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Completing the Intrastat template

This page will explain how to complete the template file for Intrastat.

For more on Intrastat please see this overview, and this guide which breaks down which countries require which fields to be filled in your template. 

If you have read the above guides you should have a good idea of what Intrastat is all about, next we need to understand how to complete the template and get it uploaded so you can file your Intrastat returns. 

Downloading the template  

To get started download this template - Example Intrastat Data.xls

Open the template and you will see a table as shown below. 

 

The rows along the top show you the various fields that must be completed, yellow fields are mandatory, for more on mandatory fields see this guide. 

When you mouse over the cells with a red mark in the corner, you will see additional information which will help you understand what must be entered in the cell, and what format you must use. 

There is also a full breakdown of the accepted data formats in the next section of this guide. 

You will need to complete the template file, adding all the required data in the correct format, once completed you can upload the file by logging into your VAT Returns account, the head to the data upload page and import your recently completed template. 

Accepted data formats 

The table below provides a breakdown of the correct formats for adding data to your template for Intrastat. 

Column Heading 

Required format 

Transaction Date 

DD-MM-YYYY 

Invoice Number 

Must be a numerical value. 

InvoiceDate 

DD-MM-YYYY 

Currency 

ISO Code Currency 

SupplierID 

Text entry should match ID in your own records. 

SupplierName 

Text entry should match your records. 

SupplierCountry 

2 Digit country code, eg: BE for Belgium. 

SupplierVATNumberUsed 

Numerical value, VAT number for the supplier 

CustomerID 

For purchases this is the supplier, for sales this is the customer. 

CustomerName 

As above. 

CustomerCountry 

2 Digit country code, eg: BE for Belgium. 

CustomerVATNumberUsed 

Numerical value, VAT number for the customer 

TaxableBasis 

Numerical value 

ValueVAT 

Numerical value  

CountryDispatch 

2 Digit country code, eg: BE for Belgium. 

CountryArrival 

2 Digit country code, eg: BE for Belgium. 

DeliveryConditionsIncoterm 

One of the following must be entered: EXW, FCA, FAS, FOB, CFR, CIF, CIP, DAF, DES, DEQ, DDU, DDP, XXX (other) 

AdditionalDocumentReference 

You can add your own reference here if you wish. 

ReportingType 

Enter either D for dispatch or I for import. 

TransactionType 

Enter one of the following transaction codes. 

11 = Sales/Purchases 

21 = Return 

31 = Transfer without payment  

41 = Before repair 

51 = After repair 

61 = Leasing 

90 = Transfer  

AdditionalTransactionType 

 

Enter one of the following transaction codes. 

11 = Taxable acquisition (Flow = Arrival) 

19 = Other arrivals (Flow = Arrival) 

21 = Deliveries tax exempted (Flow = Dispatch) 

25 = Commercial regul. Involving a reduction of value (Flow = Dispatch) 

25 = Commercial regul. Involving an increase of value (Flow = Dispatch) 

29 = Other deliveries (Flow = Dispatch) 

31 = Invoicing related to triangular trade (Flow = Dispatch) 

 

 

FinancialInvoiceNumber 

Enter the document number from the Financial Module (VAT) If this delivery contains a correct FI invoice number, then reconciliation can be completed. 

IntrastatCode 

Please enter the correct Intrastat code here with a numerical value. 

AdditionalDescription 

The additional description can be up to 255 characters long. 

Quanity1 

Numerical value 

Unit1 

Unit1 must be “kg” or “ton” 

Quantity2 

Numerical value 

Unit2 

Intrastat unit depending on the IntrastatCode 

Available values: 

CCT ct/l 

CEN 100 p/st 

CTM c/k 

GFJ gi F / S 

GRM g 

GTO GT 

KCC kgC5H14ClNO 

KHO kg H2O2 

KLT 1 000 l 

KMA kg met.am. 

KNE kg/net eda 

KNI kg N 

KPH kg KOH 

KPO kg K2O 

KPP kg P2O5 

KSD kg 90 % sdt 

KSH kg NaOH 

KUR kg U 

LPA l alc. 100 % 

LTR l 

MIL 1 000 p/st 

MQM 1 000 m3 

MTK m2 

MTQ m3 

MTR m 

MWH 1 000 kWh 

NEL ce/el 

NPR pa 

PCE p/st 

TJO TJ 

ZZZ - 

CommericalValue 

A numerical value for Intrastat 

CommericalValueCurrency2 

This field is required if a non EUR currency is supplied, the value must be entered with two decimals e.g. 9.99 

CommericalValueCurrency3 

This field is required if a non EUR currency is supplied, the value must be entered with two decimals e.g. 9.99 

StatisticalValue 

A numerical value for Intrastat 

StatisticalValueCurrency2 

A numerical value with two decimals, e.g. 9.99 

StatisticalValueCurrency3 

A numerical value with two decimals, e.g. 9.99 

ModeofTransport 

The mode of transport code must be entered as a numerical value, please enter one of the following codes: 

1 = Sea transport 

2 = Railroad 

3 = Road 

4 = Air 

5 = Postal delivery 

ItemType 

Max of 50 characters  

G = Good 

S = Service 

1 = Good 

RegionDispatch 

Intrastat region is required for some countries. 

 

Enter the Intrastat region if known, if the region is unknown, use the postal code with “ZIP_” as a prefix. 

 

E.g.  

ZIP_1850 – Will convert to region “1” 

HarbourDispatch 

Harbour Dispatch is required for some countries. 

 

Enter the Harbour Dispatch if known, if the harbor is unknown, use the postal code with “ZIP_” as a prefix. 

 

E.g.  

ZIP_1850 – Will convert to region “1” 

RegionArrival 

Intrastat region is required for some countries. 

 

Enter the Intrastat region if known, if the region is unknown, use the postal code with “ZIP_” as a prefix. 

 

E.g.  

ZIP_1850 – Will convert to region “1” 

HarbourArrival 

Harbour arrival is required for some countries. 

 

Enter the harbour if known, if the region is unknown, use the postal code with “ZIP_” as a prefix. 

 

CountryCode 

Enter the ISO code. (max 3 characters)  

ServiceCode 

Enter the ISO code. (max 3 characters) 

NationalityTransportVehicle  

Enter the ISO code. (max 3 characters) 

Summary 

With the help of this guide, you should now be well equipped to complete your Intrastat template, for more on uploading our templates, please see this guide

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