Statistics Netherlands. CBS-IRIS for Windows

Transcription

1 Statistics Netherlands CBS-IRIS for Windows Manual 2009

2 Copyright CBS-BES/BWH/ CBS Contact Center Kloosterweg CN Heerlen Authors R. Gircour & R. Rameckers All rights reserved Heerlen, 10 december 2008 Statistics Netherlands (CBS) declares that the CBS-IRIS program was tested extensively on an IBM-compatible PC. This program is supplied as is, without warranty of any kind either expressed or implied. Statistics Netherlands does not assume any liability or any alleged or actual damage arising from the use of this program, for any loss or damage to the data on your system, or for any other direct or indirect damage. CBS-IRIS is a product of Statistics Netherlands (CBS) and should not be confused with the IRISsoftware and services by RAET.

3 Table of contents 1 Introduction System demands The installation Windows 2000, Windows XP Windows Vista Start CBS-IRIS After upgrade 2009-version Start CBS-IRIS the first time Icons, keys and commands in CBS-IRIS New in this edition Tips The File menu Archive Make ASCII file CBS returns and ICT corrections PSI product codes and Trading partners Compress Printer font Printer setup Exit The "Data-Entry" menu CBS returns Nil declarations ICT corrections The Send menu CBS returns ( ) Not sent earlier (and Nil declarations ) Earlier sent (by ) CBS returns Diskette (Commodity Board) CBS returns File Not sent earlier (and Nil declarations ) Earlier sent ICT returns Not sent earlier Earlier sent (diskette)

4 5 The Tools menu Agent PSIs Exchange rates Formulas PSI product codes Trading partners Default screens The Read menu CBS returns PSI product codes Trading partners The Print menu The Options menu Other language Change password Delete not sent CBS returns Check PSI product codes Settings Setup CBS-IRIS Setup Setup message size The Help menu Contact Center CBS Contents and index What s new Transposition table 2008/ FAQ Tips Info Code lists Addresses and telephone numbers Index

5 1 Introduction This introduction will help you use the Windows version of the CBS- IRIS software package. This software package was developed by CBS to facilitate reporting data for the international goods trade statistics. CBS-IRIS is made available free of charge to enterprises who have to report their trade data directly to the Statistics Netherlands (CBS) on the basis of EU Intrastat regulations or customs regulations (trade with third countries, EXTRA-trade). The INTRASTAT system created an obligation for natural persons or legal entities involved in the trade of goods between the member states (EC Regulation 638/2004). Dutch enterprises have to provide data on border-crossing commodity trade directly to Statistics Netherlands (CBS). Enterprises who do not fulfil this obligation are liable to sanctions. Enterprises are exempt from statistical declarations under the INTRASTAT system when their imports and exports stay below a certain threshold. From 2009 the treshold is set at 900,000 euro for both imports and exports. This treshold is the annual value of the imports and exports to and from the EU countries and applies to imports and to exports separately: so an enterprise with ICA of 850,000 euro and ICD of 950,000 euro is only required to supply information about ICD. 1.1 System demands Your computer should meet the following minimum requirements: IBM PC or compatible. Windows 2000 or higher. 50 Mb hard disk free space including GNPlus (Combined Nomenclature). CBS-IRIS for Windows is optimised for a screen resolution of 800 x 600 pixels or higher. 3

6 1.2 The installation Windows 2000, Windows XP Please follow the on-screen directions. click I Agree : This screen shows Information. You click on I agree and you will get to the next screen. 4

7 You can install CBS-IRIS 2009 over the 2008 version. The data of 2008 will not be lost. However, it is not possible to enter the 2007 data. The program proposes the following Destination Directory (C:\Program Files\StatNeth\CBS-IRIS) for the installation of CBS-IRIS. If you want to install CBS-IRIS on your network or under a different name, please click Browse and make the necessary changes. When you click on Install CBS-IRIS will be installed. Towards the end of the installation you get the screen: Configure encrypting and sending. See the Disclaimer above. You can your monthly report directly to the CBS (See 8.5.2) The settings are copied as a standard in the way shown in the screen above. If you should have problems with this, please contact the Contact Center CBS. Next please click OK. 5

8 When you click Close the installation of CBS-IRIS will be completed and a shortcut is placed on your desktop. Please remove the shortcut for CBS-IRIS

9 1.2.2 Windows Vista Please follow the on-screen directions. Click I Agree : This screen shows Information. You click on I agree and you will get to the next screen. 7

10 You can install CBS-IRIS 2009 over the 2008 version. The data of 2008 will not be lost. However, it is not possible to enter the 2007 data. The program proposes the following Destination Folder C:\StatNeth\CBS-IRIS for the installation of CBS-IRIS. If you want to install CBS-IRIS on your network or under a different name, please click Browse and make the necessary changes. If your operating system is Windows Vista, you may not install in Program Files. When you click on Install CBS-IRIS will be installed. Towards the end of the installation you get the screen: Configure encrypting and sending. If you start to work with Windows Vista during the year, please call CBS Contact Center. See the Disclaimer above. 8

11 You can your monthly report directly to the CBS (See 8.5.2) The settings are copied as a standard in the way shown in the screen above. If you should have problems with this, please contact the Contact Center CBS. Next please click OK. When you click Close the installation of CBS-IRIS will be completed and a shortcut is placed on your desktop. Please remove the shortcut for CBS-IRIS

12 1.3 Start CBS-IRIS After upgrade 2009-version After CBS-IRIS has been installed you start the program by double clicking the shortcut. If you previously worked with the 2008-version, the following screen will appear: After clicking OK you directly enter the main menu of CBS-IRIS

13 1.3.2 Start CBS-IRIS the first time If you use CBS-IRIS for the first time the screen below will appear: Please click Add Agent (see 5.1). Once you filled in the data of the Agent, the following screen will appear: Please click Add PSI (see 5.2). When you have filled in the Agent and the PSI the following screen will appear: 11

14 After clicking OK you will get into the main menu of CBS-IRIS You can now check the other Tools (see 5), and after that Data entry (see 3) and/or Read (see 6). 12

15 1.4 Icons, keys and commands in CBS-IRIS In this manual we use certain conventions to represent keys and procedural descriptions. Keys are put in [], such as [F1] and [Enter]. Icons Function key Key combinations Function [F5] Double click Coding help [F7] [Alt + F2] [Ctrl + F7] [Shift + F7] [Shift + F2] [Ctrl + F9] [Ctrl + F2] [Num+] New form Browse forms Previous form Next form Save form Save and close form Undo all edits Delete form Copy answer from previous record Go to previous page Go to next page [F4] [F1] [F8] [Ctrl + F4] Errors in field Show all errors Question help Info on Blaise Find in GNPlus 13

16 1.5 New in this edition 1.6 Tips Enterprises are exempt from statistical declarations under the INTRASTAT system when their imports and exports stay below a certain treshold. From 2009 the treshold is set at 900,000 euro for both imports and exports. This treshold is the annual value of the imports and exports to and from the EU countries and applies to imports and to exports separately: so an enterprise with ICA of 850,000 euro and ICD of 950,000 euro is only required to supply information about ICD. Please note that only alphabetical country codes will be used as of January You have to change the numerical country codes in alphabetical country codes when you use Tools such as Default screens and Read CBS returns. You can read in the data that you have available electronically in CBS-IRIS. The data you want to read in must be available in an ASCII file. If you have data in an Excel file, you should save a copy with Save as Formatted text, space delimited (*.PRN). This file can also be read in CBS-IRIS. For more information and examples see CBS-IRIS manual chapter 6.1. You can use Default screens to save much time on the manual Data entry of your monthly data. Go to the main menu of CBS-IRIS; go to Tools Default screens. Name the Default screen. Click [Enter]. Fill in the fields that are always the same in your situation. Save the Default screen. You can find this screen in Data entry. All data you filled in will be copied. For more information and examples see CBS-IRIS manual chapter 5.7. If you want to leave your data entry screen while working on your Data-entry you should first remove the record in which you re working. You do this by first selecting Form and undo all edits. You can also remove your record by clicking the remove icon at the top of your entry screen. If you select Correct after you finished Read CBS returns you can correct all errors in the records without leaving the file. Records stored in CBS-IRIS do not have to have a sequence for technical reasons. Line numbers of records that were left or removed are not reused. In order to link the CBS-IRIS records and your own administration you can use the field Reference number in Data entry (see 3.1). If you start to work with Windows Vista during the year, please call CBS Contact Center. 14

17 2 The File menu This chapter shows how to put the sent CBS returns and the ICT declarations into an Archive. Furthermore it shows how to make ASCII files of the CBS returns, ICT corrections, PSI products codes and Trading partners. Next it shows how to Compress. And finally you can find the Printer font and Printer setup. You can also use the File menu if you want to leave the CBS-IRIS program. These options of the File menu are described in detail in the next few paragraphs. 2.1 Archive This option allows you to put the data that you already sent to Statistics Netherlands in your own archive on diskette or hard disk. This option only works after you have sent all records of a given period (see the Send menu (4)). When the Archive option is carried out, it removes all records on archive from the CBS-IRIS database. Since the records on archive still take up their original space in CBS-IRIS we advise you to use the Compress option (see 2.3) so that these empty records won t take up unnecessary space. If you use the ICT-module (see PSI in the Tools menu (5.2)) than you must also have sent the ICT data first. When you click Archive you get the following screen: Please enter your Password. Make sure you do not forget your Password because you have to use the Password that is stored whenever you want to use Archive and Send. You can change your Password please use the option Change Password in the Options menu (see 8.2). Initially you have to confirm your Password after you have entered it for the first time. Next please enter Period. If you choose Period like we did in the example, everything up to and including Period is put in the archive. Please press OK and you will get the next screen: 15

18 In our example we will not make the data archive on diskette but in a directory. If you click No you will come in the directory Archive. This is one of the sub-directories that CBS-IRIS has created especially for safely storing archive files. You can also save the archive file in any directory you want to select. Next you click Save. The CBS-IRIS program will now remove all records from the CBS-IRIS Database that were put in the Archive. Then you click Save and you get the following screen. Now there are 2 files in the Archive directory: Arch ASC and Arch DES (Arch + date + time of archiving). 16

19 The Arch ASC file is an ASCII file with the data you put into the Archive. And with the help of the Arch DES file (in which the layout of the Arch ASC is described) you can read in the Arch ASC again (see CBS returns in the Read menu (6.1)) whenever you need to. 2.2 Make ASCII file You can use this option to transfer the data of your CBS returns, ICT corrections, PSI product codes and the Trading partners to an ASCII file, after you finished entering them with CBS-IRIS. You can print or consult the ASCII file. The file name of the ASCII file always shows the date on which you created the file. In our example we used You can also read in this file in other programs (such as Excel) to make selections or sort things in ways CBS-IRIS does not allow CBS returns and ICT corrections In this example we will show you how to Make ASCII Files of CBS returns and ICT corrections. You have to go through exactly the same procedure for each except for the Period. When you select CBS returns you get the following screen: If you had selected ICT corrections the previous screen would have shown Period (YYYYQQ instead of Period (YYYYMM ). So for the CBS returns you have to fill in the period by month, and for the ICT corrections you have to fill in the period by quarter. Please click PSI and you get the next screen: 17

20 Please select the right PSI and click OK. Next the VAT number of the PSI you selected shows up in the PSI field. Next please fill in the period. In our example we used Period When you click OK you get the following screen. 18

21 The ASCII file for the CBS-returns is saved in the directory Scratch (one of the subdirectories of CBS-IRIS) called Rtrn asc. The file for the ICT corrections would be called Ict asc. Simultaneously the files Rtrn des or Ict des are created in the Scratch directory. They contain a description of the layout of the ASCII files. Next you click Save and you get the following screen: Clicking OK takes you back to the main menu of CBS-IRIS PSI product codes and Trading partners In this example we describe how to create the ASCII file for PSI product codes and for Trading partners. You have to go through exactly the same procedure for each. When you select PSI product codes you get the following screen: The ASCII file of the PSI product codes is saved in the Scratch directory (one of the subdirectories of CBS-IRIS) called Trdg asc. The Trading partners file is called Prtn asc. Another file is created in the Scratch directory, namely Trdg des or Prtn des. The.des files describe the layout of the ASCII files. When you click Save you get the following message: 19

22 2.3 Compress You will get back to the main menu of CBS-IRIS when you click OK. After completing the Archive option the records are removed from the CBS- IRIS Database. Since the records still take up their original space within CBS-IRIS we advise you to use the Compress option so that these empty records do not take up unnecessary space. When you click Compress the following screen will show: Please click Yes and CBS-IRIS will start Compressing. Next you will get back to the main menu of CBS-IRIS. 2.4 Printer font You can use this option to set the Font, Font style and Size. 20

23 In the example above we show the standard settings. You can change them to suit your requirements. 2.5 Printer setup CBS-IRIS will print your data in landscape on the printer you have selected as your standard printer. You can use this option to set the Printer, Paper and Orientation. 2.6 Exit By clicking Exit or by using the key combination [Alt + F4] you get the dialogue box asking whether or not you want to exit CBS-IRIS. The choice is Yes or No. 21

24 3 The "Data-Entry" menu The Data entry menu is for entering, consulting and if need be changing data on individual transports into the CBS-IRIS program. 3.1 CBS returns You have to submit your ICA and ICD declarations at least once a month when the value of your INTRA COMMUNITY ARRIVALS (ICA) and/or INTRA COMMUNITY DISPATCHES (ICD) exceeds the threshold per year. There is no threshold for the Extra trade (trade with countries outside the EU). When you start up CBS returns you will get to an empty line that you can fill in right away. Period: The month including the day in which the goods actually crossed the Dutch border. If this date is not known you can fill in the period for which you owe VAT, or the invoice date. Default the Period will not be filled. CBS-IRIS keeps the value you filled starting the session. 22

25 VAT Number: Name: Intra / Extra: Line Number: When only one enterprise is filled in under PSIs in the Tools menu then this field and the Name field are filled in automatically. If you entered more than one PSIs you should select the correct PSI with the [Coding help]. Next the fields VAT number and Name are filled in automatically. Is filled in automatically by the program. This field is skipped when you only use CBS-IRIS to declare trade with EUcountries ( Intra trade ) and filled that in under PSIs in the Tools menu. When you also use CBS-IRIS to declare trade with countries outside the EU ( Extra trade ), with a license granted by customs, you also have to fill in whether the data refer to Intra trade (code 1), or Extra trade (code 2). The program automatically fills in the Line Number. Due to technical reasons this need not be in sequence. ReferenceNumber: In the Reference Number field you can fill in your own reference (for instance your invoice number). If you do not wish to use this field you can skip it by using the [Enter] key. Default Name: You can select any Default screen you want through the [Coding help]. The name of the Default screen you selected will show in this field and the data you entered in the Default screen will be copied automatically by CBS-IRIS. Flow: Here you have to fill in the type of commodity flow. There are only two possible codes for trade with EU-countries: 6: ICA 7: ICD With the help of the [Coding help] you will get to see the commodity flows of the Intra trade. There is a maximum of 6 commodity flows in the Extra trade (see 5.2). If the data you entered in PSI under Tools show that you only have to declare the ICA (code 6) or ICD (code 7) than the program will fill in that code (6 or 7). PSI Product Code: The program will initially skip the PSI Product Code but the field will be filled automatically if you use the [Coding help] to fill in the Commodity Code (see next field). The field will not be filled in when you use a Default screen in which the Commodity Code is filled in. Commodity Code: The Commodity Code is the 8-digit code of the COMBINED NOMENCLATURE. The full code list is included in the CBS-IRIS program as a checking mechanism. You will get a warning when you enter a nonexisting Commodity code. If you have made a file in the Tools menu under PSI product codes in which your goods are linked to Commodity codes, you can select the correct Commodity Code through the [Coding 23

26 help]. The PSI product code (see previous field) will be filled in as well in that case. With the help of the function key [F8] it is also possible to search directly in de Nomenclature and select the Commodity Code concerned. With the button Description or Find you can Select the correct Commodity Code. Taric: Only applicable to Extra trade. The TARIC field only has to be filled in for imports and certain warehouse or warehouse transactions, in particular when codes 2, 3 or 6 were used in Flow. The Taric code is a 2-digit extension of the commodity code according to the COMBINED NOMENCLATURE. Statist. Procedure:The Statistical Procedure (a specification of the commodity flow) can be selected by the [Coding help]. The most frequently used system is Regular imports/ica and exports/icd, code 00. Transaction: The Transaction (the type of contract on which the purchase or supply is based) can be selected with [Coding help]. Country Prov/Dest: The Country of Provenance needs to be filled in for the INTRA COMMUNITY ARRIVALS (ICA). The Country of Destination has to be filled in by INTRA COMMUNITY DISPATCHES (ICD). The Country of Provenance has to be filled in for the IMPORTS and Country of Destination for EXPORTS. You can select the countries with the [Coding help]. 24

27 Country Origin: Only applicable to Extra trade. The field Country Origin only has to be filled in for imports and certain kinds of warehouse transactions, in particular those where codes 2, 3 or 6 were used in the field Flow. The Country of origin is the country where the goods were produced or created or substantially altered or processed. You can select the countries with the [Coding help]. Mode of Transport: Please use the [Coding help] to fill in how the goods entered or left the Netherlands. Container used: Only applicable to Extra trade. This field is for indicating whether or not Container transport was used (code 0: no container transport, code 1: container transport). There can be no Container transport if you filled in codes 5 or 7 in the field Mode of Transport. Place Load/Unl: This characteristic is longer required as of Weight: Supp. Unit: Invoice value: Please fill in the net weight rounded off to whole kilograms. Weights of less than 1 kilogram have to be rounded up to 1 kilogram. The weight can only be 0 (or have a negative value) when you process Credit notes. When you have filled in a Commodity Code in the field Commodity Code that requires a supplementary statistical unit ( Standard ) you will have to fill in a numerical value (not a value after the decimal point) in this field. The type of Supplementary statistical unit is shown at the top of the screen. The Invoice value has to be reported in a rounded amount of Euros. CBS- IRIS can help calculate foreign currencies into Euros. For this you have to use Tools and set the exchange rates of the currencies that can show up in your administration under Exchange Rates. In that case you should skip the field Invoice Value using the [Enter] key. This brings you to the Exchange Rate. Here you select the right foreign currency with the [Coding help] and after that the Currency field is filled in automatically with the exchange rate of the currency selected. In the Foreign currency field you fill in the amount in the foreign currency followed by [Enter] after which the right invoice value shows up in the Invoice value field. Foreign Currency: See Invoice Value above. Statistical Value: Only applicable to Extra trade. The Statistical Value is the value of the goods at the moment when they entered the European Union (imports) or left the EU via the Netherlands (exports). Depending on the terms of delivery the Statistical Value may be higher than the Invoice Value (delivery off factory ) or lower (delivery free domicile ). The Statistical value has to be shown in rounded off Euros. The CBS-IRIS program can calculate the Statistical Value for you by using 25

28 Formulas which you must enter beforehand in the Tools menu. If you want to use a formula you must skip the Statistical Value field, using the [Enter] key. This takes you to the Formula where you can select the right formula with [Coding help]. After this the fields Formula and Statistical Value are filled in automatically. Formula: Trading Partner: Only applicable to Extra trade. See Statistical Value above. This field only needs to be filled in for INTRA COMMUNITY DISPATCHES (ICD) You have to enter the VAT number of your foreign customer. For this you must indicate that you use the ICT-module in the Tools menu under PSIs and that you are also using the CBS-IRIS program to prepare the ICT-Listing that you have to submit to the tax authorities once every quarter. You can list the VAT numbers of your customers in other EU countries in the Tools menu under Trading partners in a file that you can access through the [Coding help]. Next you can select the right Trading partner. If your Trading partner does not have a VAT number (for instance if the client is a private individual) please fill in code XX (this is not intended for the ICT-Listing ) Preferential Code: Only applicable to Extra trade. When the custom regulations require it, you have to fill in the 3 digit Preferential code for imports. Please consult the proper manuals: Boekwerk Heffingen bij Invoer part II by the Dutch Ministry of Finance, or the Handboek voor In- en Uitvoer part B1 by Kluwer/Samsom. 3.2 Nil declarations If you have not traded in a given month, you have to submit a nil declaration to Statistics Netherlands. You can do this as follows: Go to the main menu of CBS-IRIS, go to Send CBS returns (preferred option) or File. Enter your Password, followed by OK ; Enter the Period (YYYYMM) and follow the send procedure until you receive the following message: Check for the PSI mentioned below for which you did not have any trade for this period. Consequently a nil declaration will be created for the checked flow(s). Check the flow(s) concerned and continue the send procedure. 3.3 ICT corrections If you use the ICT module (the quarterly declaration to the tax authorities, the ICT Listing ) in the CBS-IRIS program, you may want to make corrections in the data. You can enter, view and change these corrections with the ICT corrections option. The ICT corrections may concern the VAT number of your client or the amount reported. 26

29 If the corrections concern data that have not yet been sent to the tax authorities, you should make the corrections in the Data entry menu under CBS returns. Line number: Period: VAT Number: Name: Trading Partner: Invoice Value: The program will automatically fill in the Line number. Please fill in the quarter to which the corrections apply (for instance the second quarter of 2007 = ). When only one enterprise is filled in under PSIs in the Tools menu then this field and the Name field are filled in automatically. If you entered more than one PSIs you should select the correct PSI with the [Coding help]. Next the fields VAT Number and Name are filled in automatically. The ICT module in the PSI must be set to yes. Is filled in automatically by the program. Please fill in the VAT Number of your foreign customer. You can list the VAT Numbers of your customers in other EU countries in the Tools menu under Trading Partners in a file that you can access through the [Coding help]. Next you can select the right Trading Partner. Please fill in the amount (positive or negative) in rounded off Euros for which the original report has to be corrected. CBS-IRIS can help calculate foreign currencies into Euros. For this you have to use Tools and set the exchange rates of the currencies that can show up in your administration under Exchange Rates. Next you should skip the field Invoice Value using the [Enter] key. This brings you to Exchange Rate. Here you select the right foreign currency with the [Coding help] and after that the Currency field is filled in automatically with the exchange rate of the currency selected. In the Foreign currency field you fill in the amount in the foreign currency followed by [Enter] after which the right invoice value shows up in the Invoice Value field. 27

30 Exchange Rate: See Invoice Value above Foreign Currency: See Invoice Value above ABC Transaction: Please fill in whether the correction concerns a Simplified ABC-Transaction. In that case you must have filled in code 17 in the original report in the Statistical Procedure field. 28

31 4 The Send menu The Send menu makes it possible to send the monthly returns to the CBS. You can also create your REPORT INTRA COMMUNITY DISPATCHES ( ICT-Listing ), and corrections to it for the tax authorities. The options for sending the data are secured by means of a Password (see Change password in the Option menu (8.2)). When you send data for the first time you have to confirm the password you entered. 4.1 CBS returns ( ) Not sent earlier (and Nil declarations ) We highly recommend you send your monthly CBS returns by . Please click in Send CBS data ( ). Please enter your Password and select the option Not sent earlier. So while creating the CBS data you should always select Not sent earlier You 29

32 should only select Earlier sent when you have to send a return on the same period again. When you click OK you will get the following screen: Please enter the Period that you wish to send. In this example we used June 2007, When you click OK you get the following screen: The previous screen shows you the data on the Agent and PSI. When you click OK you get into the following screen: 30

33 The previous and next screens won t show if you don t have to make a Nil declaration. In our example we activated both the whole Intra trade and Extra trade under PSIs in the Tools menu (see 5.2). We will only send the ICD. This category was not activated in the previous screen because CBS-IRIS will have found the data on it. The other categories are activated because CBS- IRIS did not find the data on them. The dialogue box asks you to check the categories for the PSI mentioned below in which you did not have any trade during this period. Consequently a nil declaration will be created for the flows you checked 31

34 In the previous screen CBS-IRIS will create a Nil declaration for all categories checked. The ICD will be sent by together with the categories checked. When you click OK you get the following screen: 32

35 This screen is created by Outlook Express. If you use Netscape, Outlook or another program your screen will look slightly different. When you click Send you get the following screen: Next you click OK. Always check that your program actually sent the data. You can see this in Outlook under Sent Items. 33

36 You will get back to the main menu of CBS-IRIS when you click OK In case of problems see (8.5.2). After several minutes CBS sends a confirmation of receipt Earlier sent (by ) Sometimes you may have to send the returns on a given month again. In our example we used June 2007, ). When you do, you click Send CBS data . You enter the Password and check Earlier sent. Next you click on the line: Dest (destination) CBS Senddate Sendtime 18:05:46 Period and on OK again. You then have to go through the same procedure as we described before under the option Not sent earlier. You will not get the question on whether the Nil declaration has to be created. 34

37 In case of problems see (8.5.2). After several minutes CBS sends a confirmation of receipt. 4.2 CBS returns Diskette (Commodity Board) You can use this option to send your CBS returns by diskette to the Commodity Board. If you are no member of a certain Commodity Board, you will get the following message: 4.3 CBS returns File You can use this option to save your CBS returns into a file (inthandl.98). After consulting Contact Center CBS, you can send this file to Statistics Netherlands (by internet) Your returns should be in no later than the 10th working day following the reporting period Not sent earlier (and Nil declarations ) Next you click OK. 35

38 Please enter your Password and select the option Not sent earlier. So while creating the CBS data you should always select Not sent earlier You should only select Earlier sent when you have to send a return on the same period again. When you click OK you will get the following screen: Please enter the Period that you wish to send. In this example we used June 2007, When you click OK you get the following screen: When you click Save you will get the following screen: 36

39 The previous screen shows you the data on the Agent and PSI. When you click OK you get into the following screen: 37

40 The previous and next screens won t show if you don t have to make a Nil declaration. In our example we activated both the whole Intra trade and Extra trade under PSIs in the Tools menu (see 5.2). We will only send the ICD. This category was not activated in the previous screen because CBS-IRIS will have found the data on it. The other categories are activated because CBS- IRIS did not find the data on them. The dialogue box asks you to check the categories for the PSI mentioned below in which you did not have any trade during this period. Consequently a nil declaration will be created for the flows you checked In the previous screen CBS-IRIS will create a Nil declaration for all categories checked. The ICD will be sent together with the categories checked. When you click OK you get the following screen: 38

41 Click OK again: The file Inthandl.98 is saved in folder C:\Program Files\Statneth\CBS-IRIS\Send. It is not allowed to send this file on diskette to Statistics Netherlands because Inthandl.98 is a not encrypted file (ASCII-file). You have to upload this file. To upload your file, a survey-code, a login name and a password is required. To use the upload facility, please send an to bedrijveninfo@cbs.nl and give Ih-u in the subject line. In this you also give: - the VAT-number of the PSI/Agent - The name of the PSI/Agent - The address of the PSI/Agent - The name, address and the telephone number of the informant The survey-code, the login name, the password and the internet link will be sent to you by (in Dutch). For more assistance, please call CBS Contact Center Earlier sent Sometimes you may have to send the returns on a given month again. In our example we used June 2007, ). When you do, you click Send CBS data file. Click OK : 39

42 You enter the Password and check Earlier sent. Next you click on the line: Dest (destination) CBS Senddate Sendtime 11:54:21 Period and on OK again. You then have to go through the same procedure as we described before under the option Not sent earlier. You will not get the question on whether the Nil declaration has to be created. For more assistance, please call CBS Contact Center. 40

43 4.4 ICT returns Not sent earlier As of period , the diskette for ICT/CLO will not be created anymore. This option Send is only ment for a correct functioning of the software concerning the ICT listing. As of 2005, it is no longer possible to send the listing to the ICT directly from CBS-IRIS; however, it is possible to print a listing for your own use. The data are selected from the data you entered in the Data-entry menu under CBS returns and occasionally under ICT corrections In Send you click on ICT data (diskette). Please enter your Password and select the option Not sent earlier. When you click OK you will get the following screen: Please enter the Quarter that you wish to send. In this example we used the second quarter of 2007, Then click OK. 41

44 Then click OK The previous screen shows you the data on the Agent and PSI. When you click OK you get into the following screen: Earlier sent (diskette) As of 2005 this option is superfluous. 42

45 5 The Tools menu 5.1 Agent You can get the most out of this software package by filling in the tools properly. You have already filled in the Agent and the PSI right after the installation. You can always change the tools, or add or delete them at any time. In principle it is quite simple to fill in the tools once and for all except for the annual changes (for instance in commodity codes). The Agent is the enterprise that submits the statistical declaration to Statistics Netherlands. This may be an administrative office, a shipping agent, or the PSI which is usually the case. Please select the country code. The code for the Netherlands is 21. Next please enter the VAT number. A Dutch VAT number always has 12 digits, if necessary preceded by several zeros (without NL). 43

46 Next please fill in the VAT number, name, address, postal code and city. 5.2 PSIs 1. The PSI is an enterprise that exceeds the threshold for ICA and/or ICD. Please select code 1 for YES, and code 2 for NO in the ICA and/or ICD if you are under obligation to report. 2. If the PSI has a license from customs permitting a simplified declaration procedure for trade with countries outside the EU then you have to fill in the option Extra Trade as well, code 1 is YES. These are following possibilities Extra Flow 1: Exports from custom warehouses. Extra Flow 2: Stocking in custom warehouses. Extra Flow 3: Imports from custom warehouses. Extra Flow 5: Exports from warehouses of free goods. (as in prefinancing). Extra Flow 6: Imports from countries outside the EU. Extra Flow 7: Exports to countries outside the EU. 3. ICT-module As of 2005, it is no longer possible to send the listing to the ICT/CLO directly from CBS-IRIS; however, it is possible to print a listing for your own use. You can create your Declaration of INTRA COMMUNITY DISPATCHES with the help of the ICT-module for your quarterly declarations to the tax authorities. The ICT-module is only applicable for exports (ICD) to countries within the EU. Please select code 1 for YES or code 2 for NO. 4. You only have to fill in the VAT Parent field if you use the ICT module and if the PSI is part of a fiscal unit required to pay sales tax. The VAT Number that you have to fill in here is the VAT Number of the fiscal unit. This field should not be filled in when the PSI is part of a fiscal unit paying sales tax independently. 5. Please fill in code 1 under option Extra Fields if you want to fill in one or more references from your own administration for each record. If you don t want to use this option please fill in code 2. Please fill in the VAT number. 44

47 After filling in the VAT number please confirms it using [Enter]. Next you will get a new screen, which you should fill in completely. After saving this PSI you will get the following screen: 45

48 If you submit declarations for more than one PSI you have to repeat this procedure for each PSI. If you want to stop you can leave the screen. 5.3 Exchange rates You can use this option to set the exchange rates of foreign Currencies. When you work in Data entry you can call up a help screen and enter the invoice value in the foreign Currency. The invoice value will than be converted into Euros automatically. You have to enter the exchange rate of the foreign Currency for each unit (for instance 1 USD = 0.70 Euro). Please enter the name of the foreign currency, followed by [Enter]. In our example we used US dollar (USD). Next enter the exchange rate, which is 0.70 in this example. Then save the record. If you want to enter more than one Exchange rate you have to repeat this procedure for each Exchange rate. 46

49 If you want to stop you can leave the screen. 5.4 Formulas This option is only applicable in Extra trade. With this option you can set one or more Formulas in case you want to use the program to calculate the Statistical Value on the basis of the Invoice value, the Weight or the Supplementary unit. The following symbols can be used in the Formula: X = Weight Y = Supplementary unit Z = Invoice value * = Multiply / = Divide + = Add - = Subtract You have to give the Formula a name. In our example we use Example. Next you fill in the formula. In this case: Z*0.985 This Formula means: the statistical value = the invoice value multiplied by (or: invoice value minus 1.5%). After entering the Formula you can save it by clicking OK. If you want to enter more than one Formula you will have to repeat the same procedure for each Formula. If you want to stop you can leave the screen. 47

50 5.5 PSI product codes Once you have determined which Commodity codes are applicable to your trade situation you can create a file in which you link your own product codes or descriptions to the Commodity codes you have to submit to Statistics Netherlands. First you get a screen where you have to fill in the field PSI product code with your own product numbers or descriptions followed by [Enter]. Next the screen supplies the fields Commodity code and Description (you can use your own description if you wish you don t have to fill in this field). In our example we used PSI product code Books which has Commodity code Description is only used for your own documentation. After entering the PSI product code you can save it by clicking OK. (Find in GNPlus = F8 is described in chapter 3.1 under Commodity code) If you want to enter more than one PSI product code you will have to repeat the same procedure for each. If you want to stop you can leave the screen. If you already have an ASCII file in which you have linked your products and the commodity codes, you can automatically read it in CBS-IRIS (see 6.2). 48

51 5.6 Trading partners This option is only applicable when you have trading partners in other EU countries and you want to use the CBS-IRIS program for declaring your quarterly declaration Intra community dispatches ( ICT-Listing ) to the tax authorities. You can use this option to create a file with VAT numbers of your trading partners in other EU countries. First you get a screen in which you have to fill in the name of your trading partner, followed by [Enter]. Next the screen will provide fields for the country code and the VAT number of the trading partner. Please click the correct country and enter the VAT number (without the country code). After entering the Trading partner you can save it by clicking OK. If you want to enter more than one Trading partner you will have to repeat the same procedure for each Trading partner. If you want to stop you can leave the screen. If you already have an ASCII file with trading partners, you can automatically read it in CBS-IRIS (see 6.3). 5.7 Default screens You can use the option Default screens to store data. The Default screens can save you a lot of time when you fill in the Data-entry. Default screens are often used for repetitive actions. First you get a screen where you select a name for the Default screen you are preparing in the field Default name. 49

52 In our example: the exports of books to Greece followed by [Enter]. Next the screen will provide several other fields that also appear in Data entry. You are now in the field Flow. You can use the Coding help to select the correct commodity flow, in this case ICD = 7. The next field is Commodity code. Here you select the Commodity code in the same way you did in Flow. In this case the code is Books with Commodity code (Find in GNPlus = F8 is described in chapter 3.1 under Commodity code). You now check which fields still need to be filled in. In our example we filled in the fields: Statistical procedure, Transaction, Country Prov/Dest, Mode of Transport and Trading partner. You should only enter the fields that are relevant for you and select them in exactly the same way as you did the Flow. You can only select the fields Commodity flow and Trading partner if you have made up a help table for them. In our example we made up help tables for Commodity code and Trading partner. There is always an explanation at the top of the screen when you are in a field. In the example above we show this for Flow. After you have entered everything correctly, the Default screen for exports of books to Greece should look as follows: 50

53 You can get this Default screen and use it to copy your selected data during Data entry. After entering the Default screen you can save it by clicking OK. If you want to enter more than one Default screen you will have to repeat the same procedure for each Default screen. If you want to stop you can leave the screen. 51

54 6 The Read menu You can use the Read menu to transfer data you have available in electronic form to CBS-IRIS. These are the data you would normally have to enter by hand. The data you want to read must be available in ASCII (TXT) If you have data in an Excel file, you should save a copy with Save as Formatted text, space delimited (*.PRN). This file can also be read in CBS- IRIS. 6.1 CBS returns When you create a Reading template you click Create/Update templates and you get to the screen below: 52

55 Enter the name of the Reading template, in our example: Read Intra trade. You can use [Enter] to get to a new screen. If you want to Point out the file, check Code 1 = Yes. If you do not want to Point out the file you can check Code 2 = No. You then have to enter the full path including the file name by hand. In this example you select Point out Code 1 = Yes. Next you click in field File name and get to a screen (the folder CBS-IRIS), in which you can select a file just like the Explorer does. 53

56 The name of the file you want read is C:\TEST.ASC. You click on the file and on Open. Next you get the question whether the ASCII file should be removed once the reading process is finished. Code 1 = Yes, code 2 = No. Please select code 2 = No. Then you go to the next page of the Reading template. Below you find a print of the TXT file you want read. Next you have to enter at which position the field in the ASCII File that you want read starts and how many positions that data use up. You have to indicate this for all fields. The number of positions you enter should not exceed the number of positions that the programme CBS-IRIS has available for the field. The fields should not overlap. 54

57 In the ASCII file the Period (YYYYMM) starts on position 1 and has a length of 6 positions. So in Starting position you should enter 1 and for Length you enter 6. In the same way you should enter the PSI VAT number, the Commodity flow and the Commodity code. The Statistical procedure does not occur in the ASCII file but it has to be filled in. You can do this by entering a Fixed value in the field Fixed value of the Statistical procedure with [Coding help]. The most frequent Statistical procedure is 00. Once you select this value CBS-IRIS will fill in Statistical procedure 00 for all records to be read. In this way you should fill in the entire Reading template. 55

58 Once you finished entering everything in the Reading template you can save it by using the button [Save form] and quit the screen. Next you get the screen below: When you click Start reading template the Reading template you selected will be processed. In this example that is Read Intra trade. You get the question if you really want to read this file. 56

59 You click Yes to confirm it. After the file is Read you get a Reading report : This report shows that 29 records were read and written. There are 3 errors, namely line numbers 3, 23 and 29. These lines must be changed.! NB If you do not change the line numbers and leave the error they will not be sent to the CBS. When you click OK you get the following screen, This screen will not show when all records read are clean. You can change the 3 dirty records by clicking YES. This brings you to the line containing the first error. In our example that is line 3. If you select No than you have to correct the lines (records) containing errors later on with the option Correct errors in Read CBS-returns. 57

60 When you change the error in the line, the word Dirty (in the centre of the bottom of the screen) changes into Clean. You can find the errors by using Navigate and clicking Show all errors. You then get the screen below: 58

61 The program says that the Commodity code is wrong. You will have to change it. The correct Commodity code is You click on CommCode which activates the button Go to. If you click the Go to button the cursor will move to Commodity code. You change the code to and save the line number using [Save form]. The word Dirty (in the centre at the bottom of your screen) now changes into Clean. When you click [Next CBS return] you get to line 23. You correct this one and all other records containing errors in the way described above. If a record contains several errors the program CBS-IRIS will indicate it. Once you have finished correcting errors in the line numbers, you can click [Next form]. Next you will get this screen. In other words: all records are clean. You click OK and leave the screen. Next you click Close. It is possible to create more than one Reading template. 59

62 6.2 PSI product codes To create a Reading template you should click Create/update templates. Then you get the following screen: Here you have a print of the TXT file you want to read. Please enter the name of the Reading template. In this example it is: Commodity codes You go to the next screen by using [Enter]. 60

63 If you want to Point out the file, check Code 1 = Yes. If you do not want to Point out the file you can check Code 2 = No. You then have to enter the full path including the file name by hand. In this example you select Point out Code 1 = Yes. Next you click in the field File name and get to a screen (the folder CBS-IRIS), in which you can select a file just like the Explorer does. The name of the file you want read is C:\COMMODITYCODES.TXT. You click on that file and on Open. Next you get the question whether the TXT file should be removed once the reading process has finished. Code 1 = Yes, code 2 = No. Please select code 2 = No. 61

64 Next you have to enter at which position the field in the TXT File that you want to read starts and how many positions that data use up. You have to indicate this for all fields. The number of positions you enter should not exceed the number of positions that the programme CBS-IRIS has available for the field. The fields should not overlap. Description is only used for your own documentation. Once you finished entering everything in the Reading template you can save it by using the button [Save form] and quit the screen. Next you get the screen below: 62

65 When you click Start reading template the Reading template you selected will be processed. In this example that is Commodity codes. You get the question if you really want to read this file. You click Yes. After the file is read you get a Reading report. This report shows that 7 records were read and written including 1 error. The CBS-IRIS program runs a probability check on the Commodity codes. Click Yes and you get the following screen: 63

66 Commodity code is non-existent. The correct code is so you will have to correct and save it. (Find in GNPlus = F8 is described in chapter 3.1 under Commodity code) When you change the error in the line the word Dirty changes in Clean in the centre of the bottom of the screen. Then you can leave the form by clicking Close. This brings you back to the main menu. It is possible to make more than one Reading template. 64

67 6.3 Trading partners When you create a Reading template you click Create/Update templates and you get to the screen below: It shows a print of the TXT file you want to read. You enter the name of the Reading template. In our example it is: Trading partners. You get to a new screen using [Enter]. 65

68 If you want to Point out the file, check Code 1 = Yes. If you do not want to Point out the file you can check Code 2 = No. You then have to enter the full path including the file name by hand. In this example you select Point out Code 1 = Yes. Next you click in field File name and get to a screen (the folder CBS-IRIS), in which you can select a file just like the Explorer does. The name of the file you want read is C:\TRADING PARTNERS.TXT. You click on that file and on Open. Next you get the question whether the TXT file should be removed once the reading process has finished. Code 1 = Yes, code 2 = No. Please select code 2 = No. 66

69 Next you have to enter at which position the field in the TXT File starts and how many positions the data use up. You have to indicate this for all fields. The number of positions you enter should not exceed the number of positions that the program CBS-IRIS has available for the field. The fields should not overlap. Once you finished entering everything in the Reading template you can save it by using the button [Save form] and quit the screen. Next you get the screen below: 67

70 When you click Start reading template the Reading template you selected will be processed. In this example that is Trading partners. You get the question if you really want to read this file. You click Yes. After the file is read you get the Reading report. The report shows that 9 records were read and written including 2 errors. The CBS-IRIS program runs a probability check on the VAT numbers in the Netherlands, Germany and Belgium. 68

71 When you click Yes you get the following screen: The VAT Number of the Trading partner is wrong. You should enter the correct VAT Number and save the form. The word Dirty then changes into Clean in the centre of the bottom of the screen. Because you have 2 errors you should click on [Next form]. You should change this form in the same way. When you save the form and click [Next form] you get the following message: In other words: all records are clean. You click OK and leave the screen. Next you click Close. It is possible to create more than one Reading template. 69

72 7 The Print menu The print menu enables you to make lists of the data you entered. These lists are defaults shown on the screen. In this example we will print PSIs. You will find this in Print Tools PSIs. If you want to Print, the data are sent to the printer that you have installed as your default printer. You can change your Printer setup at File Printer setup (2.5). If you select Save as the File is placed in the directory Scratch with the extension.txt (text file). For example: the data on PSIs are in the file listtrdr.txt in the directory Scratch under CBS-IRIS. 70

73 When you click Save you get back to the first print screen. When you click OK, you get back to the main menu of CBS-IRIS. 71

74 8 The Options menu This menu can be used to change the settings in CBS-IRIS and , to change the language and password, Check PSI product codes, for Deleting CBS returns that were not sent. 8.1 Other language You can choose this option to change between the Dutch and English versions of CBS-IRIS. Please click OK and CBS-IRIS will restart in the selected language. 8.2 Change password You can use this option to change the password for certain options of CBS- IRIS. The Password always has to be used for Archive and Send. First you enter your Current password, then your New password. You have to Retype the New password to confirm it. 8.3 Delete not sent CBS returns You can use this option to delete a continuous group of CBS returns from the table that were not sent either to Statistics Netherlands or the ICT. 72

75 Please enter the First line number to be deleted and the Last line number to be deleted, and click OK. Next you see everything that will be deleted. When you click OK the lines are deleted. 8.4 Check PSI product codes You can use this option to check whether the Commodity codes for the PSI product codes that you entered exist. This check uses the Commodity codes of the most recent year, in this case Please click on Check PSI product codes and CBS IRIS starts checking whether the codes you use exist in the GN2009. You get a warning if there are any errors. This screen shows that there is an error in commodity code , which no longer exists in You have to change this code with Tools PSI product codes. This brings you to the most recently entered PSI product code. If you click [Browse forms] you get the following screen: 73

76 Although all lines have the status Clean, you still have to change the code. The line with the arrow contains the incorrect code. When you click select you get the following screen: 74

77 On the bottom line you see the status Dirty. This changes into Clean once you change the incorrect code and enter the correct one. You can change the correct code manually, or find it with [F8]. In this example you have to change the code from into The status has changed from Dirty into Clean. Please save the record and leave the screen so that you come back to the main menu of CBS-IRIS. 75

78 8.5 Settings Setup CBS-IRIS Auto Enter: Please indicate if you want to use the <Enter> key during Data entry. Auto Enter only works in fields of a fixed length. Select code 1 (Yes) and when you completed filling in your field the cursor will automatically go to the next field you have to fill. Default: 2 (No). Debug on: Please use only after consultation with the Contact Center CBS. Drive letter: This is the name of the disk drive station. Standard Drive A. Disk Type: Please indicate what type of disk you will use in Send. Code 1 = 3, 5 inch 720 KB, Code 2 = 3, 5 inch 1, 44 MB. Default: 2. 76

79 Commodity Board: Please indicate whether or not you are a member of a Commodity Board (productschap) and supply the CBS returns through them. Code 1 = Commodity Board for margarine, fat and oils (productschap Margarine, Vetten en Oliën). Code 2 = Commodity Board for dairy products (productschap Zuivel). Code 3 = Commodity Board for wine (productschap Wijn). Default: empty (not a member of any of these Commodity Boards) Setup CBS-IRIS wants your program to generate an automatic when you want to send your data. Box Your data contains the VAT-number of the Agent. If you have trouble sending your monthly returns, then you should not select Automatic management of your program with MAPI but Manual saving as a file and mailing that file. 77

80 When you click OK you return to the main menu of CBS-IRIS. When you want to send, you get the screen below: The file to be send NAARCBS txt ( is a random range of numbers; next time there are different numbers) is saved by clicking Save in the Send folder of CBS IRIS. This brings you to the screen below: 78

81 The text is self-evident. When you click OK you get a new screen: When you click "OK" you return to the main menu of CBS IRIS. Next, please open your program to send a message, fill in the address (ve@data.cbs.nl) and attach the file NAARCBS txt. When you click Send the data are mailed to Statistics Netherlands. After a while, you receive a confirmation that Statistics Netherlands has received your data. 79

82 8.5.3 Setup message size You can use this option to change the maximum message size. The standard size is 5 MB. 80

83 9 The Help menu 9.1 Contact Center CBS 9.2 Contents and index Here you find all the help subjects concerning CBS-IRIS. 9.3 What s new Here you find a summary of the major changes compared to CBS-IRIS Transposition table 2008/2009 Transposition table 2008/2009' has been added to view the changes of the 'Goederennaamlijst' (Combined Nomenclature) regarding to FAQ Here you find a summary of the most frequently asked questions about CBS-IRIS. 81

84 9.6 Tips 9.7 Info Here you find some tips to ease using CBS-IRIS. Here you find the version information of CBS-IRIS. 82