submitting intrastat declarations...trader button to add the new trader to the list of traders in...

INTRASTAT

Offline Via the internet

A comprehensive user-guide to help you prepare and send in your Intrastat data using the offline option, a Comma

Separated Variable file (CSV) file

Index Section Subject Page

1 Accessing the Intrastat e-submission system 2

2 The Electronic Intrastat System – ‘Welcome Screen’ 2

3 User Login Screen 3

4 User Options Screen 3

5 Change Password Screen 4

6 User Logout Screen 4

7 Intrastat Online Service – ‘Main Menu’ 5

8 Agents’ Main Menu Screen 5

9 Trader Details Screen/Change Trader (Agents only) 6

10 Comma Separated Variable (CSV) option 6

11 CSV File Specification 6

12 CSV Generator Tool 7

13 Saving a CSV file 7

14 Nil Returns 7

15 Credit Notes, Stage Payments etc 7

16 Trader’s reference 8

17 Submitting a CSV file 8

18 Completion of Data Fields 9

19 CSV File Upload 10

20 Submission Errors / Additional Information 11

21 Correcting Errors 12

22 Duplicate Data 13

23 Testing files 14

24 Browse Arrivals and Despatches (for Trader only) 14

25 Browse Screens 15

25 Quit the system 15

26 Amendments 16

27 Additional data 16

August 2010 If you any problems using the system please email 1 [email protected] or telephone + 44 (0) 1702 367248

1. Before you start using the Intrastat e-submission system, it is recommended that you close down all other applications.

• Logon to the Internet. (NB Your browser must be at least Internet Explorer 5) • Maximise your browser window (it is recommended that you only run the application

within a maximised window)

• We also recommended your screen resolution is set to at least 800 x 600

• Enter the following URL (destination address) in your browser to access the system: https://secure.hmrc.gov.uk/ecom/is2/ (You may prefer to save this URL in your favourites.)

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1. The Electronic Intrastat System – ‘Welcome screen’

Once you have accessed the ‘Welcome’ page, additional information is available on: Useful links

• Service Availability • More information about submitting online and FAQ

Click the Login Page button to log in to the system.

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https://secure.hmrc.gov.uk/ecom/is2/

3. User Login Screen

Complete the boxes with your username and password (in lowercase text) then use the Enter key or click on the Login button to submit your login details. If the system does not accept your login details, it will prompt you to re-enter them. (If you make three failed attempts, the login will be de-allocated you must contact Intrastat Online Customer Services on 01702 367248 or email [email protected] to arrange re-allocation.) If your login is successful, you will be presented with the User Options screen (see Section 4). Please note: For security reasons, the first time you access the new system you will be prompted to change your existing password (see Section 5). We also issue messages below the login details of any pre-determined downtime (e.g. for systems maintenance) so that you know when the system will not be available in advance.

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4. User Options Screen

On this screen you can change your password, enter the Intrastat Online service, or Log out. For added security, passwords and usernames are never stored together, so when using the system for the first time, you will be prompted to change your password. Click the Change Password option to take you to the Change Password screen.


mailto:%[email protected]

5. Change Password

Password For additional security, passwords and usernames are never held together, so, when logging on for the first time, you will be prompted to change your password. Enter your current password (in lower case) then type in your new password (again in lower case) then confirm it. Click on the “CHANGE” button to activate. Password Hint There is now the option of entering a “password hint” if you wish. When logging in for the first time, at the bottom of the change password screen, you will be asked for a password hint. This will remind you of your password should you enter an incorrect one. It is your choice to what “hint” you provide. If you still cannot remember the password, please contact us and we will provide you with a temporary one. Change Password Here you can change your password whenever you wish. If your system asks if you would like to save your password to the computer, chose No. (Auto saving can cause login problems in the future.) 6. Logout Clicking on the Logout button at any time will prompt you to confirm whether you wish to log out of the system before presenting you with the User Logout screen.

Clicking on the Return to Login button will return you to the User Login screen (Section 3).


7. Intrastat Online Service

Choosing this option will present you with either the Main Menu screen (if you are a trader) or the Trader Details screen if you are an Agent. If you are an agent please move to Section 8 for the Trader Details screen.

This screen provides the following options. a. CSV File Upload (see off-line CSV submission) b. Arrivals Form c. Dispatches Form d. Quit e. CSV Generator Tool (see off-line CSV submission) f. Browse Arrivals (Trader only) g. Browse Despatches (Trader only) h. Change Trader (Agent only)

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8. Agents’ Main Menu This screen displays the same options as the trader Main Menu screen but without the ’browse’ option. It also displays the agent’s details and the trader whose data is to be input. Click on the ‘Change Trader’ button to go to the ‘Trader Details’ screen.

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9. Trader Details Screen / Change trader (for agents only) This screen displays a scrollable text box listing the Agent’s current traders, five option buttons, and input boxes for Trader name, VAT registration number and Branch number.

a. To select a trader, highlight their details in the text box and click the Select Trader button

(or double click the required trader’s details.) You will now be presented with the Main Menu screen displaying your details and the details of the selected trader at the top of the screen.

b. To add a trader, enter their name, VAT registration number and Branch number (if required)

into the appropriate input boxes. Once the boxes have been completed click the Add Trader button to add the new trader to the list of traders in the text box.

c. After confirming that this is the trader you require, the trader’s details will appear in the

“Trader Name”, “VAT Reg. No.” and “Branch” input boxes ready for amendment. d. Once all amendments have been made, click the “Save Modifications” button. This will

create a new version of the trader with the modified details but leave the original version in place. If this original version is no longer required it should be deleted using the Delete Trader option.

e. To delete a trader, highlight their details in the text box and then click the Delete Trader

button. You will be prompted to confirm that you want to delete the trader before the system removes them from the text box.

♦♦♦♦ 10. Comma Separated Variable (CSV) option: A Comma Separated Variable (CSV) file is basically a file where each field is separated by a comma. Each file contains either one or two lines of header detail (depending on whether registered as a trader or an agent) with up to 20,000 lines of data.

There are two ways of preparing a CSV file:

• CSV File Specification • CSV Generator tool

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11. CSV File Specification: The CSV file format is available on the website www.uktradeinfo.com under menu option Intrastat/Electronic Submissions/Internet/Offline. The technical specification shows the format required for a CSV file. Files can be prepared:

• Using text creators (e.g. Notepad,)


https://www.uktradeinfo.co.uk/index.cfm?task=techspec

• by adapting some accounting packages, or, • by using any package which allows a file to be saved in the CSV format.

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12. CSV Generator Tool:

Separate, pre-prepared Excel spreadsheet and help-files are available for traders and agents. Download these files and save on your hard-drive. You will then be able to generate CSV files for future use without having to log onto the system. You may find it useful to print the help files for trader or agent. These can be used when completing the spreadsheet.

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13. Saving a CSV file:

Save the completed file as a CSV Comma Delimited (.csv) file (a “Save As / Save as Type” option in Excel). You may find it easier, when correcting errors, to save the file, firstly as an Excel spreadsheet (.xls) and then again as a CSV file. (Errors can be corrected on the Excel spreadsheet, then the corrected .xls file can then be saved as a CSV file to replace the incorrect CSV file.) Please note: the file name should be 6 characters or less.

♦♦♦♦ 14. Nil Returns: To submit a nil return as a CSV file, complete the header (first line for Traders, second line for

Agents) details only entering an N in the 5th cell (E1 in Excel). N is for Nil, X is for live data.

When an N is entered it will ignore any data entered on subsequent lines. ♦♦♦♦

15. Credit Notes, Stage payments etc Credit notes can be entered on the Internet System by entering the value and Nature of Transaction Code 16. No further information is required.

When a stage payment is made or received it should be entered on the system as the value of the payment and Nature of Transaction 18. This will balance with the value declared on your VAT return in box 8 or 9.

Where goods arrive or are dispatched and no corresponding value is declared on your VAT return, the data line must be completed in full, using Nature of Transaction Code 17.

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16. Trader’s reference: The completion of this box, is optional, but would assist in resolving queries. The box will accept a maximum of 14 alphanumeric characters (you could enter an invoice number here for example.)

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17. Submitting a CSV file: Use the CSV File Upload facility to submit the prepared CSV file, for example: Header submission by a trader Transaction data Header submission by an agent (on behalf of a trader) Trader details and Transaction data as above. All other fields in this row should be blank


18. Completion of Data Fields

g. Period: The Period should be in mmyy format (e.g.0510.) This should reflect the period to which the items on the Supplementary Declaration declared.

a. Commodity Code:

Enter the appropriate 8 digit numeric commodity code for the goods as detailed in the current year’s Intrastat Classification Nomenclature (ICN) or the on-line ICN at www.uktradeinfo.com

b. Value:

Enter a value in £s sterling rounded up to the nearest pound, as used for VAT purposes

Please note: Do not show pence or decimal point

c. Delivery Terms:

A mandatory field for businesses with arrivals or dispatches exceeding £16,000,000

Enter one of the following: EXW = Ex works FCA = Free carrier FAS = Free alongside ship FOB = Free on board - named port of shipment CFR = Cost and freight – named port of destination CIF = Cost, insurance and freight to the port of arrival CPT = Carriage paid to CIP = Carriage and insurance paid DAF = Delivered at frontier DEQ = Delivered ex-ship DDU = Delivered duty unpaid – named place or destination DDP = Delivered duty paid – named place or destination (fully delivered). XXX = Other methods not covered by the above.

For more information please refer to the HMRC publication The Intrastat General Guide (Notice 60) Appendix E, available on-line www.uktradeinfo.com

d. Nature of Transaction (NoTC) Code:

Enter a two-digit number made up as follows: 1

st digit = 1,2,3,4,5,7,8 or 9

2nd

digit = 0,6,7,or 8

Please note: 1st digit ‘6’ is no longer used in the UK.

NoTC 16 and 18 only require the declaration of the value in addition to the NoTC (see section 6. above). All other data fields should be left blank. The system will automatically remove any unnecessary data from the data line for these NoTC.

For more information please refer to the HMRC, The Intrastat General Guide (Notice 60) Section 4, available on-line www.uktradeinfo.com

e. Net Mass: Enter a numeric value in kilograms rounded up to the next whole kilogram. NB A positive weight, i.e. 1 or more must be entered. Net mass is not required where a supplementary unit is called for.


http://www.uktradeinfo.com/


f. Supplementary Unit:

Enter the numeric value when the ICN indicates that a Supplementary Unit is required, rather than net mass.

g. Country From (Arrivals) / Country to (Dispatches): The UK only accepts a two digit alpha code for the following Member States:

Code Country Code Country Code Country

AT Austria FI Finland MT Malta BE Belgium FR France NL Netherlands BG Bulgaria GR Greece PL Poland CY Cyprus HU Hungary PT Portugal CZ Czech Republic IE Ireland RO Romania DE Germany IT Italy SE Sweden DK Denmark LT Lithuania SI Slovenia EE Estonia LU Luxembourg SK Slovakia ES Spain LV Latvia

(GB = Great Britain/United Kingdom)

For more information please refer to the HMRC publication, The Intrastat General Guide (Notice 60) Section 4, available on-line www.uktradeinfo.com The Commodity Code, net mass and supplementary unit are validated when the data is submitted and errors highlighted and explained. h. Traders Reference: The Traders Reference is an optional field.

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19. CSV File Upload: Click the “CSV FILE UPLOAD” button to access the “CSV File Upload” screen. Enter either:

• the path and complete filename (including .csv) of the CSV file you wish to submit in the input box, or

• use the Browse button to bring up a “Choose File” dialogue box to locate and select the required CSV file.

Once the file is selected click the Submit button to submit the file.



During processing, all mandatory fields are validated, starting with the header details. Errors found in the header details will stop the function and generate the Bad Header screen, otherwise the system will continue checking the data. The Processing CSV screen will automatically refresh itself to show the progress and completion of validation function. A file with no errors will show the Confirm Submission screen. If you are satisfied with the submitted data, transmit it by clicking the Confirm button. Otherwise click the Cancel button and transmission will be aborted. Files that contain errors will show the Submission Error screen.

For larger files, processing can take some time. However, you have the option of ending the session and returning to it later, provided you stay connected to the Internet to allow the processing to continue. When logging back in, either the Confirm Submission or one of the Submission Error screens will appear. ♦♦♦♦ 20. Submission Errors: Errors in the header details will stop further validation and the Bad Header screen will appear giving details of the errors. When the header details are correct, the system will continue to validate the data. The first 50 errors will appear on the Submission Errors screen. If there are more than 50 errors the next 50 will be highlighted during the next upload. To print off the error file, right click the mouse button while cursor is in the error screen to provide the menu print option.

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August 2010 If you any problems using the system please email 11 [email protected]

or telephone + 44 (0) 1702 367248

21. Correcting Errors: Correct all errors either on the Excel spreadsheet (.xls) or the CSV (.csv) file.

Leading 0’s in Branch ID

When you upload your csv file and you receive an error “Bad CSV Header” and you have

problems keeping the leading 0’s in your branch id.

• Click start / All programmes / Accessories / Notepad • File / open • To edit the *CSV file in “Notepad” open it from the file menu • Pick up the file in excel as normal • Add the missing 0’s to the Branch Id field • Click save in Notepad • Don’t open the file up in excel again as this could mess with the format • Upload the amended file to Intrastat Online

Additional Information: The information screen is where a commodity code for the previous year is being used for the current year. But the commodity code description has changed in part. The system will provide you with either one or a selection of commodity codes which you will need to check the ICN for the up to date description. (Up to a maximum of 50) a. Excel Spreadsheet: Correct errors on the Excel spreadsheet and save it again as a CSV file, replacing your existing CSV file. Go to CSV Upload and resubmit new CSV file. b. CSV file: When saving a file as a CSV, the fields will convert to ‘Scientific format.’ This can have the affect of altering the some of the data fields when opening the file in Excel (e.g. VAT number will show as 123E+08.) Just widen the VAT number cell to show your full VAT number. If the first numeric in the field is a zero, it will also disappear. This will occur in the ‘Branch number’, ‘Date’, ‘Period Number’ and ‘Commodity Code’ if they start with a zero, e.g. 0406 4050 (Gorgonzola cheese). One way to return the zero is to right click on the appropriate cell, then from Format, click Cells. Highlight Text, click OK and the zero will return. Save the file again, go in CSV Upload and resubmit the file.


Therefore a CSV file opened in Excel may look like this: T 1.23E+08 1 Customs X A 220809 0709 CSV02

33011110 10000 FOB 10 100 DE TDX1 3055930 2000 FOB 20 30 DE TDX1

Change it to this:

T 123456782 001 Customs X A 220809 0709 CSV02 33011110 10000 FOB 10 100 DE TDX1 03055930 2000 FOB 20 30 DE TDX1

The “Please Confirm Submission” screen gives details of the file submitted. To transmit the file, click the Confirm button. If the Cancel button is pressed the file will be aborted.

22. Duplicate Data: If you try to submit the same data twice, the “Please Confirm Submission” screen will show the following message:

This submission may be a duplicate of a previous submission with reference; isa0021**/00000***. Press the “CANCEL” button to abort the transmission.


23. Testing Files:

To test a file, upload the CSV file into the system. This will validate all fields and any errors found will be highlighted. Correct all errors then re-upload the file. When a file is acceptable, a Confirm Submission screen will appear. Press the Cancel button to abort the transmission of the file.

Please note: Test files should not be transmitted to HM Revenue & Customs. To return to the “Main Menu” screen click the Main Menu button.

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24. Browse Arrivals and Dispatches (for Trader only)

These options are currently only available when you are logged onto the system as a Trader. To view details of returns previously submitted click on the Browse Arrivals or Browse Dispatches buttons to access the “Browse” screens.

25. Browse Screens Enter the period you require in the input box and select Current Submission or Archived Submission, click the View Submissions button. Any submissions for the selected period they will be listed, in the order they were submitted, in the drop-down box entitled “Available Submissions”. Choose the submission you require by highlighting it and then clicking the View Arrivals or View Dispatches buttons.


or telephone + 44 (0) 1702 367248

If you wish, you can choose which item in the return to start browsing from by adjusting the value in the “Start Record” input box. By default the system will display the return starting at the first item. The system will display ten items at a time. If there are more than 10 items in a declaration return you can use the scroll buttons on your keyboard to browse the next, or previous 10 items. To return to the “Main Menu” screen click the MAIN MENU button.

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25. Quit the system To exit, click the Quit button. After confirming that you wish to quit you will be returned to the “User Options” screen. Clicking the Logout button will prompt you to confirm you really want to logout of the system before presenting you with the User Logout screen. Clicking the Return to Login button will return you to the “User Login” screen.

These screens may seem excessive but they are there to ensure you do not exit the system by accident.

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or telephone + 44 (0) 1702 367248

6. Amendments An On-line Amendment form is available at www.uktradeinfo.com Click on the Electronic Submissions section on the Intrastat Home Page, then click on the Amendment form tab.

The form contains only the mandatory fields and can be used for past or current periods. Complete a separate form for each Period and Suite including:

• Your VAT number • Company details and • Agent VAT Number (if applicable) • Period and Suite.

Enter all details as submitted on the original supplementary declaration on the top line. On the lower line enter only the details to be amended, leaving the unchanged fields blank.

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27. Additional data Additional data can be submitted electronically using either the on-line form or the CSV file. Only submit the additional data as a separate file for the appropriate period; do not re-submit the original file with the additional data.



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