GRC
Olomouc
status doc.
File name: SimpleManInstatDesk1.0.doc
saved: U025206
document no:
project: Helpdesk Intrastat
Organisation/Author: date:
Novotný
6.1.2012
Simple user's manual for InstatDesk application
ver. 1.0
pages 1 (from 3)
Simple user's manual for the InstatDesk-CZ application
(This manual is used only for the first or basic orientation in the InstatDesk-CZ application. All possibilities of the
application are not described here.)
The InstatDesk-CZ application is used for Intrastat data collection. The program is used
both by Customs offices and PSIs (providers of statistical information).The InstatDesk-CZ
enables an import of Intrastat data generated by other systems. You can import CSV
(comma separated values) file. InstatDesk – CZ was programmed with the use of .NET
Framework as an object oriented software with application of modern standards. The
application is provided free of charge.
Minimal required configuration of a workstation:
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Pentium 400 MHz or equivalent
512 MB RAM
300 MB HD capacity
Required OS: Windows XP, Windows Vista or Windows 7
.NET framework version 3.5 SP1
Monitor setting: at least 1024x768 pixels
1. Basic guide
1.1. You have to be registered on your respective Customs Office from which you receive so
called identification of the workstation (ID of the station) and a password. In other words it
means the identification number of your InstatDesk-CZ installation. The ID of the station
and a password are necessary for sending your Intrastat data to our Intrastat Centre of the
Customs Administration by the InstatDesk-CZ application.
1.2. The installation package of the application can be downloaded from our web site on this
address www.celnisprava.cz ( the centre of the horizontal menu /Other Competencies
/Intrastat).
1.3. The installation is started by clicking on the icon Setup.exe.
1.4. After installation you have to fill out „Basic data“ in the menu „Basic data / Edit“. In the
form „Basic data“ choose the card „Sender/TDP“ and by clicking on the button „Edit“
you can enter a VAT number ( with prefix CZ) of a sender. Either it is a PSI or its TDP
(third declaring party). All other items are contact information of the given responsible
person. On this card you have to enter the ID of the station which you obtained from your
respective Customs Office. (Very often it is Customs Office Praha 1 … )
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1.5.
1.6.
1.7.
1.8.
1.9.
1.10.
1.11.
1.12.
1.13.
A very important item is the branch number (default value is 1) which is used for
distinguishing between branches of the same PSI (the same VAT number) which are
located on different places and send Intrastat declarations for themselves.
So now the unique identifier of your declaration is a compound item based on a VAT
number, branch number, reference period (Year/Month) and declaration identification (the
order number of a declaration in the given reference period).
In the next step on the card „PSI“ by clicking on the button „Add“ you can fill out items
about PSI. The Customs Office number is PSI's respective Customs Office (where the
given PSI is registered). The Company type is the code for distinguishing if the PSI
declares arrivals, dispatches or both flows. All other items are contact information of the
given responsible person. One sender can have more PSIs. Very often the sender and the
PSI is the same company. In that case you can fill out Sender at first and then you click on
the button “Copy of user” in the card “PSIs”. By clicking on the button “Delete” you can
delete a given PSI.
If you filled out all the items on the card „Sender / TDP“ and on the card „PSIs“ you can
start filling out data for Intrastat declarations. By clicking on the menu „Declarations /
New“ you can start entering individual records of declarations.
In the form “Declaration“ in the item „Special movement“ you have to select a code for
goods movement (ST – standard in most cases or if you need the so called „negative
declaration“ you choose NN), then select the right year and the month (the reference
period). In the item „PSI“ select the company for which you fill out the declaration. Fill
out all the necessary items. In the item CN8 code you can search for the right code by
clicking on the button „...“. After filling out all the required items you can save the record
(the form) by clicking on the button „Save“ or by clicking on the button „New with a
copy“ you save the record and use the copy of most of items for the new record (form).
Then fill out the rest of items. Check out the reference period.
After entering all records for the given reference period (you can have arrivals and
dispatches in one file) you can generate the file for online sending by clicking on the menu
„Declarations files / Create“. Then in the form „Create declarations file“ you can
change the required reference period. By clicking on the button „Create“ the file is
generated. Every time you create a file a new name is generated. Even corrected records
are generated in a file with a new name.
You can send the generated file to the Intrastat Centre by clicking on the menu
“DeclarationsFiles / Send”. The dialog form is displayed where you can select the file for
sending. Then click on the button “Send” and the file is sent to our server in the Intrastat
Centre. For sending the file you need ID of the station, email address and password.
In the menu “Declarations files / Overview” you can check the processing status of the
sent file. The processing status of the file has to be “Successful”. Please be patient because
processing of files takes time and sometime there is a long queue of files waiting for
processing. By using the button “Update processing status” you can update the status of
your file.
If an error occurred during processing of a file you are informed about it by Processing
status – Failed. Then on the right side of the “Declarations files overview” you have
“Processing errors” button where you can see the reason while the file was rejected. The
file is rejected as a whole so all records in the file are rejected.
When you have errors in the file you have to make corrections and send the declarations
again.
Corrections can be simply done by clicking on the file in “Declarations files” overview and
then by correcting the required declaration line.
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2. Import filters:
You can import the Intrastat data from other systems by using CSV (comma separated
value) format file.
2.1 Of course you have to have the VAT number of the given PSI in the Basic data with CZ
prefix if you want to import the Intrastat data of the PSI.
2.2 Then you can import the CSV file by using the menu „Declaration / Import / from CSV
file“. After importing the window with a process report appears. By clicking on the button
„Accept“ the Intrastat data are read up to the inner database of the application and you can
view them or edit possible errors. You can see declarations in an overview by clicking on
the menu „Declarations / Overview“. If the record is correct the state is “new” in the
overview. If the record is not correct the state is “new” in the overview but on the left side
is the document icon with a bolt. (Correct the record!) Then you can continue by creating
the file and sending the file. See the article 1.8-1.10.
3.
Corrections
3.1 The basic principle for corrections is different from the IDES-CZ application. Now when
you make corrections or delete records from your declaration file you send only corrected
records or so called “deleting records” not the whole corrected file.
3.2 When you need to make corrections click on the menu „Declarations files / Overview“
then you have to select your given file in the given reference period (month) for
corrections. After selecting your file you click on the button „Declarations list“ or you
can double click your selected file and now you can make corrections (in the overview of
the given file) of any record you want. You can make double click on any record or click
on the button “Show/Correct” and then again click on the button ”Correct” to edit the
record. After making corrections in the record every record must be saved. There is a
possibility to delete records from the file.
3.3 After making all the corrections you can close the overview window and create the new
file with corrected records or deleting records only. It is done by clicking on the menu
“Declarations files / Create” then in the dialog window you can choose PSI and reference
period and click on the button “Create”. The file is generated. You can send the new
generated file to the Intrastat Centre. It is the same like in articles 1.8 – 1.10.
3.4 When you import records from your own system and you make corrections in your own
system before then you can do the corrections in the same way but in that case it would be
much simpler to delete all records in the original file and send this correction file with
deleting records only. Now you can import your corrected records from your own system
and create the new original file for that month and send it.
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