Training course:

Export Management
About this course

Course prerequisites:
 Working knowledge of export management processes
 Basic SAP navigation skills

Primary business roles in this course:

 Shipping Administrator
 Customs Analyst
 Customer Scheduler
 SCM Manager (optional)

2
Introductions

Instructor

Please introduce yourself:

 Name
 Job
 How you plan to use SAP (your role)

3
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

4
Classroom Etiquette

Do turn off your cell phone

Come to training sessions on time
Actively participate and ask questions
Do keep discussions at class level
Ask for extra help after or before class
Don’t leave this class confused

5
Learning Objectives

Upon completion of this course, you should be able to:

 Understand cross-border goods trade (export) from the European Union

customs territory and the related legal provisions (e.g. “Konsulats- und
Mustervorschriften”).
 Understand the delivery and shipping process for export
 Transfer data to/from FORMAT & update foreign trade data
 Create billing document and print the related invoice outputs (proforma/
customs/ customer print out)
 Understand how Intrastat reporting works and the JCI Intrastat reporting
process

6
Benefits

The following benefits are the result of using Export Management at JCI AE:

 Defined process to monitor legal and foreign trade changes. Clear working
instruction about customs and foreign trade processes.
 Working with the export management process will shorten processing times
and allows handling of high export volumes.
 Using approvals by the German Customs Authority: EA (Approved Exporter)
and ZA (Authorized Exporter).
 Approvals by the German Customs Authority allows KEIPER/JCI to facilitate
daily cross-border movements of goods and export activities within the
company (in-house organization) avoiding additional external provider costs.
 Ability to run export activities 24 hours a day without considering opening
hours of customs offices

7
Course Materials

 Course slides
 SAP training environment
 Work instructions and simulations
 Assessment
 Course evaluation

Other Support Help:

 Context sensitive help in SAP
 Online training documentation

8
OVERVIEW - DELIVERY AND
SHIPPING FOR EXPORT IN SAP

9
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

10
Overview – Delivery and shipping for Export in SAP

 Once the Sales SA is created and the related activities are completed the Export
Processing can be conducted.

Sales Sales Scheduling Agreements related activities

Delivery Creation (incl. Packing List)

Create Transfer Order (covered by LE)
Assign Delivery to Shipment
Goods Issue
Export
Processing Trigger Pro Forma Invoice -YTDE

Create billing document and print customs invoice -YCDE/YCFR

Transfer data to FORMAT & update foreign trade data [ZAES]

Post billing document to FI [ZVFX3] and print customer invoice

11
Delivery creation for Export – Purpose and structure

 Purpose:
The outbound delivery order is a document containing all the data required for triggering
and monitoring the complete outbound delivery for the export process.
 Structure:
Export deliveries consist of a header level and an item level.
Plant user has to maintain all text boxes (incl. export specific text) in the delivery, so that
these texts are applicable in the proforma invoice and customs print out.

Go to T-code VL02n,
menu “Goto” 
“Header”  “Texts”
section

12
Delivery creation for export – text box maintenance (SO10)

 Export related header text maintenance (See example in SAP GEM : Delivery 6000021611)
 Export Data 1 (Hdr)
Export Text Boxes
 Export Data 2 (Ftr)

 Supplier department: Name of the contact person

Wherever a country specific export text is not applicable, but a signature line is
required, it can be pulled in manually over the “Export Data 2”.

13
Important standard texts for Export

Text ID
Title Description Std Text ID Lang.
type
Export Header Text Export header texts for ZSD_EXPORT_1449_CN_1 SDVD EN
different countries 1 2 3 4 5

Export Footer Text Export footer texts for ZSD_EXPORT_1449_CN_2 SDVD EN

different countries
Document Footer Text Company code and bank ZSD_1449_02 ST EN
details ZSD_1449_03
ZSD_7131_CC
Signature Line Signature Line ZSD_SIGN_LINE_1449 ST EN

For each country individual standard export texts can be defined, which can be manually
pulled into the delivery header text. Naming convention for the standard export texts:

1 JCI naming convention: Prefix for SD standard text: e.g. “ZSD”

2 Text type: Export text  ”EXPORT”
3 Plant code: 4 digits own plant code, e.g. “1449” for Rockenhausen
4 Country key: 2 digits export country key, e.g. “CN” for China
5 Identifier: “1” for header text and “2” for footer text

14
Packing list

 The packing list is accompanying the delivery to the customer.

 For export customers in third countries (non EU), JCI needs to send packing
list with the signature box where the shipping administrator /dispatcher signs
his/her name and department is printed below.
 Shipping administrator /- clerk may print the document manually after
shipment completion, but an automatic options is also available if required.
 It commonly includes an itemized detail of the package contents and does not
include customer pricing. It serves to inform all parties, including transport
agencies, government authorities, and customers, about the contents of the
package.
 Prerequisites: There must be at least one packaging material in the delivery.
 In case of errors the packing list can be reprinted. It is possible to re-issue the
output in transaction VL02N. The output type for the packing list is PL00.
Another option of reprinting is transaction VL71.

15
Demonstration 1 – Change a delivery for export (incl. text box
maintenance - SO10)

Transaction code: VL02N

Use this transaction to: Change delivery – maintain export header text, export
footer text and invoice comments
Scenario:
Maintain different export texts for existing delivery:
 Export Data 1 (Hdr): Pull from SO10 Standard text maintenance

 Export Data 2 (Ftr): Pull from SO10 Standard text maintenance

 Invoice Comments: Key in text that must print on invoice from delivery document

Demonstration

16
Exercise 1 –
Change a delivery for export (incl. text box maintenance - SO10)

Transaction code: VL02N

Use this transaction to: Change export header and footer text as well as
invoice comments in created delivery.
Maintain different export texts for existing delivery:
 Export Data 1 (Hdr): Pull from SO10 Standard text maintenance
 Export Data 2 (Ftr): Pull from SO10 Standard text maintenance
 Invoice Comments: Key in text that must print on invoice from delivery
document

Exercise

17
PROFORMA INVOICE / CUSTOMS
PRINT OUT

18
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

19
Key terms & definitions

Old term New term Definition

Document within SAP used for foreign trade
purposes. The document will be created during
the delivery/shipment process. It is used for
Commercial Proforma
customs declaration, allowing JCI to export
invoice invoice
materials across international borders (free
deliveries, samples free of charge or parts/tools
for repair).
Customs compliant print format of a billing
document within SAP used for foreign trade
purposes. It is used for customs declaration,
Commercial Customs allowing JCI to export materials across
invoice print out international borders (sales & series deliveries).
Includes actual prices and taxes.

20
 Foreign trade data incompletion check before the billing doc is posted to FI

Texts for printing on

PLANT

Create Delivery for Export

invoice
Customer (VL03n) Print document
START
Confirm Shipment (VT02N)
Actual Shipping Date
for Customs END
Post Goods Issue Unloading point
purposes
Carrier / Fwd agent
Cust. Addtl data
Shipment reference nr.
Setup
as Auto
Invoice?
Material Master (VV23)
Daily “Billing
Weights creation” Batch
Commodity code job (1AM CET)
Country of origin yes

SAP Configuration Trigger Proforma

Mode of Transport Invoice creation Posted to FI
Business Transaction Type immediately (YTF8)
Run ZAES and enter
Pricing Master Data Foreign Trade no MRN retrieved from
MWST(EU Tax rate and Tax SD Billing Data complete? ATLAS into billing
code) Document document
GRWR (Statistical value) created with FT yes
data Is a customer
Sales Order (non mandatory) (VF03) no non EU requiring a
Tax departure country yes
ATLAS declaration
Tax destination country Billing doc blocked (MRN) ?
Business partner Not posted to FI
(Drop Ship Vendor) Printing blocked

Error
Protocol
BBC

Update missing FT data on

no invoice and Release to
Accounting (VF02)
yes

Resolved?

21
Proforma invoice /Customs print out – Purpose and content

 Purpose:
The proforma invoice / customs print out is a document used for
customs declaration to allow exporting materials across international borders.
 Proforma invoice / customs print out contain information such as:

• Parties involved in the shipping transaction

• Goods being shipped
• Value of the goods being shipped
• Country of origin of the good
• Commodity code
• Preference status (if it is maintained)
• Specific invoice comments (if applicable)

22
Proforma invoice / customs print out – Prerequisite

 The prerequisite for a proforma invoice / customs print out at JCI is the
creation of a delivery within SAP. Proforma invoicing / customs print out is
based on the delivery, and can only be initiated following the delivery creation
process.

Order Delivery Proforma

invoice

Customs print
out

23
Rockenhausen – Billing Output types

Output type Memory Aid Description

YCDE Y – “Y” prefix : SATURN document type notation DE Customs Invoice

C – “Customs Invoice”
D
E „DE“: Country Key for Germany
YCFR Y – “Y” prefix : SATURN document type notation FR Customs invoice
C – “Customs Invoice”
F
R
„FR“: Country
Y – “Y” prefix : SATURNKey for France
document type notation
YTDE DE Proforma Invoice
T – SATURN Proforma
D
E
YIDE Y – “Y” prefix
„DE“: :Country
SATURNKey
document type notation
for Germany Saturn DE Invoice
I – “Customer Invoice”
D
E

„DE“: Country Key for Germany

24
Autoinvoicing

Please note:
 In JCI only BBC has the authorization to create a billing document via VF01
 Due to the time criticality involved in the export process an additional functionality
called „Autoinvoicing“ has been designed. This functionality allows the immediate
creation of billing documents once the goods issue has been posted.
 The functionality uses the criteria maintained in the condition record (Sales org
/Deliv.type/Ship-To Pt) to trigger the automatic generation of the billing document in
SAP using the t-code VF01
 This functionality is available for both billing documents (condition type: ZINV) as well
as proforma invoice (condition type: YINV). Note: This must be used only in cases
where export customers is used.
 The creation of the condition records has to be requested from the BBC (customer
master team)

25
Demonstration 2 – Create billing document using Autoinvoicing

Transaction code: VV23/ VL02N /VT02

Use this transaction to: Display condition records and create billing document/
proforma invoice and the related proforma invoice /customs print out for an
export shipment.
Scenario: Your plant must ship to a customer located outside of your country.
You have already prepared and created the delivery and the shipment.
The ASN has been sent out to the customer.
a. Check condition records for condition types ZINV and YINV.
b. Change delivery, confirm shipment to post goods issue  Billing document is created
automatically for the specified entry.
c. Create the proforma invoice print out (billing type: YTF8) Demonstration

d. Create the customs print out (billing type: YTLZ, YTLM, YTOR, YTID,..)

26
Demonstration 3 – Printing of German customs form (invoice
not posted to FI)

Transaction codes: VF02

Use this transaction to: Printing of German customs forms (YCDE & YCFR)
Scenario:
Printing of German customs forms (YCDE & YCFR) even when invoices are NOT
posted to FI (with posting status ≠ C).
Prerequisite:
 International customer
 MRN in invoice is empty; no accounting doc is created
Demonstration

27
Exercise 3 – Printing of German customs form (invoice not posted
to FI)

Transaction code: VF02

Use this transaction to: Printing of German customs forms (YCDE & YCFR)
even when invoices are NOT posted to FI (with posting status ≠ C).

Exercise

28
TRANSFER DATA TO FORMAT &
UPDATE FOREIGN TRADE DATA

29
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

30
Export Management Process – German metal plant specific

 In order to enable a smooth process and due to the export volumes which are
in place in German metal plants (e.g. Rockenhausen), a flat file is generated
to upload SAP data into the ATLAS German customs system.
 In order to clear customs in Germany, all declarations must be filed
electronically using the German Customs Administration's ATLAS System. At
Rockenhausen export related invoice data are reported via a software called
FORMAT to ATLAS.

31
Transfer data to FORMAT & update foreign trade data – MRN (1)

 As per German customs requirements, a MRN - Movement Reference Number is

needed for all export paperwork. In order to prepare the export paperwork, the
MRN must be populated on the Invoice’s ‘foreign trade/Customs’ tab after it is
received from the ATLAS Custom System.
 The shipping clerk (at the Rockenhausen plant) enters the MRN on all export
invoices (for export out of the EU – for which the ATLAS registration is required) in
the invoice “Foreign trade/Customs” tab Comments description field (the first text
box)

32
Transfer data to FORMAT & update foreign trade data – MRN (2)

Please note:
Whenever the “MRN” field (invoice comments description field) will be filled by
the user, it has to be ensured that the MRN is prefixed with “MRN” (e.g.
MRN13DE3302XXXX)
 Until the MRN is populated and the document is saved, no accounting
document should be created.
 Please note that the field “Text 1” from the “invoice comments description” is
the final determining factor for the FI posting process.
 Block invoice from posting to Finance until MRN is received back from
FORMAT (Customs Software).

33
Demonstration 4 – Maintain MRN in invoice

Transaction codes: ZAES (Interface SAP <-> FORMAT (Software for Customs
affairs)
Use this transaction to: Maintain MRN in invoice
Scenario:
Printing of German customs forms (YCDE & YCFR) even when invoices are NOT
posted to FI (with posting status ≠ C).
Finalizes the invoicing process by saving the billing doc with the new MRN #
entry & the export doc status by selecting “Billing Foreign Trade (EXTRA)”. The
user has only access to edit the MRN in the invoice “Foreign Trade/Customs” tab.
Demonstration

34
Exercise 4 – Maintain MRN in invoice

Transaction code: ZAES

Use this transaction to: Add MRN in invoice, so that billing doc is posted to FI

Exercise

35
POST BILLING DOCUMENT TO FI
& PRINT CUSTOMER INVOICE

36
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

37
Post billing document to FI & print customer invoice

 The trigger for posting the export billing document is determined by the MRN
populated in the „invoice comments description” field in the billing document
„foreign trade“ tab
 Billing document will only be released to FI, if the format of the MRN is
entered correctly (prefix „MRN“ needs to be entered with the provided MRN
from FORMAT).
 Following attributes can cause blocking of billing documents:
 Pricing error (including missing maintained condition records)  posting status „F“
 Missing foreign trade data: Mode of transport, commodity code, country of origin,
statistical value, business transaction type  posting status „G“
 Missing authorization  posting status „K“
 Account determination error  posting status „ “ or „B“
 Export authorization number unavailable – missing MRN  posting status „Y“
 Monitoring of the blocked billing documents is done by BBC. A blocked billing
report can be provided to the plant.

38
 Export management – Process overview (1)
1.2.3.4 Export Management
1 .2.3.4 Expo rt Mana geme nt

I nt ern a t ion al
L ocal SC M S/T Go vt

International
C u st ome r

1. 1.2. 1
X D 01 /X D0 2 1. 1.2. 2
P ro vide r
U S/
C ustom er S etu p Int erface 1 ti me / Mont h
C an ad a? Imp ort C u st omer
D at a
C ustom er Fi na nci al An al yst
Ser vi ce Pr ovi der
N o

Local SCM S/T Govt

1.1. 2.3
1. 1.2 .4
P ro vide r
C osted M BOM U S/ I nterfa ce 1 ti me / W eek
C anad a ? Imp ort M B OM
Bi l o f M a e
t ri a l D a t a
C o or di n at o r
N o Ser vi ce P r o vi der

Pr o d uct
C l assi fi ca t o
i n /

Customer
C e rti fi ca ti o n
1.1 .2 .5 R e sp on se
V A31 /VA 3 2 1.1 .2. 6 1.1 .2.7 1.1 .2.8
TM S P ro vid er P ro vid er

S a l es Or d er Sa l es Or de r Loa d P r o d u ct I m po r t
to TM S C l assi fi ca t o
i n Sa l es Or d e r
P ro ce sssi ng
S e rvi ce S e rvi ce
Maste r S chedul e r S ystem Gener ated P r ovi d er Pr ovi d er

Pr o d uct
C l assi fi ca t o
i n /
C e rti fi ca ti o n
YE S R e q ue st
U S/ 1. 1.2 .9
C anad a? TM S

C om p i a
l nce D ai l y C om p l i
a n ce
D ow n l oa d Info rm a ti on

S ystem Gener ated

N o

1 .1. 2.10
V L10 I 1.1. 2.11
TM S
D e l i very
TM S C o m pl i ance
P ro ce ssi ng C he cks
M aster S ched ul er
S ystem

1 2

1.2.3 .4 E m por t M anag em ent

1.2 .3 Ou tb oun d Lo gist ics

1.2 Su pp ly C hai n E xecu tio n

1.1.2.1
XD01/XD02 1.1.2.2
Provider

US/
Customer Setup Interface 1 time / Month
Canada? Import Customer
Data
Customer Financial Analyst
Service Provider
No

1.1.2.3
1.1.2.4
Provider
Costed MBOM US/
Interface 1 time/ Week
Canada? Import MBOM
Bill of Material Data
Coordinator
No Service Provider

Product
Classification /
Certification
1.1.2.5 Response
VA31/VA32 1.1.2.6 1.1.2.7 1.1.2.8
TMS Provider Provider

Sales Order Load Product Import

Sales Order
to TMS Classification Sales Order
Processsing
39 Service Service
Master Scheduler System Generated Provider Provider
 Customer Setup Interface 1 time / Month
Canada? Import Customer
Data
Customer Financial Analyst
Service Provider
No

Export management – Process overview (2)

1.1.2.3
1.1.2.4
Provider
Costed MBOM US/
Interface 1 time/ Week
1.2.3.4 Export Management
Canada? Import MBOM
International Bill of Material Local SCM
Data
S/T Govt
Customer
Coordinator
No Service Provider
1.1.2.1
XD01/XD02 1.1.2.2
Provider

US/
Customer Setup Interface 1 time / Month
Canada? Import Customer
Data
Customer Financial Analyst

Product
Service Provider
No

Classification /
Certification
1.1.2.3
1.1.2.4

1.1.2.5 Response
Provider

Costed MBOM US/

Interface 1 time/ Week

VA31/VA32
B ill of Material
Coordinator
Canada?
1.1.2.6 1.1.2.7 1.1.2.8
Import MBOM
Data
Service Provider
TMS Provider Provider
No

Product

Sales Order LoadClassifi cation /

Product Import
Sales Order
1.1.2.5
Certification
Response
1.1.2.6to TMS Classification
1.1.2.7
Sales Order
1.1.2.8
Processsing
VA31/VA32
TMS Provider Provider

Sales Order
Processsing
Sales Order Load
to TMS Service
Product
Classification Service
Import
Sales Order
Master Scheduler
Master Scheduler System Generated
System Generated
Provider
Service
Provider Provider
Servi ce
Provider

Product
Classification /
Certification
US/
Canada?
YES 1.1.2.9
TMS
Product
Request

Compliance
Download
Classification / Daily
Compliance
Information

System Generated
Certification
Request
No

1.1.2.10 US/ YES 1.1.2.9

1.1.2.11
VL10 I
Canada?
Delivery
TMSTMS

TMS Compli ance

Processing Checks

Master Scheduler
Compliance
System Compliance
Daily
Information
1
Download
2 VL10I
System Generated
No
1.2.3.4 Emport Management

1.2.3 O utbound Logistics

1.1.2.10
VL10I
1.2 Supply Chain Execution

1.1.2.11 Delivery
TMS
Delivery
Processing
TMS Compliance
Processing Checks

Master Scheduler
System
Master Scheduler

Delivery creation and

1 2
delivery processing is a
prerequisite to create a pro-
forma invoice/customs print
1.2.3.4 Emport Management out.
1.2.3 Outbound Logistics

1.2 Supply Chain Execution

40
 Export management – Process overview (3)
1.2.3.4 Export
1.2.3.4 Export Management
Management

International
International Local
Local SCM
SCM S/T
S/T Govt
Govt
Customer
Customer

1
1 2
2

1.1.2.12
1.1.2.12 1.1.2.14
1.1.2.14
TMS
TMS

Load Goods
Goods on
on Shipment
Shipment Load
Load to
to
Load
Truck with
with Seal
Seal TMS
TMS
Truck
Shipping Clerk System
Shipping Clerk System Generated
Generated
1.1.2.13
1.1.2.13
VL02N
VL02N Compliance
Compliance
Failure?
Failure?
Shipment
Shipment Yes
Yes
Processing
Processing Intl
Intl
Shipper?
Shipper? Yes
Yes
Shipping Clerk
Shipping Clerk 1.1.2.15
1.1.2.15
Other
Other App
App
Yes
Yes Resolve
Resolve
Compliance
Compliance Issue
Issue No
No
US/ Customs
US/ Customs Analyst
Analyst
Canada?
Canada?

No
No
1.1.2.16
1.1.2.16
TMS
TMS
No
No
Print
Print Commercial
Commercial
Invoice
Invoice

Shipping
Shipping Clerk
Clerk
1.1.2.17
41 1.1.2.17
Automated
Automated
 Shipping Clerk
1.2.3.4 Export Management
System Generated

1.1.2.13
VL02N

Export management – Process overview (4)

International Compliance
Failure? Local S
Customer Shipment
Processing Intl
Yes

Shipper?
Yes
Shipping Clerk 1.1.2.15
Other App
Yes
Resolve
Compliance Issue
No
US/ Customs Analyst
1.2. 3. 4 E

I
xp

n
o

te
C u
rn
r

a
st
t

o
t
m
M

i o
a

n
er
al
nage ment
Canada?
L ocal S CM S/ T Go vt
1
1 2

1.1.2.1 2 1 .1.2.1 4
T MS
Lo a d G o od s on Sh i pm e nt L o ad t o
T ruc k w t h
i Se al T M S
Sh i pp i ng Cl e rk Sy st e m Ge ne ra t e d

1.1.2.1 3
VL0 2N
Co m pl i a nc e
Fa i l ure ?

No
Sh i p m e n t Ye s
Pro c es si n g I n t l
Sh i
p p e r
?
Ye s
Sh i p pi n g C e
l rk 1 .1.2.15
Oth e r Ap p
Ye s R e so l ve
Co mp l a
i n c e I ss u e
No
U S / Cu st o m s An a y
l st
Ca n a da?
No
1 .1.2.1 6
N o T MS
Pri
n t C o m m e rci a l
I nv o c
i e
Sh p
i p i ng Cl e rk
1.1.2.1 7
Au o
t m at e d

Pri n t C o m m e rc a
i l

1.1.2.16
I n vo i ce

Sh i p pi n g C e
l rk

1.1.2.1 8

Prov i de Sh i p p i ng
Do cu m e n t a t i
o n o
t
D ri
v e r
S hi p pi n g C e
l rk

T e rm i n a tor

TMS
No
Print Commercial
Invoice VF01/VF02
1.1.2.12
Shipping Clerk
1.1.2.17
VF01/VF02 Load Goods on
Automated Truck with Seal

Print Commercial Shipping Clerk

Invoice
1.1.2.13
Shipping Clerk VL02N

Shipment
Processing Intl
Shipper?

Shipping administrator will

Shipping Clerk

1.1.2.18
create the proforma
Provide Shipping
invoice/customs print out in SAP US/
Canada?
Documentation to
Driver usingNo
t-code VF01. The printout
Shipping Clerk
will be issued via t-code VF02.
No
Terminator Different billing document types
can be used (see excel sheet).
1.1.2.17
Automated

Print Commercial
Invoice

Shipping Clerk
Saturn billing
matrix

42 1.1.2.18

Provide Shipping
Documentation to
INTRASTAT DISPATCH
(OUTBOUND)

43
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

44
Agenda

 SAP Standard Solution Dispatches

 Standard Workflow

 What data needs to be reported?

 Matrix by country
 Key Foreign Trade attributes

 Transaction codes used by CFS teams

 Running the Intrastat Report - VE01
 Additional information and fields – table VEIAV
 Correction and addition of entries - VEFU

 Key developments made to report drop shipments correctly

 Reconciliation with VAT return report

45
SAP Standard Solution - Dispatches

Process flow for Country Financial Services (CFS) teams create file, disk and sent
no error data to authorities/ or key END
data on web page

reconciles with
no error
VAT reporting

no

identify source of error:

Run Intrastat Report invoice data/material master/
START error protocol yes
ENPA/VE01 condition record/sales order/
vendor master/recon. tax report

Reconciliation
Transaction Data Master Data
Intrastat - VAT

intrastat
Material Master
weights; commodity code;
Invoice
identify source country of origin (IMMG/CC-
of difference MM)
correct data Sales Order
via ENPA/ tax departure country; tax
VEFU VAT destination country;
business partner (CCF)
correct data on
VAT reporting Vendor Master
region of origin
(purchasing)

Condition Record
GRWR (CCF)

Correction of data
by according group

46
Intrastat - What Data needs to be reported?
Matrix by Country

The data reported is determined by EU and local law. Please find an excel sheet
imported listing the fields by country. (Status 2006)

Matrix by Country
Deloitte

47
Key Foreign Trade fields with impact on export transactions and legal
reporting

1. Weights from Material master “Basic View”

2. Country of origin from the Material Master “Sales organization” view. Only, in
case of drop shipments, this is picked from the vendor master

3. Statistical value calculated using cond. type GRWR

4. Commodity code from the Material Master “Sales organization” view

5. Business transaction type from “Import/Export” configuration; determined during

invoice creation

6. Mode of transport from “Mode of transport” configuration; determined during

invoice creation
7. VAT Registration no. Customer and Legal Entity VAT no. is printed on the invoice
form. Customer VAT no. is printed from Customer Master, Legal Entity VAT no.
from SPRO configuration T001 or T001N table (as the case may be)

48
Transaction Codes (T-Code)

I. VE01 - VE01 Intrastat: Select Data for Dispatch – EU Countries

Used for working on intrastat data, i.e. data clean up, variant creation
II. ZSE16N - General Table Display
Used to support data reconciliation, clean up activities, workaround
III. VEFU - Foreign Trade: Declarations to the Authorities – Add Entries
Used to correct data

Please note that T-Code ENPA has T-Code VE01 and VEFU embedded. A more practical
approach is to use VE01 for working with Intrastat Data until data is corrected and ready
to be reported.
As std. SAP “ENPA” does not report drop shipments correctly, it is not widely used
amongst JCI.

49
I. Running the Intrastat Report – VE01
Selection criteria
• Company code: corresponds to the
company code you declare for -
Mandatory
• Plant: corresponds to the plant number
you declare for.
• Billing document types: flags are
marked by default; add/remove by your
country specific requirements
• Reporting month: according to
calendar year (e.g. February = 2) –
Mandatory
• Reporting year: the current year
appears by default; please note that this
is the calendar year not the Fiscal Year
Mandatory
Country of declaration: DE (Germany in
this example). You can open the match
code and select the right one. - Mandatory
• Log type: open the match code and
select the right one according to the
purpose you are running Intrastat for –
Mandatory
• Copy region from plant: please check
box to have the region reported correctly

50
I. Running the Intrastat Report – VE01
Output

The selection log shows all data being selected for the intrastat report

51
I. Running the Intrastat Report – VE01
Open Business Events & Incompletion Log

The open business events shows documents which should be reported, but will
not because they are not complete. In this example the invoice has been created
but not posted to FI because of an pricing error.

52
I. Running the Intrastat Report – VE01
Open Business Events & Incompletion Log

The incompletion log shows all data relevant for intrastat reporting, but the
Foreign trade data for this country is not completed

53
II. Additional Intrastat Information – ZSE16N

Note - Some CFS teams are also looking into table VEIAV (Intrastat item table)
to retrieve additional information that is only stored in the intrastat tables but not
displayed on the main report screen

54
 III. Correcting data - VEFU

Prerequisite: Running VE01 in ‘Update’ mode

The following fields can be adjusted using VEFU –
Invoice value Mode of Transport
Statistical Value Commodity code
Tare mass and weight unit Business Transaction type
Spec. unit of measure Exp / Imp Procedure
Incoterms Country of origin / Region of origin
Customer VAT registration no. Destination country

Please note that correcting entries on VEFU does not change

data on billing documents – it only changes it on the Intrastat-
specific data tables, so it can be reported with correct data

55
Running transaction VEFU to add new reportable entries

You can also use VEFU to add new reportable entries for Intrastat reporting which cannot
be reported / changed by the standard transactions due to constraints

• Enter selection criteria (company code /

calendar period / arrival / dispatch / and
declaration country)
• The system will throw up a list of all entries it
found for this period, click the button “New
Entries” on top left
• Fill out the required fields, the fields with
are mandatory. Press “Enter” after each is done

• Press the “Save” button after done and run

ZSE16N after that to view your added
document

56
Key developments to report dropshipments* correctly
(i) Country fields on SO/SA

There are 3 key fields on the Sales SO/SA header that drive Intrastat reporting, tax
determination and invoice print format, in case of an intra EU community supply or goods

1. Tax Departure Country (Billing Doc  Header Billing tab) determines for which country the
declaration needs to be done, e.g. if you enter DE, than you need run the intrastat report for
declaration country DE
2. Tax Destination Country (Billing Doc  Header Billing tab) - is used for condition check,
must be filled
3. Drop Shipment Vendor (Billing Doc  Partners ZD Drop ship Vendor) - is used for
determination for country and region of origin.

Goods crossing
border
* Drop Shipment – when goods are delivered directly by a
vendor (could be an external vendor or another JCI plant) to a
JCI end customer, but billed through the JCI plant

57
Key developments to report “Dropshipment Scenarios” correctly
(ii) Technical Fixes

Drop shipment
dispatches - technical det

58
Key developments to report “Dropshipment Scenarios” correctly
(iii) Country & Region of Origin (1)

Country & Region of Origin

are usually defaulted from the plant, however in case of drop shipments, the
country and region will come from the Vendor Master of the Drop-shipment
vendor setup on the SO/SA header
Example Dropshipment
company code 7103, period 12, year 2006, declaration country is Italy, sales
document 1270582125, sales order 1637, dropshipment vendor 316166
Plastal S.p.A., region of origin of drop shipment vendor TV Treviso, country of
origin IT, Italy

Review data on dropshipment

vendor:

59
Key developments to report “Dropshipment Scenarios” correctly
(iii) Country & Region of Origin (2)

Review Intrastat Data for Country & Region of Origin

60
Other developments – Intrastat Dispatches

Some G-codes and GS-codes are exclusively service parts and should not be
reported for intrastat. The exclusion of such parts is handled through a custom
functionality requiring an entry in the Z-table ZTMMINTRASERV

Handling of
serviceparts

61
Reconciliation Intrastat with VAT / EC Sales List

The intrastat report should reconcile with the EC Sales List.

CFS runs the VAT EC Sales list and reviews the total of the Intrastat report.
Ideally those totals should match within a certain range.
A document is attached which shows you how to reconcile between EC-Sales
list and Intrastat.
example
reconciliation

(1) Run S_ALR_87012357 - Advance Return for Tax on Sales/Pur. (S_ALR_87012400 -

EC Sales List ) please note that you may need to create a layout according to your
needs. It is advisable to add the field “Reference Key” into the layout as this reflects
the invoice number. This will help you to identify differences on document level
(2) Run VE01 / ZSE16N Intrastat data Run
(3) In case of differences download the data and compare the differences. Possible
differences maybe, that a wrong VAT code has been used, Foreign Trade Data on
the sales order is set up wrongly. Causes will only be identified on a document level.
It is therefore important that you run the report on a regular basis and resolve this
issues.

62
APPENDIX

Intrastat – Error Protocol

Intrastat – Source(s) of reported fields

63
Intrastat Error Protocol and Solutions

Errors occur because Intrastat reportable information is missing on the

document or in the master data.
Some reportable data is required in the document and checked via the
incompletion log. If the document is not posted to FI and therefore will appear
under the “open business event log”. These fields must be completed in
every billing document in incompletion log.
Once a document has been released to accounting, no changes can be done
in the document. But the field can changed in T-code VEFU (in the special
tables for Intrastat), entry by entry. Watch out when running the report, the
correct option must be taken in order to keep the changes in the table.

64
Intrastat Error Protocol and Solutions
Example Errors and solutions - WEIGHTS

WEIGHT
In the Intrastat declarations, the tare mass (net weight x qty in the invoice) for
each time must be shown.
If Master Data is not correct (dummy values/incorrect values), values will not
be correct
Solution:
 Contact Master Data maintenance team (IMMG) for maintenance of correct
weights on item master (EPIC) that will then be pushed to SAP Material
master and MFG/PRO and run VE01 again. A z-table is also in use to
determine representative weights by commodity code - ZTMMI046.

65
Intrastat Error Protocol and Solutions
Example Errors and solutions - Statistical Value

STATISTICAL VALUE OF THE DOCUMENT IS ZERO

The statistical value is calculated when the report is performed. The calculation
is based on the incoterms by sales organisation.

66
Intrastat Error Protocol and Solutions
Example Errors and solutions - Commodity Code

Commodity Code
The intrastat report is retrieving the data from
the document, i.e. the invoice. During invoice
creation the commodity code is taken from the
material master.
The commodity code is a required field on the
invoice, thus the invoice cannot be posted to
FI without a commodity code. The invoice will
be listed in the incompletion log.
CCF will contact you if they have invoices with
this message in the incompletion log
requesting the commodity code. In addition
you should contact IMMG to have the
commodity code maintained on the material
master (EPIC).

67
Intrastat Error Protocol and Solutions
Example Errors and solutions - Commodity Code

Commodity Code
Wrong commodity code on the Report.
EXAMPLE:

The commodity code is not the correct one. You can correct this code with
VEFU (please see at the end of the training material documentation after
you run VE01 in update mode. But please make sure that you contact
IMMG to have the material master corrected as well).

68
Intrastat Error Protocol and Solutions
Example Errors and solutions - Business Transaction Type

Business Transaction Type

Business transaction type values have been configured
on a country level, based on item category.
If business transaction type value is missing on any old
documents, it will be on “Open Business Events” as
this field forms a part of the foreign trade
incompleteness of billing documents – it will not be
passed to accounting until the error is resolved.
Solution :Contact CCF group (Central Commercial
Finance – MDMG) who will need to maintain the
necessary foreign trade data on the invoice, to book it
in accounting.

The system will only bring up

allowed values for the selling
country
CCF will select ’11’ if it is a
normal sale scenario, ‘21’ if it is
a Returns
F4

69
Intrastat Error Protocol and Solutions
Example Errors and solutions - Mode of Transport
The mode of transport is picked up from a default table which specifies one MoT
between a combination of 2 countries (departure country <--> destination country).
Mostly, the MoT is maintained as ‘3’ = Road
Mode of transport is part of the foreign trade incompleteness on billing document
therefore, if missing, the invoice will not pass to accounting  Please contact CCF for
correcting such invoices
Incorrect values can be corrected using transaction VEFU

 F4 to see possible values

70
Intrastat Error Protocol and Solutions
Example Errors and solutions - Import / Export (statistical) procedure
 The Exp/Imp. Procedure is currently defaulted on the country level.
 If the value is found empty or incorrect, it can be corrected in the following way –

Double click the clock button to go directly to document and correct

Select an
appropriate value
and click on
“Save”
 Go to drop down here,
system brings up values by
country

71
Intrastat Error Protocol and Solutions
Example Errors and solutions - Supplementary Unit (1)

Supplementary Unit
The error arises if the commodity code requires a supplementary unit of
measure and the alternative unit of measure is not defined on the material
master. This mainly belongs to historical data as by now the mapping should
be updated, table ZTMMI046.

Solution A:
• open the document and identify the material
• check the required measure of the conversion code in table T604
• contact production support and ask them to check if the mapping has been
set up. Please provide a conversion factor.

72
Intrastat Error Protocol and Solutions
Example Errors and solutions - Supplementary Unit (2)
Use ZSE16N and review table T604, select country and commodity code.

Review the data. In this example you can see that the supplementary unit of
measure is PC.

73
Intrastat Error Protocol and Solutions
Example Errors and solutions - Supplementary Unit (3)

Solution B:
• go to the incompletion log and
click on tab
• this leads you directly to the material master

74
Intrastat Error Protocol and Solutions
Example Errors and solutions - Supplementary Unit (4)
press enter
select

select

• enter your
conversion, here PC
to EA
• rerun VE01 and the
document will be
moved off the
incompletion log

75
Intrastat Error Protocol and Solutions
Example Errors and solutions - Supplementary Unit (5)

specific unit is now listed as PC

But please be aware that you still need to contact IMMG to have the
master data updated. If you do not trigger this than the mapping is
overwritten with the next update of the material master from EPIC

76
Intrastat Error Protocol and Solutions
Example Errors and solutions - VAT number of Customer
• VAT number of customer is taken from the customer master, which is copied
onto the billing document –
• VAT number can be changed directly on the invoice, if it has not been booked
to accounting
• Otherwise, via VEFU

Please note that you have to verify that the VAT number of the customer is changed.
You need to send a request to CCF to update the data accordingly. If you do not do that,
than with the next declaration you will receive the wrong VAT number again. The update
of data via VEFU is only an update on the Intrastat table.

77
What Data needs to be reported?
Source of Data

Please review attached excel sheet, which identifies the source for the intrastat
report on a field basis

Source of Data for

Intrastat Report

78
 REPORTS FOR THIS COURSE

79
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

80
Reports – Reports supporting Export Management Process (1)

 Transaction ZAES (Interface SAP <-> FORMAT (Software for Customs affairs) :
Used to maintain MRN.

 Transaction VE01 – Report :

VE01 Intrastat: Select Data for Dispatch – EU Countries: Used for working on intrastat
data, i.e. data clean up, variant creation

 Transaction VEFU – Report :

Foreign Trade - Declarations to the Authorities – Add Entries: Used to correct data

81
 COURSE SUMMARY

82
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

83
Learning Objectives

Upon completion of this course, you should be able to:

 Understand cross-border goods trade (export) from the European Union

customs territory and the related legal provisions (e.g. “Konsulats- und
Mustervorschriften”).
 Understand the delivery and shipping process for export
 Transfer data to/from FORMAT & update foreign trade data
 Create billing document and print the related invoice outputs (proforma/
customs/ customer print out)
 Understand how Intrastat reporting works and the JCI Intrastat reporting
process

84
More Information & Help

 Online training documentation

 Online help
 Key-user role
 Helpdesk

85
 ASSESSMENT

86
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

87
Course Assessment

Please complete the course assessment.

88
 EVALUATION OF THIS COURSE

89
Course Agenda

 Course Introduction
 Overview - Delivery and shipping for Export in SAP
 Proforma invoice / Customs print out
 Transfer data to FORMAT & Update foreign trade data
 Post billing document to FI & print customer invoice
 Intrastat Dispatch (Outbound)
 Reports
 Course Summary
 Assessment
 Evaluation

90
Course Evaluation

Please complete the course evaluation.

91