Checklist for Creating Declarations 

Purpose

Problems creating declarations to authorities are often caused by incomplete data. This process lists the data you need to fully maintain to create declarations. It covers data in Customizing, master records, and documents.

Implementation "Wizards" are provided for both dispatch/dxport and receipt/import on the initial screen of the Cockpit for Periodic Declarations.

Process Flow

Data in Customizing

To go to Customizing for Foreign Trade, choose Sales and Distribution ® Foreign Trade/Customs in the Implementation Guide (IMG).

  1. Maintain your company’s ID number.

    2. You can maintain this number in Customizing for Foreign Trade/Customs. Choose Sales and Distribution ® Foreign Trade ® Periodic Declarations ® Maintain Official Numbers for Declarations to Authorities. Select your company code and choose Goto ® Detail. Select Additional details. Then enter your company’s number in the appropriate field(s).

  2. Maintain the appropriate region code.

    3. In Customizing for Foreign Trade/Customs, choose Periodic Declarations ® Maintain Region. Then in the State of manufac. field, enter the region or state of manufacture.

  3. Maintain the commodity code and special unit of measure.

    4. In Customizing for Foreign Trade/Customs, choose Basic Data for Foreign Trade ® Define Commodity Codes/Import Code Numbers by Country. Select a line and choose Goto ® Details. In the Spec. unit of measure field, enter the unit.

  4. Maintain the default business transaction type table.

    5. In Customizing for Foreign Trade/Customs, choose Basic Data for Foreign Trade ® Define Business Transaction Types and Default Value ® Define Default Business Transaction Type.

  5. Maintain the import/export procedure.

    6. In Customizing for Foreign Trade/Customs, choose Basic Data for Foreign Trade ® Define Procedures and Default Value ® Define procedure default.

  6. Maintain the completeness check.

    7. In Customizing for Foreign Trade/Customs, choose Periodic Declarations ® Log of Incomplete Items - Aggregation Criteria - Individual Maintenance. Make sure only the relevant declarations are selected for each field name and country.

  7. Maintain the currency conversion.

    8. If the document currency differs from the local currency, the system converts the value into the local currency if the relevant tables contain the correct settings. In Customizing, choose General Settings ® Currencies ® Enter exchange rates. Be sure to maintain the currencies for conversion in both directions (for example, USD to DEM and DEM to USD). You can also check the entries under Set decimal places for currencies and Check exchange rate types.

    Some countries’ customs authorities use their own exchange rate for official declarations. You can take this rate into account by using the parameter "exchange rate type I" when selecting data for INTRASTAT declarations. You must also maintain the exchange rate tables accordingly.

  8. Maintain the route definition (relevant only for dispatches).

    9. You can maintain the mode of transport in the route’s Details screen. The system automatically copies this mode of transport into the foreign trade header data if a route is assigned to the delivery or billing document.

    To display the detail screen for route definition, choose the following in Customizing for Sales and Distribution: Basic Functions ® Routes ® Define Routes ® Define Routes and Stages. Select the route and choose Goto ® Details.

  9. Maintain the transportation connection point definition (relevant only for dispatches).

You can select a transportation connection point as the border crossing point as part of the leg, which, in turn, is part of the route. The system automatically transfers the office of exit entered for the transportation point to the foreign trade header data only if the point is marked as the border crossing point and the address for the point is maintained (especially the Country field).

In Customizing for Sales and Distribution, choose Basic Functions ® Routes ® Define Routes ® Define Transportation Connection Points.

Data in Master Records

  1. In the material master record, maintain all data relevant for export and dispatch.
  2. On the General Data screen of the customer master record, maintain the customer’s EC VAT registration number.
  3. On the Control screen of the vendor master record, maintain the vendor’s EC VAT registration number, the mode of transport and the customs office of entry.

Data in Documents

Foreign trade data must be maintained for all documents relevant for declarations. If, for example, you want to select credit memos for a declaration, you must also maintain foreign trade data in the credit memos. The system selects only those documents containing foreign trade header or item data.

  1. Maintain pricing data.

Make sure that the invoice value or purchase value and statistical value are maintained. So that the system can calculate the statistical value, do the following:
  1. Maintain delivery and billing (Sales and Distribution) data.

    2. Maintain the dispatch data (under Foreign Trade data) in the header and in the items.

  2. Maintain purchase order (Materials Management) data.

Maintain the goods receipt data in the header (choose Header ® Import) and in the items (choose Item ® More functions ® Import).