Create the return

NOTE: Intrastat option is only available if you have selected the Generate Intrastat entries for Purchase Orders check box in Settings > Invoice & Order Defaults > Intrastat.

1. Click Purchase Orders then click Intrastat Return.
   
   The Intrastat Return (POP) window appears showing all purchase orders up to the date selected that have not been included on a previous Intrastat return and meet the following conditions:
   • The order has been received or part received from the supplier.
   • The company's Country Code is GB or IE for Irish users.
   • The product tax code on the order is the default tax code for EU Purchases, T7 or T8 by default.
   • The Country Code of the delivery address is flagged as an EU Member state.
   • The product has an Intrastat Commodity Code.
     
     

     NOTE: If any items are missing that you expected to see in the list, check that all of the required criteria are satisfied.

     
     
     
2. You can edit the Intrastat Return (POP) window as follows:
   • To amend the Quantity Delivered, NOTC, Delivery Terms and Net Mass information, enter the correct details.
   • To add POP Returns to the declaration, place your cursor on the first available blank line then complete as required.
   • To delete a line from the window, place your cursor anywhere on the relevant line then press F8 on your keyboard. This deletes the line from the window for the purpose of generating the report but the entry will reappear each time you open the window until it is included on a report.
     
     
   If you manually enter an order number that already exists, a warning appears when you try to tab out of the box or click Generate. If you click Generate then click Yes to continue, the confirmation procedure continues. However, the Intrastat values are not updated on the order with that order number. If you click No, the Intrastat Arrivals Confirmation (POP) window appears with the Order No. box of the duplicate order number selected.
   
   
3. To create the return, click Generate. 
   
   The commodity code, net mass and supplementary units are validated to ensure the details are correct before you submit this to your tax authority.
   
   
4. To select the type of report that you want to produce, click either Paper Based or CSV then complete the on-screen prompts as required. 
   
   You can't send the paper based declaration directly to your tax authority, but you can use it to copy figures to the official Supplementary Declaration.
   
   When the CSV or paper based report is produced, a copy is saved in a new folder called Intrastat Archive in the Accdata folder. This provides you with a duplicate of your submission that you can retrieve in case the original is damaged, lost or queried by your tax authority.

CSV Report format

The UK file format for CSV submission contains an Agent Header, a Trader Header and a line for each cross border movement. In Sage 50 Accounts, the format of the report is as follows:

Amounts should be rounded up to the nearest pound. The CSV report saves to the Intrastat Archive folder within your Accdata folder.

NOTE: For formats for Ireland - Read more >

Credit notes and returns

Credit notes and returns are not picked up automatically by the Intrastat reports. If you have credit notes or returns that affect your Intrastat figures then you should manually amend the figures you submit to HMRC outside of the software.

Troubleshooting Intrastat

If you are having issues with Intrastat, take a look at our troublsooting guide - Read more >