booked as trade in goods (EU) in the VAT report. This check only applies to invoices (not stock orders or subcontracts).	If the record is not to be reported in Intrastat the country on the invoice must be amended. Use the link to go to the Update accounts receivable or Register supplier invoice procedures, and change the country on the invoice. If the record should be reported as EU trading, the invoice must be posted again so it will be included in the VAT report as EU trading.
VAT code does not concern trade in goods (EU) (check for advanced VAT processing)	This warning is shown if the country on the delivery is within EU, but the VAT code on the invoice row does not refer to trade in goods EU (according to the same logic described above). In this case, the record will be shown in the Intrastat report, but is not recorded as trade in goods (EU) in the VAT report. This check only applies to invoices (not stock orders or subcontracts). This check is only made if the VAT report loads the VAT code from the general ledger transaction.	If the record is not to be reported in Intrastat the country on the invoice must be amended. Use the link to go to the Update accounts receivable or Register supplier invoice procedures, and change the country on the invoice. If the record should be reported as EU trading, the invoice must be posted again so it will be included in the VAT report as EU trading.
The part is missing reporting unit	A warning appears if the CN code is set to report another quantity, but the unit in question is not registered for the part in the part register. The check is made for all order types. In this case, the goods will not be included in the Intrastat report.	If the records are to be reported you must register a valid unit for the parts in the part register. (It is enough that it is registered as an alternate unit with the correct conversion factor.)
The transport mode is invalid	This warning appears if the transport mode is invalid for the delivery method.	Select a transport mode for the delivery method under the Delivery method tab in the Terms procedure.
VAT registration number is missing	This warning appears if the VAT registration number is missing for the customer.	Enter VAT registration number for the customer in the Customer register.

In certain cases, multiple warnings can be displayed for the same record (for example, if both weight and CN code are missing).

Please note! You can print a list of warnings by using the Print/Send button (Ctrl + P).

Why aren’t my records visible in Intrastat import?

To include records in the Intrastat report, the following basic requirements apply:

The country in which the delivery address is located must be in the EU
The part must have a CN code entered in the Part register.
Transport mode stated for delivery method
VAT registration number

Why aren’t my records visible in Intrastat export?

In order to include values in the report, the following is required:

The part must have a CN code that is configured to be reported in the Intrastat report.
The country in the delivery address must be within EU. Your own country will not be taken into consideration. Please remember that your country is loaded from the delivery address for the selected warehouse. That is, if you are logged in to a warehouse in Denmark (DK), then data will be loaded from all EU countries except for Denmark (DK).
Country of origin
The transport mode must be selected under the Delivery method tab in the Terms procedure. Transport mode is used in the Intrastat report.
Code for delivery terms

What is the difference between the Intrastat report and the EC sales list?

In the Intrastat report, the CN code and volume (e.g. weight) are reported. The EC sales list does not contain information about the type of goods that have been sold (CN code) and how much (volume).

What can differ between the Intrastat report and the VAT declaration boxes for the EU sales/purchases?

In some cases, more data is reported in Intrastat than is filed in the VAT declaration boxes for EU sales/purchase:

Goods delivery before or after wage processing
Products supplied without invoice (or zero invoice)
Products bought from/sold to a private customer