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When and how to make corrections of Intrastat declarations?
October 20, 2020

Have you found out new information that should have appeared in the already submitted Intrastat declaration, but at the moment of its processing you did not know it? This can occur very easily. At this point, it is important to know the rules for making corrections to Intrastat declarations. This rules are contained in the Handbook for Intrastat data providers, as well as their deadlines are. It also lists errors and inaccuracies that do not need to be corrected. And last but not least, the Handbook contains the corrections procedure for Intrastat declarations when a credit note is issued. In our article, you can find all necessary information that you should know before you start to correct Intrastat reports.

If the company finds inaccuracies in the submitted Intrastat declaration, it is obliged to correct the false data no later than 30 days from this moment. The correction shall be made in accordance with the rules in force for the year of the reference period of the report. The deadline for corrections is the 12th working day of July in the year following the year in which the incorrect data for any month were reported. After the expiration of the June reporting deadline, it is not possible to correct any of the months of the previous year any more.

Correction of declarations submitted to the customs office electronically can be done in two ways. The company can cancel the entire report and submitt a new one in its place, complete with the correct data. This procedure is the only one possible for correction of declarations submitted on paper. The second option is to correct erroneous data in specific lines in the report directly in the InstatDesk application to update an existing report.

When are Intrastat corrections not required?

  • If the correction of the wrongly stated invoiced value does not change the incorrectly submitted value by more than 5%.
  • In the event that the correction of an inaccurate data of the net weight or quantity does not change the erroneously reported figure by more than 5 %.
  • Other incorrectly reported data (except for the invoiced value and quantity) do not have to be corrected if they relate to a value not exceeding CZK 10,000.

It is not decisive for setting the 5% limit whether the correction will increase or decrease the final amount. When companies submit Intrastat declaration, they should consider the possibility of aggregated reporting. If there are several cases with the same commodity code, the same mode of transport, the nature of the transaction, the country of destination or dispatch and the country of origin, the same code of delivery terms and the indication of the special movement code and statistical value, it is appropriate to report them in one line. It can thus reduce the number of possible subsequent Intrastat corrections by using the option not to correct erroneous data.

Credit notes and corrections of Intrastat declarations

If is a credit note issued for goods delivered and reported to Intrastat it may change their price as follows:

  • The credit note will deduct an amount from the total price of the goods. Such as in case of accepted complaint (for example due to poor quality of goods). The company has to correct the data on the value of the discounted goods in the original Intrastat declaration. The correction is not required only if the difference does not exceed 5% of the originally reported value.
  • A seller can cancel the original invoice with the issuance of a credit note and return full purchase price to the customer. No matter if the credit note apllies to the entire shipmnet of goods or just to a part of it. In this event, the corrections of Intrastat declarations are not required. The originally submitted value of the goods before the issuance of the credit note remains the same. So the credit note is not reported in Intrastat at all. At the same time, it does not matter whether the credited goods are returned to the seller or not. 

Other rules

If all or part of the shipment returns back to the seller, the data in the originally submitted Intrastat declaration are not corrected. A return of recieved or of sent goods is reported with the transaction code “21”. And the value of declared goods is the same as the original one.

If a company expects some changes in the reported value of goods at the moment of processing of Intrastat declaration, it can report the already estimated value. This will prevent the subsequent correction of the declaration. If expected changes do not occur, or in a different amount, it has to correct this value. Here is also an option not to correct erroneous data, if the value does not change by more or less than 5 %.

The transaction code is not corrected if it was correct at the moment of processing of Intrastat declarantion, but the subsequent handling of goods does not correspond to this.

Nothing should surprise you now in the process of making corrections to Intrastat declarations. However, if you are still not completely sure, do not hesitate to contact us.

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