Tag Archive: Intrastat


By default invoices generated in SOP will post to the ledgers with the exchange rate entered against the Sales Order. This can be inaccurate, particularly if there is a long period of time between entering the Sales Order and producing the Sales Invoice. I have come accross a few of sites where they have not known it is in fact possible to to change the exchange rate at the point of printing an invoice. (This facility is available form v2010).

To be able to use an exchange rate at the point of producing the Sales Invoice, there are two settings to consider:

In Accounting System Manager > System Settings

On the Operational Settings tab there are two tick boxes within the Invoices and Credit Notes section.

  • Use exchange rates when printing invoices and credit notes – Selecting this will mean that SOP Invoices will use the exchange rate set within the Currencies and Exchange Rates table when being generated. An additional tab is displayed on the SOP Print Invoices screen. NB. Single and Period exchange rate settings will be applicable.
  • Edit exchange rates when printing invoices and credit notes – This is only available if the above setting is enabled. If this is also enabled, users are able to amend the exchange rate at the point of generating the invoice. NB. Amendability settings will be applicable.

SOP Print Invoices (Exchange Rates Tab)

Go to Sales Order Processing > Document Printing > Print Invoices

Select the Exchange Rates tab. This tab is only visible if the above setting ‘Use exchange rates when printing invoices and credit notes’ has been enabled.

To edit the exchange rate, the above setting ‘Edit exchange rates when printing invoices and credit notes’ needs to be enabled.

Period Exchange Rates

If the customer uses period exchange rates, the period exchange rate relevant to the entered invoice date is displayed.

If no period exchange rate has been set up for the entered invoice date, the invoice uses the exchange rate set in the most recent period. If no period exchange rates have been set up, the exchange rate is automatically set to 1.0000 (NB. There are screen prompts advising this)

Single Exchange Rates

If the customer uses a single exchange rate, the exchange rate set in the exchange rate table is used.

Amendable Exchange Rates

If the exchange rate is Amendable, you can edit the exchange rate on this tab before printing the invoice.

If the customer uses a single exchange rate, you can save the new rate to the exchange rate table when you print the invoice. If the customer uses a period exchange rate, the new rate is only applied to the invoices printed.

Considerations to be aware of:

  • If your SOP module is set to update stock at the point of despatch you should be aware that the Sales values on the stock transaction will not be updated with the invoice exchange rate. NB. this relates to Sales values and NOT Cost of Sales values.
  • If Intrastat reporting is used for Sales, then this will always use the exchange rate from the Sales Order.
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In February the International Chamber of Commerce made changes to their International Commercial Terms (Incoterms). As far as Intrastat is concerned this relates to Delivery Terms.

The changes saw the introduction of two new terms:

  • DAT (Delivered at Terminal) to replace the term DEQ
  • DAP (Delivered at Place) to replace the terms DAF, DES and DDU.

The old terms will no longer be valid after 31st December 2011, and from January 2012 businesses must use the new DAT and DAP terms on all declarations.

Sage 200 2011 Service Pack 2, released in November, included the necessary changes for compatibility. Updates  are also available to make the following versions compatible, there for you must make sure your systems are updated as required:

  • Sage 200 2010 SP2
  • Sage 200 2009 SP3
  • Sage 200 5.1 SP2
  • MMS 3.5 SP8
  • MMS 2.3
  • Line 100 7.6 DOS