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Enter a credit note to correct EU statistical entries for a previous A/P invoice (Italy)

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Note: Only applicable if you are running the Italian application.

This routine is used when you want to correct erroneous statistical information for an A/P invoice by entering a credit note to make the adjustments. You can also correct errors in a previously sent Intrastat declaration. See Work with Intrastat report corrections – purchase (Italy) for instructions. Note: Select one of the routines to correct a statistical error.

Prerequisites

  • EU reporting in Work with companies and EU stat at entry in the A/P control file must both be set to YES.
  • Your company must be registered for VAT in at least one country within the EU, preferably the system country. This means that there is a valid value in VAT registration no for the country in Work with countries.
  • Use a supplier number that has a payee address in an EU country that is different from the country where your company is registered for VAT. Addresses are entered in the Business partner file.
  • The supplier number should also have defaults set up for EU handling in the Business partner file, with an import/export code for trade within the EU.
  1. Select the Enter financial transactions menu item.
  2. On the Financial system transaction entry panel, complete the applicable fields and click OK. For further instructions and field descriptions, see Open a new batch.
  3. You remain on the same panel, which is now updated, showing only the routines that are valid for the selected voucher type. Select the A/P invoices (Final) routine and click OK.

  4. You access A/P invoice/credit note entry. Follow the instructions in step 4 in Enter a final A/P invoice with a pre-defined contra account with the following exceptions and new fields:
    5. Transaction amount
    Enter a credit amount followed by a minus symbol.
    Import code
    Enter an import code where EU statistics is set to YES.
    Trader country
    The default in this field is the system country, i.e. the country where the system is installed, and where your company operates by default, if no other trader country has been entered in the Business partner file for this customer/supplier. If you change to another country, the system will check your company’s VAT registration number in Work with countries for that country. Each company, outside or inside the EU, can be registered for VAT in another EU member country. All countries where the company is registered are trader countries.
    EU VAT rep act code
    This activity code is for reporting only and determines how the information on the EU VAT sales report is presented. If the import/export code used indicates that no EU VAT sales report is to be printed, then you are not allowed to enter anything. Otherwise, enter an EU VAT reporting activity code established by your local EU administration for the actual transaction, e.g. triangular trade, subcontracting, etc.
    Supplier VAT country
    The system defaults the country of the supplier from the Business partner file. If you enter another country, the supplier must have an address in this country and the address must be valid as a payee address.
    Supplier VAT number
    The system defaults the VAT registration number of the country in Supplier VAT country. If there is none, you must enter a valid VAT registration number manually.
    These fields are only shown when EU reporting is activated.

    Click OK. The system retrieves defaults for the fields that were left blank. Click OK again to confirm.

  5. You access A/P EU statistics maintenance where you select a commodity code to indicate if you are working with a goods or service invoice. Different panels are accessed depending on your choice. Both are described below. Click OK.

    6. Goods invoice

  6. You access the A/P EU statistics maintenance detail panel. The following fields are relevant:
    7. Country arrived from
    The system defaults the country of the supplier.
    Country of origin
    Terms of delivery
    Nature of trans
    Manner of transport
    Commodity code
    The commodity code is defaulted from the EU statistics maintenance detail panel described in step 5 above, but can be changed.
    The system defaults the values from the Business partner file. If no defaults exist, then entry is mandatory in all fields except Country of origin.
    Weight in kg
    You must enter weight in kilograms if Quantity statistics is YES.
    Dispatched quantity
    Dispatched unit
    Enter quantity and units of delivered goods.
    Reporting quantity
    Reporting unit
    Enter quantity and units of delivered goods according to the reporting measurements. If a conversion factor exists between the delivered and reporting unit, the system will complete the fields automatically.
    Amount
    The system defaults the difference between the invoice amount and the matched amount.
    Ancillary cost
    Enter the cost or let the system use the rules set up in the Border table.
    Stat procedure
    Quantity statistics
    The default is YES, which means that you must enter the weight in kilograms.
  7. Scroll to access another detail panel where you enter the references to the previous declaration for which the entered goods transaction adjustment details should apply and which should be included in a new Intrastat declaration. Click OK.

    8. Service invoice

  8. If you entered a service code in step 5, then you access A/P EU statistics maintenance where you enter the adjustment details. The following fields are mandatory:
    9. Country of payment
    Method of payment
    Amount

    In the Adjustment information section, you enter the declaration references for the service transaction for which you have corrected errors that were included in a previous Intrastat declaration. Click OK. The system retrieves the correct values the next time an Intrastat declaration is created. See Create an Intrastat declaration report.

    The adjustment information is only entered if there were errors in a previous declaration. Otherwise, the Adjustment section can be left blank.

    Click OK when you have completed all relevant fields. As long as the invoice amount does not equal the matched amount, the system will re-display the entry panel for more statistics entry. Click Back if you cannot match the entire amount.

  9. You access A/P EU statistics maintenance, Purchase order transactions with all your entries. Click OK to confirm. The system will check that the invoice amount equals the matched amount, but a complete match is not necessary to continue. Exit the routine.

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