The Intrastat overview in Uniconta is used to report information on trade in goods between EU countries on a monthly basis. The Intrastat overview can be found under
Economy/Reports/VAT reporting/Intrastat.
The Intrastat records include information on the volume, weight and value of the movement of goods.
Intrastat video
Video / Intrastat
Setting up intrastat
Before the intrastat overview can be used, the following setup must be done:
- Under Company/Maintenance/Preferences , check the Size setup box.
- The tariff number must be filled in on the individual items or on the item groups. Read more below.
- Country of origin must be filled in on the individual items or on the product groups. Read more below.
- Supplementary units may need to be filled in. Read more below
- Weight or Net weight must be filled in for each item. Read more below.
- CVR no. and country must be filled in for all customers in the EU in the Debtor file under Debtor/Debtor.
Note! In the case of sales to private customers in the EU, where sales are made according to the special MOSS (VAT-ONE-STOP-SHOP) rules, sales to these debtors must be reported to Intrastat with VAT number: QV9999999999999999
- CVR no. and country must be filled in for all suppliers in the EU in the Accounts Payable file under Creditor/Creditor
- Intrastat is only reported for goods, not services.
Tariff number (Item codes)
Goods that are traded between EU countries must have an EU commodity code filled in the Uniconta Tariff number field, as Intrastat reporting is done at commodity code level (Tariff number level). The commodity codes for Intrastat are 8 digits.
The official codes can be found at Statistics Denmark via this link:
http://www.dst.dk/da/Indberet/oplysningssider/intrastat/udenrigsoekonomi
The tariff number can also be specified on the product group under
Lager/Maintenance/Product groups as shown below. This value will be used if no tariff number is specified on the item itself. If the same tariff number is used for several/many items, this may be easier to set up.
Country of origin
Note: Country of origin should only be used if Direction=Export.
Enter the country where the goods were manufactured. If the production has taken place in two or more countries, enter the country where the last actual processing took place. For further information, please refer to the guidelines at Statistics Denmark.
The country of origin can either be an EU country or a non-EU country.
If the country of origin cannot be determined, the column 'Country of origin (unknown)' is filled in manually with either EU country or Third country in the Intrastat overview before the Intrastat information file is created.
It is not required to state the country of origin unless your company belongs to Export Group 1.
Supplementary devices
For some commodity codes, supplementary units must be specified. For example, a product that is sold in Uniconta in pieces, but in the reporting to Intrastat must be specified in the supplementary unit liters, quantity or similar.
It is not a requirement to disclose supplementary units unless your company belongs to Export Group 1.
Weight
The net weight of the product must be reported if your company belongs to Export group 1.
Note: If the
Net weight field is filled in, use this value otherwise use the value in the
Weight field.
The
Weight or
Net weight field must then be filled in on the product card.
Note! The
Weight/Net weight field is only shown on the item card if the
Size setup field is checked under
Company/Maintenance/Preferences.
Reporting to Intrastat must be in whole kilograms. It may therefore be necessary to convert the weight if it is not reported in kilograms.
The following weight units are currently available in Uniconta Kg, Gram and Milligram. In the Intrastat overview in Uniconta, the weight will be converted to whole kilograms if the unit of measure of the goods is specified in one of these units.
If the item's unit is not specified in a weight unit, the system will assume that the weight unit is kilograms. In the example below, the item's unit is specified in Pcs. Here the weight will be registered as 25 Kg.
For all tariff items (commodity codes) where additional units must be declared, the declaration of net weight is optional. The weight of the packaging should not be included. You can check if the weight declaration is optional at
www.dst.dk/varekoder
If the item weighs less than one kilogram, it will automatically be rounded up to 1 kilogram.
Dan records for intrastat
The information for the Intrastat overview in Uniconta is primarily retrieved from the debtor and creditor invoice journals. Selected information such as weight/net weight is retrieved from the goods register.
Once the necessary setup is complete (see description above), simply create purchase and sales invoices via the Accounts Receivable/Payable modules and use your goods from the inventory on the invoices, and the basis for Intrastat reporting is created automatically.
Please note! Sales to private individuals in the EU made according to the new MOSS rules as of July 1, 2021, must also be included in Intrastat. These private individuals do not have a CVR number, but it is a requirement in Intrastat that all information is linked to a CVR number. Therefore, the
CVR no. (file) field must be filled in with CVR no. QV99999999999999999999 before the information is read out to Intrastat.
Note! Import movements must be reported without CVR no., which is why the
CVR no. and
CVR no. (file) fields are not filled in with the CVR number from the vendor file, on the intrastat entries with direction = Import.
Output intrastat information to a file
- Open the Intrastat overview under Finances/Reports/VAT reporting/Intrastat
- Select the desired period in the From date and To date fields . It is possible to report for multiple periods at once.
- Check the Import and/or Export boxes depending on what you need to report.
- Select 'Export Group 2' if your company is only covered by the reporting requirements in Group 2.
(For Group 2 companies it is not a requirement to report country of origin, tariff numbers, weight and supplementary units)
- Check 'Check CVR no. (VIES)' if you want all VAT numbers to be validated for VAT purposes. Controllers
- Select the Search button to search the data for the selected period
- Select the Check button to check the data. If errors are found during the check. check, the errors are displayed in the System information field
- Correct any errors and select the Check button again.
- Select the Compress button to compress the data. This must be done before the data can be read out.
If errors are detected during the check. check, the errors are displayed in the System information field
- Select the Create file button . The records are output in Multi Excel format. The file is saved in a folder on the local PC and named according to your choice. It is possible to edit the Excel file before uploading the file.
Note! Invoice lines without invoice amounts are not included in the intrastat overview and in the file, as these should not be reported according to Statistics Denmark.
- The file can then be uploaded to Statistics Denmark via the program IDEP.web.
Log in to IDEP.web with Nem-id. Select Data import and the import format Multi Excel.
Check CVR number via VIES
It is optional whether you want to validate the CVR number against VIES
(VAT Information Exchange System).
If you have many transactions, it can take a very long time to validate. However, the validation is cached locally, which means that the same CVR number is only validated once.
If you choose not to validate via VIES, you can of course risk that Statistics Denmark will fail to load the data.
By default, no 'tick' is placed in the field.
Note: The report is automatically validated when compressing and before the file is output.
The fields on the Intrastat overview
| Field name |
Field Description |
| Date |
This column contains the date of the inventory entry. |
| Period of time |
This column indicates the period in year/month format. |
| Direction |
Indicates the direction of movement of the goods (Import or Export). |
| Group of products |
By default, this field is filled with 'Export Group 1'.
The value can be changed manually to 'Export Group 2'.
Companies in group 2 may report a simplified Intrastat declaration. For group 2 companies, there is no requirement to fill in commodity codes/tariff codes, country of origin, weight and supplementary unit. |
| Field transfer type (Transaction type) |
There are a number of different transaction types, but the typical ones will be 11 and 21.
Uniconta will therefore pre-fill with the codes 11 and 21, but you can manually enter other types.
Transaction type '11' = General purchase and sale within the EU (Sale/Purchase)
Transaction type '21' = Return shipment of goods (Credit note/ Return item) |
| Account |
The debtor or creditor account number. |
| Account name |
Name of the debtor or creditor. |
| CVR no. |
For direction = Export, the VAT number of the goods recipient is shown in this field.
The field is mandatory from January 2022. The field must contain the VAT number of the company that physically receives the goods in the country specified as the partner country.The information is retrieved from the debtor.For direction = Import, the CVR no. is not used, as the CVR no. does not have to be provided to Intrastat on import movements. The field is automatically filled in with CVR no.: QV999999999999999999. As the CVR no. does not have to be reported to Intrastat on import movements, the CVR no. field is not filled in on import movements. |
| CVR no. (file) |
CVR number read out in the file to be reported to Statistics Denmark.
It is possible to manually correct/enter a CVR number in this field. Please note! In the case of sales to private customers in the EU, where sales are made according to the special MOSS (VAT-ONE-STOP-SHOP) rules, sales to these debtors must be reported to Intrastat with VAT number: QV9999999999999999. This VAT number can be entered in this field when reporting to Intrastat. For direction = Import, the CVR no. is not used, as the CVR no. should not be reported to Intrastat on import movements. The field is automatically filled in with CVR no.: QV999999999999999999. As the CVR no. does not need to be reported to Intrastat on import movements, the CVR no (file) field is not filled in on import movements. Swedish debtors' CVR number is automatically changed to end on 01 in this field if the length of the CVR number is 10, so that EU sales without the VAT file are accepted when uploading to SKAT. If you have ticked 'Check CVR no (VIES)', the CVR number in this column will be validated against VIES. |
| CVR no. (VIES) |
This is the value that will be validated via VIES. VIES does not accept country code as prefix |
| Country of destination |
Enter the country code for the country of dispatch for imports and the country of destination for exports.
Import: Information is retrieved from the vendor
Export: Information is retrieved from the debtor, if the delivery country is filled in, this is used. |
| Item |
The item number of the posting. |
| Item name |
Item name |
| Tariff number |
The tariff numbers (item codes) are retrieved from the setup on the item or on the item's item group.
See description above in the section on tariff numbers. |
| Country of origin |
The column is only shown if Direction = Export. There is no requirement to specify Origin on Import.
Country of origin is taken from the setup on the item or item group.
Country of origin is mandatory from January 2022 if your company belongs to "Export Group 1". |
| Country of origin (unknown) |
The column is only shown if Direction = Export. There is no requirement to specify Origin on Import.
Country of origin (unknown) is filled in if the exact country of origin is not known. Depending on where it is considered most likely that the product originates from, enter the following:
'EU country' for undisclosed EU country.
'Third country' for undisclosed third country |
| Weight/piece |
The value of the item in the Weight/Net weight field on the product card. The weight of the item must be the net weight per unit in kilograms.
If the weight of goods is missing in the intrastat overview, fill in the Weight/Net weight field on the item in the item record and update/search data again in the intrastat overview. |
| Supplementary units/piece |
The value of the item in the Supplementary units field on the item card. |
| Quantity |
Number of units of the item in the record |
| Weight |
The total net weight of the item in the entry.
The value is calculated when updating the intrastat entry. updating the Intrastat entry on the basis of the net weight specified in the item record, i.e. the value is calculated as Weight/piece * Quantity.Version-92 Note! It is not a requirement to specify weight if your company belongs to "Export group 2". |
| Supplementary devices |
For a number of commodity codes, it is a requirement that a supplementary unit is specified.
See description above in the section Supplementary units. Supplementary unit is retrieved from the product table or can be entered manually in the Intrastat draft. Calculation formula Supplementary units/piece * Quantity Version-92 Note! It is not required to specify supplementary units if your company belongs to "Export group 2". |
| Invoice number |
Invoice number from the original posting. |
| Invoice amount |
Entry amount in the default currency where the current exchange rate is used. The value of the item is based on the net amount on the order line. |
| Triangle trade |
The field is automatically checked if there is a potential triangle trade. The value in the field can be corrected manually.
The field is filled in by the system if a delivery address is specified where the Address 1 field is filled in and the Country is an EU country different from the customer's country, e.g. if the customer is Swedish but the goods are delivered to an address in Germany.
Alternatively, an invoice account can be specified on the order so that the delivery account and invoice account are not the same. |
| System information |
The field is filled with information from Uniconta when the intrastat information is checked and/or compressed.
For example, the system information will show if the product code etc. is missing on the individual line. |
| Compressed |
This field is automatically checked when the individual line's data is compressed. |
The buttons on the ribbon in the Intrastat overview
| Button |
Button description |
| Search |
Enter the from and to date and select whether to include both export and import records and select the Search button to search for intrastat information for the selected period.
It is possible to report for multiple periods at once. |
| Remove record |
Transactions that you do not want to report to Intrastat can be removed from the Intrastat overview.
The record is not deleted elsewhere in Uniconta when it is removed from the Intrastat overview. |
| Controllers |
Check the information. In the System information field, any errors will be displayed. |
| Compress |
Before creating a file for intrastat, the intrastat information must be compressed.
In the System information field, any errors related to compression will be displayed. Compression is performed per partner country/Country of origin/Period/Receiver VAT number/Direction/Commodity code/Transaction type |
| Create file |
Select this button when you have checked and compressed the intrastat records and want to output the intrastat information to a file.
The records are output in Multi Excel format. The file is saved in a folder on the local PC and named according to your choice. It is possible to edit the Excel file before uploading the file.
The file can then be uploaded to Statistics Denmark via the program IDEP.web.
Log in to IDEP.web with Nem-id. Select Data import and the import format Multi Excel.
Note! Lines without invoice amounts are not included in the file, as these are not reportable according to Statistics Denmark. |
| Layout |
Insert fields, move fields, save layouts and more. Read more about the functions under Layout here. |
| All fields |
See all possible fields and the content of these fields on the current record. |