NATIONAL INSTITUTE OF STATISTICS ROMANIA 2018 · User Guide for the Intrastat online application (web) NATIONAL INSTITUTE OF STATISTICS ROMANIA 2018

User Guide for the Intrastat online application (web)

NATIONAL INSTITUTE OF STATISTICS

ROMANIA

2018

User guide for the Intrastat online application (web)

© INS 2007 Reproducing the content of this publication, completely or partly, in original or modified, as well as its storage in a retrieval system, or transmitted, in any form and by any means are forbidden without the written permission of the National Institute of Statistics. Using the content of this publication with explanatory or justifying title, in articles, studies, books is allowed only clearly and precisely indicating the source.

INS, 16 Blvd Libertatii, sector 5, Bucuresti


Table of Contents

1. Preface...............................................................................................................4

2. Changes from the Previous Version...............................................................6

3. Intrastat online application.............................................................................7

4. Registration process.......................................................................................10

5. Password recovery .........................................................................................13

6. Using the Intrastat online application..........................................................14

6.1. Creating, editing and submitting declarations .............................................15

6.1.1. Submitting the declaration ...................................................................20

6.1.2. Saving the declaration as draft .............................................................22

6.1.3. Printing a Declaration ..........................................................................22

6.1.4. Null declarations ..................................................................................23

6.1.5. Selecting a NC8 commodity code........................................................23

6.2. Uploading xml declaration files...................................................................25

6.3. View the history of declarations ..................................................................27

6.4. Request to correct firm information.............................................................28

6.5. Modifying the password ..............................................................................29

7. Using the Intrastat online Application as a DTP ........................................30

7.1. Viewing and adding clients..........................................................................30

7.2. Creating, editing and submitting declarations .............................................31

7.3. Uploading xml declaration files...................................................................31

7.4. View the declarations history.......................................................................32

7.5. Request to correct firm information.............................................................33

7.6. Modifying the password ..............................................................................33

National Institute of Statistics of Romania 3


1. Preface

One of the consequences of Romania's accession to the EU on 1st January 2007, was

the fact that the system of compiling external trade statistics, mainly based on the

information in export and import customs declarations collected by the General

Direction of Customs, changed due to the removal obligation of filing in customs

declarations for goods moving between Romania and other Member States of the

European Union.

Elimination of customs formalities for goods moving between Romania and other

Member States of the European Union imposed the statistical system of intra-

Community trade (Intrastat) so that Romania provide statistical information required

by legislation. This information is collected directly from economic operators with

intra-Community trade in goods activities, which are required to complete and submit

to the National Statistics Institute (INS) the Intrastat declarations.

This user guide addresses to:

• Providers of Statistical Information (PSIs) and

• Third Party Declaring (TPD)

eligible for providing Intrastat declarations.

Aim of this user guide is to provide instructions on how to use the online application

that has been developed in order to submit electronically to INS the Intrastat

declarations.

Before to use the online Intrastat application and services offered by INS we strongly

suggest that you become familiar with Intrastat related issues by reading the

Handbook for Data Providers – Part I and Part II - that can be found in the web

site of Intrastat at www.intrastat.ro .

Creation and submission of Intrastat declarations is possible through the following

ways:

1. Intrastat online application, available on the website www.intrastat.ro .

2. Intrastat offline application, available on the website www.intrastat.ro


http://www.intrastat.ro/




The Intrastat offline application will create a declaration file that can be submitted to

INS through one of the following means:

i) E-mail to the address: [email protected]

ii) Loading into Intrastat online application on the website www.intrastat.ro

iii) If you do not have access to the Internet to submit Intrastat declaration

under points 1) or 2) you can copy the file Intrastat declaration (file extension

.xml or .enc) on a floppy / CD / USB and you can ask Statistical Territorial

Department, in the area where it is established, requiring the possibility to send

an e-mail containing the Intrastat declaration to the National Institute of

Statistics or can forward the Intrastat declaration from any other computer with

Internet access.

3. Producing the electronic declaration files of xml type, by modifying the existing

software in your company to match to the INS accepted standard structure. Detailed

information on this way can be found in the handbook “Description Manual of the

procedure for creating other types of files accepted by INS”, downloadable from

the www.intrastat.ro or provided, on the request, free of charge by INS.

INS recommends you to use the on-line application from the website www.intrastat.ro

or the off-line application provided by INS, as they contain some predefined

validation rules for creating a correct and valid Intrastat declaration.


mailto:[email protected]




2. Changes from the Previous Version

Modified nomenclatures:

Version 2018 of the Combined Nomenclature contains 16 new codes at 8-digit level

while 11 codes at 8-digit level were removed from the version 2017 of the CN. Total

number of CN codes at 8-digit level is 9539. Combined Nomenclature is available in

electronic format on the website www.intrastat.ro.




3. Intrastat online application Intrastat online application (web) is available on the website www.intrastat.ro.

Figure 1. Website www.intrastat.ro

On the left side of the initial page of the website www.intrastat.ro (shown in Figure 1) click on

the “Intrastat Declaration” to access to the online Intrastat application. This action will take

you to the following web page.






Figure 2. Ready to access the Intrastat online application page

To continue, you have to clik on the buton “CLICK HERE” and will appear the Home page of

the Intrastat online application (see Figure 3).



Figure 3. Intrastat online application login page

Prior to use the online application a data provider (PSI or DTP) must register with the system

in order to be granted access to the Intrastat system. To see how registration is performed

please see chapter 4.



4. Registration process Registration is possible from the login page (see Figure 3) and specifically from the link at the

end of the question

Are you a new User? Register here

Clicking on the “here” the following screen appears explaining the terms PSI and TPD.

According to its role the user can register as a PSI or as TPD.

Figure 4. Select to register as a PSI or TPD

Registering as a PSI or DTP is done through the same software forms. For this reason we show

here only the forms for PSI. Thus, pressing any of the buttons shown in Figure 4 the user sees

the following form (Figure 5. “New Registration” forms).

In the “New Registration” form the user first has to enter the firm’s VAT number and then

press the “Search” button to validate the VAT number. If the VAT number is correct and the

firm exists in the system’s database the system will display the corresponding information in

the fields of the “Firm Details” section.

If the VAT is correct but the firm is not in the system’s database the user will have to fill in the

related information in the fields of the “Firm Details” section.

Please note that fields having their label underline are mandatory (the system will not

proceed if information on these fields is missing).



Figure 5. “New Registration” forms

When done typing the information asked in Figure 5 press the “Submit” button to register.

Figure 6. Confirmation of registration request

This will cause the system to send an e-mail to the e-mail address declared in Figure 5.



If the user has entered correctly his e-mail address in Figure 5 then he/she will be receiving an

e-mail to the e-mail address declared in Figure 5. This e-mail will have the form indicated in

Figure 7.

Figure 7. Registration e-mail to activate the firm's account

The user upon receiving this email has to point and click on the link contained in the e-mail in

order to activate its account with the Intrastat online system. This will activate the account and

a related message will appear as shown in Figure 8. When the account is activated the user

should click on the “Home” link which will display the login page (see Figure 3). From the

login page now the user can enter the system by providing as “User Name” the VAT number

and as “Password” the password specified in Figure 5.

Figure 8. Activating a PSI or DTP account



5. Password recovery

In the case where a PSI or a DTP forgets its password the system provides a mechanism to

recover the user’s password through e-mail. To do this the user must click on the

corresponding link available at the login screen (see Figura 3).

Upon clicking on the link, the following screen appears where the user is asked for validation

purposes to enter its VAT number and the e-mail address used during the initial registration

with the Intrastat online system. Next the user must click the “Submit” button.

The system automatically will send an e-mail to the user with a temporary new password

which can be used to login into the system. The first time the user logs into the system with the

new temporary password he will be asked to change it.

Figure 9. Password Recovery page



6. Using the Intrastat online application

The PSI user in order to use the system must first login from the form shown in Figure 3.

Upon login into the system the user sees the welcome screen (Figure 10). From the menu

available on the top of this page the user has the following options:

Submit Declaration: Create/edit/submit declaration.

Upload Declaration: Upload a declaration xml file (created with the offline application)

History Declaration: View a history of declarations submitted

Edit details firm: Request to correct information about the firm

Modify password: Change/modify the password

Figure 10. Welcome screen



6.1. Creating, editing and submitting declarations

To create a new declaration or to edit a submitted declaration and then submit it clicks on the

“Submit Declaration” menu option. Doing so, the following screen will appear (Figure 11).

Figure 11. Select to create a declaration

The screen of Figure 11 gives a summary of what declarations can be created from the user.

More specifically under the column:

“Current Declarations” the system will always display for selection the declarations (arrival

or dispatch) that must be created for the current reference period. From the moment that you

select and create a declaration from this column and submit it then this declaration disappears

from this column.

“Revised Declaration” the system displays declarations that have been submitted on time. The

user can select a declaration and modify it. Only the latest version the declarations is shown

here.



“Delayed Declarations” the system displays declarations that have not been created and

submitted during the declaration period. Declarations that have been submitted after the

declaration period can also selected for editing from here.

To create or edit a declaration (arrival or dispatch) the user should click on the link

corresponding to the related reference period.

Upon clicking on a link the system displays information related to the person responsible for

providing the declaration information (Contact person – see Figure 12). We perform any

updating to the information related to the contact person if it is needed and we proceed by

clicking the “Next” button.

Figure 12. Contact Person Information

Note that it is mandatory to fill in all the fields in the declaration.

Pressing the “Next” button in Figure 12 will display the declaration form (Figure 13). The

declaration form for arrivals is almost identical with the declaration form for dispatches except

from the following difference: Declaration form for arrivals has a field for “Country of



Consignement” while the declaration form for dispatches has the fields “Country of

Destination” and “CUI_Partner”. All other fields are the same for both commercial flows. Note

that it is mandatory to fill in all the fields in the declaration.

Figure 13. INTRASTAT Declaration Form Dispatch flow

The declaration form is constructed from 4 sections explained below:

1. The first section contains the principal identification information of the economic operator

(VAT and name), reference period, flow which is done the Intrastat declaration and type of

declaration.

2. The section “Detailed information for declaration item” from where the user selects

information is related to a specific commodity that must be declared.

3. The section “Total Value” displays information about total values related to the declared

commodities for a certain reference period and selected commercial flow.

4. The section “Declaration Items” displays the commodity items declared.

The user will interact with the controls in section “Detailed Information For Declaration Item”

in order to add the declaration commodities that must be declared.

Information for a commodity item consists of:



CN8 Cod - The commodity code. Pressing the button labelled “Search/Accept” the user can

find and select easily the commodity code from a series of screens that help him find the

commodity item. Further information is described in chapter 6.1.5.

CN8 Name - The description of the selected commodity code. This information is shown

automatically by the system.

Net Mass (in KG). The net weight is the weight in kilograms without packaging of any kind.

The net weight is entered without decimals. It is recommended that the following rounding

rules are applied (to avoid decimals): If the remainder beyond the last digit to be reported is

less than 5 it should be round down or if the remainder is 5 or greater, it should be round up.

For certain products there are also supplementary units that must be declared. For further

information see Handbook for Data Providers, Part I - chapter “6.3.3 Net mass in whole

kg”, available on the website www.intrastat.ro.

Supplementary Units. The requirement for Supplementary Units applies to certain classes of

products. The nature of the Supplementary Unit depends on the product; commonly, it may be

the number of units, or the volume in litres, or the area in square metres. For further

information see the Handbook for Data Providers, Part I - chapter “6.3.4 Supplementary

units” available on the website www.intrastat.ro.

Invoice Value (in LEI). Invoiced amount is the value of the commodity indicated on the

invoice, which might contain transport and insurance costs according to the delivery terms but

not include the VAT, excises etc. It should be given in LEI, without decimals. For further

information see Handbook for Data Providers, Part I - chapter “6.3.5 Invoice value stated

in LEI”, available on the website www.intrastat.ro.

Statistical Value. The statistical value is the value of a product at the time of border crossing.

It should be given in LEI, without decimals. For further information see Handbook for Data

Providers, Part I - chapter “6.3.6 Statistical value”, available on the website

www.intrastat.ro.

Nature of Transaction. Type of transaction in the sense whether the products enter/leave

Romania for processing, to be sold, or if they change the ownership etc. For further

information see the Handbook for Data Providers, Part I - chapter “6.3.7 Type of

transaction”, available on the website www.intrastat.ro.

Mode of Transport. It determines the shipment method for commodities. For further

information see the Handbook for Data Providers, Part I - chapter “6.3.8 Mode of

Transport”, available on the website www.intrastat.ro.









Delivery Terms. Delivery terms refer to accepted commercial terms defining the respective

roles of the buyer and seller in the arrangement of transportation and other responsibilities and

clarify when the ownership of the merchandise takes place. They are used in conjunction with

a sales agreement or other method of transacting the sale. For further information see the

Handbook for Data Providers, Part I - chapter “6.3.9 Terms of Delivery”, available on the

website www.intrastat.ro..

Country of Destination (in case of a dispatch). The EU Member State of destination to whom

goods are physically sent from Romania.

Coutry of origin (both in case of an arrival and of a dispatch). The country where the good has

been produced or had the last substantial transformation.

Country of Consignment (in case of an arrival). The Member State from which the goods

were dispatched to Romania.

Partner CUI (for dispatches of goods):

– In the first box of the field, the identification code of EU Member State of trade partner

to whom goods are physically sent will be selected.

– In the second box of the field it will be introduced the numeric part of the PSIcal

identification code (CUI) of trade partner to whom goods are physically sent.

Thus, for each commodity item the user must set the appropriate information in the controls of

this section and then press the “Add item” button. This will have as result to add a line in the

section “Declaration Items” with the information about the good declared.

The application will validate the values entered, by displaying warning messages, like:

- Validation of CUI_Partner according to the CUI validation algorithm specific to each EU

Member State.

- If in the first column of the field “CUI_Partner” a country code was selected than the second

column of this field will be completed mandatory.




Figure 94. Declaration form with commodities declared – Dispatch flow

In section “Declaration Items” when the user clicks on the reference number of a declared

commodity item under the column “Order No”, the detailed information for this item is

displayed in section “Detailed Information For Declaration Item” and than he can further

modify the item’s information by changing the values of the related controls and pressing the

“Modify Item” button.

A commodity item can be deleted by pressing the “Delete” button that corresponds to the

commodity item in section “Declaration Items”.

To add more commodity items the user must repeat the steps described till now.

When done with declaring commodity items the user can either:

- Save the declarationa as “draft” or

- Submit the Intrastat declaration to INS

6.1.1. Submitting the declaration

To submit a declaration the user must press the “Submit” button from the declaration form

(Figure 15). The system will ask him for a confirmation through the following screen.



Figure 105. Confirmation prior to submit a declaration

If the user presses the “Submit” button the declaration will be submitted and the system will

respond with a confirmation message and a submission reference code (see Figure 16).

Figure 116. Confirmation after submitting a declaration

Then the user can press the “Home Page” button to return to the home page.



After submitting the declaration are no longer allowed modifications therein. To achieve the

changes in a declaration already submitted, the user must prepare a revised declaration.

6.1.2. Saving the declaration as draft

Saving the declaration as draft means that the user saves any work performed up to that point

and he can come back at a later time to complete and submit the declaration. To save the

declaration as draft the user must press the “Save as Draft” button available from the

declaration form (Figure 13).

To see the declaration saved as draft and also the declarations already submitted, the user must

select the menu “Declaration History” and from there find and open the draft declaration (by

clicking on the related link under the columns “Submitted”).

Figure 127. Accessing a draft declaration

When the draft declaration opens the user can continue to work on it and when done submitted

as described in the previous paragraphs.

6.1.3. Printing a Declaration

To print the Intrastat declaration, the user will access the menu “History Declaration” and from

there select and open declaration (by clicking on the appropriate link under the column

“Submitted”).

By pressing the “Print” button, this will open the “Print Preview” window from where the user

can print the INTRASTAT declaration.



Figure 18. Print Preview - Printing of Intrastat declaration Dispatch flow

6.1.4. Null declarations

Null declarations can be submitted by following the instructions in the previous paragraphs of

chapter 6.1.1 “Submitting the declaration” but without declaring any commodity items in the

declaration form (Figure 13). In this case the user needs only to press the “Submit” button on

the declaration form.

6.1.5. Selecting a NC8 commodity code

From the declaration form (Figure 13) when the user presses the “Search/Accept” button the

following screen appears. This screen displays the top level of the NC8 nomenclature.

Figure 19. NC8 form



Clicking on the “ ” button next to each chapter, the system displays more detailed

information about related sub categories. This process is repeated until we reach the final

commodity items that are under the selected chapter (Figure 20).

Figure 20. Navigating into the NC8 form

An alternative way is to enter part of the NC8 code in the related field and press the

“Search/Accept” in the declaration form (Figure 13) or the “Search” button in the form of

Figure 20.



Figure 21. The declaration form after locating a NC8 commodity

6.2. Uploading xml declaration files

There are cases where a firm might want to use the Intrastat offline application software

distributed by INS to create the declarations. In such case the declarations are saved as:

- xml files

- encrypted files.

These files next must be submitted to INS. This can be done through the following two ways:

- Create an e-mail message, attach the declaration files and forward the e-mail to

[email protected]

- The second alternative way is uploading the declaration file in the Intrastat online application.

In the second alternative, after login into the system the user must select the menu “Upload

Declaration” (Figure 22).




Figure 22. Upload a declaration file

Next the user must click the “Browse” button and locate the declaration file in your own

computer.

After locating the declaration file the user must press the “Upload” button.

If the declaration file is correct and no errors are detected by the system, the following form

will appear asking confirmation for submitting the declaration file (Figure 23).

Figure 23. Confirmation for submitting uploaded declaration file



The user can press the “Submit” button (Figure 23), and the system responds back with the

reference number for the declaration submitted (Figure 24).

Figure 24. Reference number for uploaded declaration file

6.3. View the history of declarations

From the menu “History Declaration” the user can see all declarations submitted and even the

declarations saved as draft (Figure 25).

Figure 25. History declarations

By clicking at the links under the column “Submitted” the user can view the declarations.



By clicking on the arrow of the left column the user can download the corresponding

declaration in xml file format (and import it in the Intrastat offline application or in the in your

own application developed as specified by INS).

By clicking on the printer icon in the second column the user can open the declaration in pdf

format and print it.

6.4. Request to correct firm information

The system provides a functionality that allows the user to request changes related to the firm’s

data. To do this the user must select the “Identification Details” menu.

Figure 26. Form to request changes in firm's data

The user can edit any of the available fields and when done press the “Submit” button.



The requested changes will not update the system immediately. INS will first validate the new

information by crosschecking with other administrative sources, a process that is time

consuming.

6.5. Modifying the password

A user for security reasons should change in regular time intervals the password used to login

into the system.

To do so the user should select the menu “Change password”.

Figure 27. Change password

The user next has to enter its old password, and the new one two time and press the “Save”

button.



7. Using the Intrastat online Application as a DTP

Prior to use the system the DTP user must register with the system (see chapter 4 “Registration

process”).

Having registered with the system and after activating the system account a DTP user in order

to use the system must login into the system from the form shown in Figure 4.

7.1. Viewing and adding clients After login into the system for first time, a DTP user should declare the firms (clients) for

which it would submit declarations. This is done from the menu “Clients” which displays the

form shown in Figure 28.

Figure 28. Viewing the clients of a DTP

To add a client, the DTP user must contact INS - Intrastat Register department (phone - 021

311 51 02, email: [email protected]). INS will add the specific PSI as client under a DTP upon

verification of the request.




7.2. Creating, editing and submitting declarations

The process of creating, editing and submitting declarations for a firm is exactly the same as it

is for a PSI (see chapter 6.1 “Creating, editing and submitting declarations”). The only

difference is an extra step at the beginning where the DTP user must select the firm for which a

declaration must be created or edited. This extra step is shown in Figure 29

Figure 29. Selecting the firm

After selecting the firm the creating, editing, and submitting process is as described in chapter

6.1. “Creating, editing and submitting declarations”.

7.3. Uploading xml declaration files

The process of uploading a declaration file is the same as described in chapter 6.2 “Uploading

xml declaration files.



7.4. View the declarations history

To view the declaration history for a specific client the DTP user must select the “Declaration

History” menu. This displays the form shown in Figure 30. The DTP user has to select from

the drop-down control labeled “CUI” the VAT number of the client for which the declarations

history must be displayed.

Figure 30. Declaration history

By clicking on the arrow of the left column the user can download the corresponding

declaration in xml file format (and import it in the Intrastat offline application or in his own

application developed as specified INS).

By clicking on the printer icon in the second column the user can open the declaration in pdf

format and print it.



7.5. Request to correct firm information

The system provides a functionality that allows a DTP user to request changes related to

client’s firm data.

This is the same process as described in chapter 6.4 “Request to correct firm information” with

only one extra step requiring to select the VAT number for the firm that update of information

would be requested.

7.6. Modifying the password

To modify the password please see the process described in chapter 6.5 “Modifying the

password” since it is exactly the same.


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NATIONAL INSTITUTE OF STATISTICS ROMANIA 2018 · User Guide for the Intrastat online application (web) NATIONAL INSTITUTE OF STATISTICS ROMANIA 2018