Country-specific update for Mexico

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1 Microsoft Dynamics AX 2009 SP1 Country-specific update for Mexico White Paper This white paper describes the country-specific update released for Mexico in hotfix for Microsoft Dynamics AX 2009 SP1. See Microsoft Knowledge Base articles , , and for hotfix download information. Date: October 2010, updated December 2011 Send suggestions and comments about this document to Please include the title with your feedback.

2 Table of Contents Introduction... 3 Generating and issuing electronic invoices... 3 About electronic invoices in Mexico... 3 About CFDI electronic invoices... 4 About tax registration numbers in Mexico... 4 Configuring the digital stamp and digital certificate for electronic invoices... 5 Grant access to the digital certificate in Windows Server Grant access to the digital certificate in Microsoft Windows Server Setting up an electronic invoice... 5 Set up print management for an electronic invoice... 6 Set up parameters for an electronic invoice... 6 Set up parameters and authorization codes for a CFD electronic invoice... 7 Create a PAC account for CFDI electronic invoices... 8 Set up parameters to generate CFDI electronic invoices... 9 Create PAC web services to issue CFDI electronic invoices... 9 Set up tax registration numbers for a company, customer, and vendor Set up a sales tax code for an electronic invoice Generating and issuing an electronic invoice and a monthly report...11 Create and post a sales order and a project sales order as electronic invoices Create and post a free text invoice as an electronic invoice Create and post a return order as an electronic invoice Create and post a project invoice as an electronic invoice Create and post an on-account invoice as an electronic invoice Create and post credit notes for a sales order and a project sales order as electronic invoices Create and post a credit note for a project invoice as an electronic invoice Create and post a credit note for an on-account invoice as an electronic invoice , export, and print an electronic invoice Generate a monthly report of electronic invoices Cancel a CFDI electronic invoice Forms...19 Modified forms...24 Report...26 Customize Microsoft Dynamics AX to include the XML addenda for a customer COUNTRY-SPECIFIC UPDATE FOR MEXICO

3 Introduction This white paper describes a Microsoft Dynamics AX feature, released in hotfixes, that is specific to users in Mexico. For information about other features, refer to the Applications and Business Processes Help. Generating and issuing electronic invoices In accordance with Servicio de Administración Tributaria (SAT), the Mexican tax authority, companies can generate and issue electronic invoices, such as Comprobantes fiscales digitales (CFDs) or Comprobantes fiscales digitales via Internet (CFDI), to their customers. Companies authorized to issue electronic invoices must obtain digital certificates, tax registration numbers, state inscription numbers, and authorization codes from SAT. When you post a sales order, free text invoice, credit note, return order, project invoice, or project sales order as an electronic invoice, the invoice is converted to.pdf and.xml files, which are sent as attachments to the customer. You can also generate a monthly report of all the electronic and paper invoices issued during the month and submit the report to SAT. A software application, Sistema de comprobantes fiscales digitales CFD Plus (SICOFI), which is available from SAT, can be used to submit the monthly report in.txt format. Instructions to submit the monthly report can be found on the Servicio de Administración Tributaria website. About electronic invoices in Mexico An electronic invoice is a legally accepted digital tax receipt that applies international standards to ensure the safety, confidentiality, authenticity, and acceptability of invoices in Mexico. You can post a sales order, free text invoice, credit note, return order, project invoice, or project sales order as an electronic invoice. To use electronic invoices, you must meet the following requirements: Your company must be authorized by SAT to generate and issue electronic invoices. Your company must obtain a Federal Registration for taxpayers (RFC) number, Unique Fiscal Card Identification (CURP) number, and State inscription number from SAT. Your company must obtain a unique digital certificate and private key information from one of the SAT applications, Solicitud del Certificado Digital (SOLCEDI), or Firma Electrónica Avanzada (FIEL). A digital certificate is used to encrypt the information in the.xml file of an electronic invoice. Your company must obtain the folio numbers from the SICOFI application. A folio number is an invoice number that consists of the series, number sequences, and authorization numbers. Your.pdf and.xml files must meet SAT requirements. These files are sent as attachments to a customer. The.xml file must be generated based on the XML schema definition (XSD) provided by SAT. You must archive the.xml file of each electronic invoice. You must generate a monthly report of all the electronic and paper invoices generated for the month in the layout specified by SAT. You can use the SICOFI application to submit this report to SAT in.txt format. An electronic invoice includes the following details: Name, address, and tax registration numbers of the company and customer Invoice number, date, and the name of the city where the invoice was generated Serial number of the digital certificate, and number and year of authorization COUNTRY-SPECIFIC UPDATE FOR MEXICO 3

4 Item description, quantity, unit price, amount, income tax (ISR) withheld amount, VAT amount, and total amount of the invoice transaction Name, number, and date of the customs document generated for imported items Registration number of the property if the invoice transaction includes leasing services Digital stamp of the company About CFDI electronic invoices Servicio de Administración Tributaria (SAT) has introduced a new process used to issue Comprobantes fiscales digitales via Internet (CFDI) electronic invoices. Companies generate the CFDI electronic invoice as an.xml file. Then, the company issues the.xml version of the CFDI electronic invoice to an authorized digital service provider, or Proveedores Autorizados de Certificación (PAC), for validation. To help guarantee secure communication between Microsoft Dynamics AX and the PAC web service, the.xml message will include a fiscal digital certificate issued by the PAC. For more information, see Set up parameters to generate CFDI electronic invoices. The PAC assigns a folio number, incorporates the digital stamp provided by SAT, and returns the validated.xml file. The company submits the validated.xml file to the customer. If errors occur during the validation, the PAC returns a specific message that is saved in the CFDI. The company must resolve the errors, and then resubmit the corrected CFDI to the PAC. The PAC certificate should be installed in the same path where the local certificate assigned by SAT is available. Consider the following when using CFDI electronic invoices: The company generates the CFDI in XSD 3.0. The CFDI must be generated in a foreign currency for which new components, such as currency and exchange rates, have been added to XSD 3.0. XSD 3.0 includes a mandatory complement called TimbreFiscalDigital where the PAC will include the digital signature of the CFDI after it is successfully validated. The company (issuer) can use the SHA-1digest algorithm method to issue the digital stamp. About tax registration numbers in Mexico Companies in Mexico must include three types of tax registration numbers for tax declaration and generation of electronic invoices: the Federal Registration for taxpayers (RFC) number, the Unique Fiscal Card Identification (CURP) number, and the State inscription number. The RFC number contains 12 characters for corporations and 13 characters for individuals. For corporations, the first 3 characters are taken from the business name, the next 6 characters represent the date of registration in YYMMDD format, and the last three characters are chosen at random by SAT. For example, if the business name is Sportswear Company (SWC) and its date of registration is April 04, 1992, the RFC number for the corporation could be SWC920404DA3. For individuals, the first 4 characters of the RFC number are taken from the name of the individual, the next 6 characters represent the date of birth in YYMMDD format, and the last 3 characters are chosen at random by SAT. For example, if the name of the individual is Monique Maldonado Lemarque and the date of birth is February 02, 1962, the RFC number for the individual could be MALM620202GQ1. The CURP number is 18 characters long. The first 4 characters are taken from the name of the individual, the next 6 characters represent the date of birth of the individual in YYMMDD format, the next character represents the gender of the individual (M/F), the next 2 characters represent the state code where the individual resides, and the last 5 characters are chosen at random by SAT. For example, if the name of the individual is Monique Maldonado Lemarque, the date of birth is February 4 COUNTRY-SPECIFIC UPDATE FOR MEXICO

5 02, 1962, the gender is male, and the state code is Federal District (Mexico) DF, the CURP number for the individual could be MALM620202MDFVRN05. Configuring the digital stamp and digital certificate for electronic invoices You must configure and grant access to the digital certificate to sign the generated XML message for a batch of electronic invoices. To grant access to the digital certificate private key and configure the Windows Communication Foundation (WCF) client to use the certificate as authentication, you must import the digital certificate to the computer on which the Microsoft Dynamics AX Application Object Server (AOS) is running. Note: Download the hotfix available in KB article to select an algorithm method to generate the digital stamp for electronic invoices. Grant access to the digital certificate in Windows Server 2008 Before you begin the import process, convert the digital certificate provided by SAT to a Personal Information Exchange (.pfx) file and save it to your computer. Instructions to convert the digital certificate private key can be found on the DICTAMEX website. To grant an AOS user access to the digital certificate private key in the Windows Server 2008 operating system, follow the instructions below: 1. On the task bar of Microsoft Windows, click Start > Run, and then enter MMC to open the Certificates management console. 2. Right-click the certificate, which is an.msc file. 3. In the context menu, click All tasks > Import to start the Certificate import wizard. 4. Close the Certificates management console. Grant access to the digital certificate in Microsoft Windows Server 2003 To grant access to the digital certificate private key in Windows Server 2003, download the Microsoft Windows HTTP Services Certificate Configuration Tool, WinHttpCertCfg.exe, from the Windows Server 2003 Resource Kit Tools website. The following command grants access to the private key of the My Certificate certificate in the "My" certificate store for the Network service account: winhttpcertcfg -g -c LOCAL_MACHINE\My -s "My Certificate" -a "NETWORK SERVICE" Setting up an electronic invoice Complete the following tasks before you generate an electronic invoice for a customer: Set up company information in the Company information form. For more information, see Company information (form) in the Applications and Business Processes Help. Create a customer account in the Customers form. For more information, see Create a customer account in the Applications and Business Processes Help. Set up a number sequence code for an electronic invoice in the Number sequences form. For more information, see Number sequences (form)" in the Applications and Business Processes Help. Set up a sales tax group to attach a sales tax code for an electronic invoice in the Sales tax groups form. For more information, see Set up and use a sales tax group in the Applications and Business Processes Help. COUNTRY-SPECIFIC UPDATE FOR MEXICO 5

6 Create an item sales tax group and attach a sales tax code for an electronic invoice in the Item sales tax groups form. For more information, see Create an item sales tax group in the Applications and Business Processes Help. Create an imported item and a leasing service in the Item form. For more information, see Create an item in the Applications and Business Processes Help. Create a project group in the Project groups form. For more information, see Project groups (form) in the Applications and Business Processes Help. Create a time and material and fixed price project in the Projects form. For more information, see Create a project and Choosing project types in the Applications and Business Processes Help. You must also complete the following procedures before you generate electronic invoices for customers: Set up print management for an electronic invoice Set up parameters for an electronic invoice Set up parameters and authorization codes for an electronic invoice Set up tax registration numbers for a company, customer, and vendor Set up a sales tax code for an electronic invoice Set up print management for an electronic invoice Use the Print management setup form and the Printer setup form to set up print management for an electronic invoice. Set up the invoice file format as PDF so that you can generate an electronic invoice as a.pdf file and send the file as an attachment to a customer. You can set up print management for a customer or vendor to override the print management destination setup for different modules. For more information, see Print management setup (form) in the Applications and Business Processes Help. 1. Click Accounts receivable > Setup > Forms > Form setup > Print management to open the Print management setup form. -or- Click Project > Setup > Forms > Form setup > Print management to open the Print management setup form. 2. Right-click a module name, and then click Expand All. The document types for the selected module are displayed. 3. Select an original record of an invoice type (sales order invoice, free text invoice, or project invoice), and then in the right pane, click Destination lookup > Printer setup to open the Printer setup form. 4. Select File in the Send to list, and then in the File name field, enter Invoice. 5. In the File format field, select PDF, and then click OK to save your changes and close the Printer setup form. Note: Verify that the Destination field in the Print management setup form is updated with File: Invoice.pdf. 6. Close the Print management setup form and the Form setup form to save your changes. When you generate an electronic invoice as a.pdf file, the File name field is updated to reflect the invoice number to avoid overwriting existing invoices. Set up parameters for an electronic invoice Complete the following tasks to send an electronic invoice as an attachment to a customer. 6 COUNTRY-SPECIFIC UPDATE FOR MEXICO

7 1. Set up Simple Mail Transfer Protocol (SMTP) to send messages. Use the parameters form (Administration > Setup > parameters) to set up an SMTP server and port, local computer name, user name, and password to send s to customers. For more information, see parameters (form) in the Applications and Business Processes Help. 2. Create a batch group to print an electronic invoice. Use the Batch group form (Administration > Setup > Batch groups) to create a batch group to send s by using the batch process. You must assign the batch group to the batch server that is set up to print electronic invoices. For more information, see Create a batch group in the Applications and Business Processes Help. 3. Set up a batch process to send messages for electronic invoices. Use the Set up batch processing form (Basic > Periodic > Batch > Processing) to process the tasks that were ordered earlier and added to the batch group. For more information, see Set up batch processing (class form) in the Applications and Business Processes Help. 4. Create an template for an electronic invoice. Use the templates form (Basic > Setup > templates) to create a predefined message for a customer. You can set up a priority and assign a batch group for the message. You can also enter a predefined subject for your message in the Subject field. When you post an electronic invoice, the subject of the message is updated with the predefined text entered in the Subject field and the invoice number posted. For example, if you entered the text Electronic invoice submitted in the Subject field and posted invoice A , the subject of the message is displayed as Electronic invoice submitted - A For more information, see templates (form) in the Applications and Business Processes Help. 5. Send messages by using a batch process. Use the distributor batch form (Administration > Periodic > processing > Batch) to send s to customers by using the batch process. For more information, see distributor batch (form) in the Applications and Business Processes Help. Set up parameters and authorization codes for a CFD electronic invoice Use the Electronic invoice parameters form to set up parameters to generate CFD electronic invoices. You can select a digital certificate, XML Schema Definition (XSD) version, and template used to generate and issue an electronic invoice. You can also select the algorithm method to generate the digital stamp. Use the Authorization numbers form to set up folio numbers for an electronic invoice. A folio number is an invoice number that consists of the series, number sequences, and authorization numbers. You can obtain a list of folio numbers from the SICOFI application. SAT uses the folio numbers to identify the issuers of electronic invoices. You can also define a range of invoice numbers that the series, number sequences, and authorization numbers are assigned for. There can be breaks between ranges, but numbers cannot overlap. 1. Click Basic > Setup > EInvoice > Electronic invoice parameters to open the Electronic invoice parameters form. 2. Select the Enable CFD (electronic invoices) check box to activate electronic invoice generation. 3. In the Certificate field, select the digital certificate used to generate and issue an electronic invoice. Note: You must import the digital certificate to the computer on which the Microsoft Dynamics AX AOS is running. For more information, see Configuring the digital certificate for an electronic invoice. 4. In the CFD version field, select the XSD version used to generate and issue an electronic invoice from the following options: COUNTRY-SPECIFIC UPDATE FOR MEXICO 7

8 <Blank> 2.0 XSD version 2.0 must be used to generate and issue the electronic invoice. 5. In the Digest algorithm field, select the algorithm method from the following options: MD5 The algorithm method that is used to generate the digital stamp and to issue electronic invoices until December 31, SHA-1 The algorithm method that is used to generate the digital stamp and to issue electronic invoices beginning on January 01, Note: Download the hotfix available in KB article to install the Digest algorithm field. 6. In the CFD XML schema file field, specify the path of the XML schema file provided by SAT. 7. In the ID field, select the identification code of the template. For more information, see Set up parameters for an electronic invoice. You can view the status of an outgoing message in the sending status form (Administration > Periodic > processing > sending status). 8. Select the Send report file - PDF check box to attach the.pdf file of an electronic invoice to the when the invoice is posted. Note: The.pdf file is attached to the only if you selected PDF in the File format field in the Printer setup form. For more information, see Set up print management for an electronic invoice. 9. Click Authorization numbers to open the Authorization numbers form. 10. Press CTRL+N to create a new line, and then in the Series field, enter the series for the set of electronic invoices. 11. In the Number sequence code field, select the number sequence code for the set. Note: You can set up a number sequence code in the Number sequences form (Basic > Setup > Number sequences > Number sequences). 12. In the Year field, enter the year that SAT assigned the authorization code for the set. 13. In the From number and To number fields, enter the starting and ending sequence numbers of the set. 14. In the Authorization code field, enter the authorization code assigned by SAT for each set of electronic invoices. 15. Close the Authorization numbers form and the Electronic invoice parameters form to save your changes. Create a PAC account for CFDI electronic invoices Use the PAC form to create a PAC account that you can use to submit CFDI electronic invoices to the government-certified PAC. 1. Click Basic > Setup > EInvoice > PAC to open the PAC form. 2. Press CTRL+N to create a new line, and then in the PAC account and PAC Name fields, enter a name and description for the PAC account. 3. In the RFC number field, enter the tax registration number. For more information, see About tax registration numbers in Mexico. 4. Close the form. 8 COUNTRY-SPECIFIC UPDATE FOR MEXICO

9 Set up parameters to generate CFDI electronic invoices Use the Electronic invoice parameters form to set up parameters to generate CFDI electronic invoices. You can select a digital certificate, an XSD version, and the web service used to generate and issue a CFDI electronic invoice. You can also select the algorithm method used to generate the digital stamp. 1. Click Basic > Setup > EInvoice > Electronic invoice parameters to open the Electronic invoice parameters form. 2. Click the CFDI tab, and then select the Enable CFDI (Electronic Invoice) check box to activate the CFDI electronic invoice generation. 3. In the Certificate field, select the digital certificate used to generate and issue an electronic invoice. Note: You must import the digital certificate to the computer on which Microsoft Dynamics AX AOS is running. For more information, see Configuring the digital stamp and digital certificate for electronic invoices. 4. In the Version field, select the XSD version used to generate and issue electronic invoices from the following options: <Blank> 3.0 XSD 3.0 must be used to generate and issue the electronic invoices. 5. In the CFDI XML schema file field, specify the path of the XML schema file provided by SAT. 6. In the PAC Name field, select the PAC account that will be used to request the validation and digital stamp. 7. In the PAC certificate field, select the name of the PAC certificate to be used to transmit.xml messages. This certificate is issued by the PAC when you contract the PAC service to issue CFDI electronic invoices. 8. In the Environment field, select the environment where you can request the CFDI or cancel the CFDI as Testing or Production. 9. Select the Send check box to send the.pdf and.xml files of the CFDI invoice as attachments. 10. In the ID field, select the identification code of the template. For more information, see Set up parameters for an electronic invoice. You can view the status of an outgoing message in the sending status form (Administration > Periodic > processing > sending status). 11. Select the Send report file - PDF check box to attach the.pdf file of an electronic invoice to the when the invoice is posted. Note: The.pdf file is attached to the only if you selected PDF in the File format field in the Printer setup form. For more information, see Set up print management for an electronic invoice. 12. Close the form. Create PAC web services to issue CFDI electronic invoices Use the PAC Web Services form to establish a web services connection to the PAC. Companies must connect to the web services through the Internet to issue the invoice that must be validated and signed by the PAC. 1. Click Basic > Setup > EInvoice > Electronic invoice parameters to open the Electronic invoice parameters form. 2. Click PAC Web Services to open the PAC Web Services form. COUNTRY-SPECIFIC UPDATE FOR MEXICO 9

10 3. In the Method name field, select the name of the method used to generate the XML message. 4. In the Web Service field, select one of the following options: Request stamp Request a digital stamp. Cancel Cancel the PAC web service for the CFDI. 5. In the Internet address field, enter the web address for the PAC service. 6. Click Generate to generate the PAC web service references. A reference to the web service is created in AOT > References to allow the application to connect to the web service. Note: You can view the EnviromentnameSendDataareaID and EnvironmentnameCancelDataareaID reference services in AOT> References. Environmentname is a placeholder for the environment selected in the Environment field in the Electronic invoice parameters form. DataareaID is a placeholder for the company account number selected in the RFC number field in the Legal entities form. For example, for the TestingSend CECA001 reference, Testing has been selected as the environment, and CECA001 is the company account number. 7. Close the forms. Set up tax registration numbers for a company, customer, and vendor Use the Company information form, the Customers form, and the Vendors form to set up tax registration numbers. For more information about tax registration numbers in Mexico, see About tax registration numbers in Mexico. 1. Click Basic > Setup > Company information to open the Company information form. 2. Click the Tax registration tab. 3. In the Company type field, select your company type from the following options: <Blank> 01: Legal entity The company is a corporation. 02: Legal person The company is an individual. 03: Foreign company The company is located in a foreign country. 4. In the RFC number, CURP number, and State inscription fields, enter the unique RFC, CURP, and state inscription numbers assigned to your company. 5. Close the form to save your changes. 6. Click Accounts receivable > Common Forms > Customer Details to open the Customers form. 7. Select a customer, and then click the Setup tab. 8. In the Company type field, select the customer type from the following options: <Blank> 01: Legal entity The customer is a corporation. 02: Legal person The customer is an individual. 03: Foreign company The customer is located in a foreign country. 9. In the RFC number, CURP number, and State inscription fields, enter the unique RFC, CURP, and state inscription numbers assigned to the customer. 10. Close the form to save your changes. 11. Click Accounts payable > Common Forms > Vendor Details to open the Vendors form. 10 COUNTRY-SPECIFIC UPDATE FOR MEXICO

11 12. Select a vendor, and then click the Setup tab. 13. In the Company type field, select the vendor type from the following options: <Blank> 01: Legal entity The vendor is a corporation. 02: Legal person The vendor is an individual. 03: Foreign company The vendor is located in a foreign country. 14. In the RFC number, CURP number, and State inscription fields, enter the unique RFC, CURP, and state inscription numbers assigned to the vendor. 15. Close the form to save your changes. Set up a sales tax code for an electronic invoice Use the Sales tax codes form to set up a sales tax code and select the type of sales tax for an electronic invoice. The sales tax code is included in the electronic invoice to indicate the type of sales tax that you must calculate, collect, and pay to SAT. For more information, see Sales tax codes (form) in the Applications and Business Processes Help. 1. Click General ledger > Setup > Sales tax > Sales tax codes to open the Sales tax codes form. 2. Create a sales tax code for an electronic invoice. For more information, see Create various kinds of sales tax codes in the Applications and Business Processes Help. 3. Click the General tab. 4. In the Tax type field, select the sales tax type from the following options: <Blank> ISR Income tax IVA Value added tax IEPS Special product and service tax 5. Close the form to save your changes. Generating and issuing an electronic invoice and a monthly report Complete the following procedures to generate and issue an electronic invoice and a monthly report of electronic invoices: Create and post a sales order and a project sales order as electronic invoices Create and post a free text invoice as an electronic invoice Create and post a return order as an electronic invoice Create and post a project invoice as an electronic invoice Create and post an on-account invoice as an electronic invoice Create and post credit notes for a sales order and a project sales order as electronic invoices Create and post a credit note for a project invoice as an electronic invoice Create and post a credit note for an on-account invoice as an electronic invoice , export, and print an electronic invoice Generate a monthly report of electronic invoices COUNTRY-SPECIFIC UPDATE FOR MEXICO 11

12 Create and post a sales order and a project sales order as electronic invoices Use the Sales order form to create and post a sales order or project sales order as an electronic invoice. You can create and post multiple sales orders as electronic invoices and send the.pdf and.xml files as attachments to customers. You can also create and post a sales order for an imported item or a leasing service. Define the Item type field as Item and Service for the imported item and leasing service in the Item form (Inventory management > Common Forms > Item details). Specify all customs information, such as the customs document number, date of import, and customs authority name when you create the sales order for an imported item. The customs information is provided by the Mexican customs authority when an item is imported. When you create the sales order for a leasing service, specify the property registration number provided by the Mexican government. For more information, see Sales orders (form) and Sales posting (form) in the Applications and Business Processes Help. 1. Click Accounts receivable > Common Forms > Sales Order Details to open the Sales order form. -or- Click Project > Common Forms > Project Details > Item task > Sales order to open the Sales order form. Note: To create a project sales order, you must select a project in the Projects form, and then click Item task > Sales order. 2. Create a sales order or project sales order. For more information, see Create a sales order in the Applications and Business Processes Help. 3. In the upper pane, click the Setup tab, and then in the Sales tax group field, select the sales tax group assigned to the sales tax code for an electronic invoice. The sales tax group is updated in the Sales tax group field on the Setup tab in the lower pane. 4. In the lower pane, click the Setup tab, and then in the Item sales tax group field, select the item sales tax group assigned to the sales tax code for an electronic invoice. 5. Click the Other tab, and then in the Custom number field, enter the number of the customs document that was generated when the item was imported. 6. In the Custom date field, select the date when the item was imported. 7. In the Custom name field, enter the name of the customs authority in the country that the item was imported from. Note: If you enter values in the Custom number, Custom date, and Custom name fields, you cannot enter a value in the Property number field. 8. In the Property number field, enter the registration number provided by the Mexican government for the leased property. Note: If you enter a value in the Property number field, you cannot enter values in the Custom number, Custom date, and Custom name fields. 9. Click Posting > Invoice to open the Posting invoice form. 10. Select the Print invoice check box to print the sales order invoice or project sales order invoice after posting. 11. Select the Send check box to send the.pdf and.xml files of the sales order invoice or the project sales order invoice as attachments to the customer after posting. 12. Click OK to post the sales order or project sales order as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. 12 COUNTRY-SPECIFIC UPDATE FOR MEXICO

13 Note: Click Batch to post the sales order or project sales order as an electronic invoice by using a batch process. 13. Close the Sales order form to save your changes. Note: If you created and posted a project sales order, also close the Projects form. Create and post a free text invoice as an electronic invoice Use the Free text invoice form to create and post a free text invoice as an electronic invoice for a leasing service. You can define the Item type as Service in the Item form (Inventory management > Common Forms > Item details). You must specify the property registration number provided by the Mexican government when you create the free text invoice for a leasing service. For more information, see Free text invoice (form) and Post free text invoice (class form) in the Applications and Business Processes Help. 1. Click Accounts receivable > Common Forms > Free Text Invoice Details to open the Free text invoice form. 2. Create a free text invoice for a leasing service. For more information, see Create a free text invoice in the Applications and Business Processes Help. 3. Click the Invoice tab, and then in the Sales tax group field, select the sales tax group assigned to the sales tax code for an electronic invoice. 4. In the Item sales tax group field, select the item sales tax group assigned to the sales tax code for an electronic invoice. 5. Click the Invoice lines tab. 6. In the Property number field, enter the registration number provided by the Mexican government for the leased property. 7. Click Posting > Free text invoice to open the Post free text invoice form. 8. Select the Print invoice check box to print the free text invoice after posting. 9. Select the Send check box to send the.pdf and.xml files of the free text invoice as attachments to the customer after posting. 10. Click OK to post the free text invoice as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. 11. Close the Free text invoice form to save your changes. You can also use the Free text invoice form and the Post free text invoice form to create a credit note for a posted free text invoice, and then post the credit note as an electronic invoice. Select the customer account, invoice account, and ledger account that you entered in the posted free text invoice that you are creating a credit note for. Enter a negative amount in the Amount field on the Invoice lines tab in the Free text invoice form, and then post the credit note as an electronic invoice. Create and post a return order as an electronic invoice Use the Return orders form to create a return order when a customer returns an item. Register the arrival of the returned item in the Arrival overview form (Inventory management > Periodic > Arrival overview). The details of the return order are then updated in the Sales order form. You can use the Sales order form to select and post the return order as an electronic invoice. For more information, see Return orders (form), Arrival overview (form), and Sales orders (form) in the Applications and Business Processes Help. When you create the return order for an imported item, you must specify the pertinent customs information, such as the customs document number, date of import, and customs authority name. You can define the Item type as Item in the Item form (Inventory management > Common Forms > Item details). COUNTRY-SPECIFIC UPDATE FOR MEXICO 13

14 1. Click Accounts receivable > Common Forms > Return Order Details to open the Return orders form. 2. Create a return order, and then close the form to save your changes. 3. Click Inventory management > Periodic > Arrival overview to open the Arrival overview form and register the item arrival. For more information, see Post a return order in the Applications and Business Processes Help. 4. Close the form to save your changes. 5. Click Accounts receivable > Common Forms > Sales Order Details to open the Sales order form. 6. Select the sales order for the returned item, and then in the Order type field, select Returned order. 7. In the upper pane, click the References tab, and then in the RMA number field, verify that the return merchandise authorization (RMA) number of the return order to be posted has been updated. 8. In the lower pane, click the Other tab. 9. In the Custom number field, enter the number of the customs document that was generated when the item was imported. 10. In the Custom date and Custom name fields, select the date when the item was imported and enter the name of the customs authority in the country that the item was imported from. 11. Click Posting > Invoice to open the Posting invoice form. 12. Select the Print invoice and Send check boxes to print the return order invoice after posting and send the.pdf and.xml files of the return order invoice as attachments to the customer. 13. Click OK to post the return order as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. Note: Click Batch to post the return order as an electronic invoice by using a batch process. 14. Close the Sales order form to save your changes. Create and post a project invoice as an electronic invoice Use the Projects form to create a project invoice for a time and material project and post the invoice as an electronic invoice. You can include services such as hours, expenses, fees, and items for a project when you create the project invoice. For more information, see Projects (form) in the Applications and Business Processes Help. 1. Click Project > Common Forms > Project Details to open the Projects form. 2. Create or select a time and material project, and then click the Setup tab. 3. In the Sales tax group field, select the sales tax group assigned to the sales tax code for an electronic invoice. 4. Click Invoice > Invoice proposal to open the Invoice proposal form. 5. Click Create invoice to create a new invoice proposal for the project. For more information, see Create invoice and on-account proposals and Invoice time and material in the Applications and Business Processes Help. 6. Click Post invoice to open the Post invoice form. 7. Select the Print invoice check box to print the project invoice after posting. 14 COUNTRY-SPECIFIC UPDATE FOR MEXICO

15 8. Select the Send check box to send the.pdf and.xml files of the project invoice as attachments to the customer. 9. Click OK to post the project invoice as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. Note: Click Batch to post the project invoice as an electronic invoice by using a batch process. 10. Close the Invoice proposal form and the Projects form to save your changes. Create and post an on-account invoice as an electronic invoice Use the Projects form to create an on-account invoice for a fixed-price project and post the invoice as an electronic invoice. For more information, see Projects (form) in the Applications and Business Processes Help. 1. Click Project > Common Forms > Project Details to open the Projects form. 2. Create or select a fixed-price project, and then click the Setup tab. 3. In the Sales tax group field, select the sales tax group assigned to the sales tax code for an electronic invoice. 4. Click Invoice > Invoice proposal to open the Invoice proposal form. 5. Click Create on-account to create a new on-account invoice for the project. For more information, see Invoice fixed-price projects in the Applications and Business Processes Help. 6. Click Post invoice to open the Post invoice form. 7. Select the Print invoice check box to print the on-account invoice after posting. 8. Select the Send check box to send the.pdf and.xml files of the on-account invoice as attachments. 9. Click OK to post the on-account invoice as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. Note: Click Batch to post the on-account invoice as an electronic invoice by using a batch process. 10. Close the Invoice proposal form and the Projects form to save your changes. Create and post credit notes for a sales order and a project sales order as electronic invoices Use the Create credit note form and the Posting invoice form to create and post a credit note as an electronic invoice for a sales order or a project sales order. You can create and post a credit note only for an invoiced sales order or a project sales order. For more information, see Sales posting (form) in the Applications and Business Processes Help. 1. Click Accounts receivable > Common Forms > Sales Order Details to open the Sales order form. -or- Click Project > Common Forms > Project Details > Item task > Sales order to open the Sales order form. You must select a project in the Projects form, and then click Item task > Sales order to create a project sales order. 2. Select a sales order or a project sales order that has the Status field as Invoiced. 3. Click Functions > Create credit note to open the Create credit note form. COUNTRY-SPECIFIC UPDATE FOR MEXICO 15

16 4. Select the Select all check box to select all the transactions in the sales order or project sales order for the credit note. Note: You can select the Mark check box to select a specific transaction in the sales order or project sales order for the credit note. 5. Click OK to close the Create credit note form. The details of the selected transaction are updated with the negative amount in the lower pane of the Sales order form. 6. Click Posting > Invoice to open the Posting invoice form. 7. Select the Print invoice check box to print the credit note after posting. 8. Select the Send check box to send the.pdf and.xml files as attachments to the customer. 9. Click OK to post the credit note as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. Note: Click Batch to post the credit note as an electronic invoice by using a batch process. 10. Close the Sales order form to save your changes. Note: If you created and posted a credit note for a project sales order, also close the Projects form. Create and post a credit note for a project invoice as an electronic invoice Use the Projects form to create and post a credit note for a project invoice as an electronic invoice. For more information, see Projects (form) and Select for credit note (form) in the Applications and Business Processes Help. 1. Click Project > Common Forms > Project Details to open the Projects form. 2. Select a time and material project invoice, and then in the lower pane, select an hour journal transaction that has the Transaction status field as Invoiced. 3. Click Invoice > Invoice to open the Invoice journal form. 4. Select an invoice journal, and click Functions > Select for credit note to open the Select for credit note form. 5. Select the Select check box to specify the project invoice for the credit note. 6. Click OK to close the Select for credit note form. The Transaction status field of the hour journal is updated as Selected for credit note in the Projects form. 7. Click Invoice > Invoice proposal to open the Invoice proposal form. 8. Click Create invoice to open the Create invoice form. 9. In the Invoicing method field, select Credit notes to specify that the transactions are to be credited. 10. Select the Hour check box to include the hour transaction. 11. In the From date, To date, and Invoice date fields, select the starting and ending dates to include project transactions posted to the project and the ledger posting date. 12. Click OK to create a credit note in the Invoice proposal form. 13. Select the Print invoice and Send check boxes to print the credit note after posting and send the.pdf and.xml files of the credit note as attachments to the customer. 14. Click OK to post the credit note as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. 16 COUNTRY-SPECIFIC UPDATE FOR MEXICO

17 Note: Click Batch to post the project invoice as an electronic invoice by using a batch process. 15. Close the Invoice proposal form and the Projects form to save your changes. Create and post a credit note for an on-account invoice as an electronic invoice Use the Projects form to create and post a credit note for an on-account invoice as an electronic invoice. For more information, see Projects (form), and Select for credit note (form) in the Applications and Business Processes Help. 1. Click Project > Common Forms > Project Details to open the Projects form. 2. Select a fixed price project invoice, and then in the lower pane, select an on-account transaction that has the Transaction status field as Invoiced. 3. Click Invoice > On account to open the On account form. 4. Select an on-account journal, and then click Functions > Select for credit note to open the Select for credit note form. 5. Select the Select check box to specify the on-account invoice for the credit note. 6. Click OK to close the Select for credit note form. The Transaction status field of the onaccount journal is updated as Selected for credit note in the Projects form. 7. Click Invoice > Invoice proposal to open the Invoice proposal form. 8. Click Create on-account to open the Create on-account form. 9. In the Invoicing method field, select Credit notes to specify that the transactions are to be credited. 10. In the From date, To date, and Invoice date fields, select the starting and ending dates to include the on-account transactions posted to the project and the ledger posting date. 11. Click OK to create a credit note in the Invoice proposal form. 12. Select the Print invoice and Send check boxes to print the credit note after posting and send the.pdf and.xml files of the credit note as attachments to the customer. 13. Click OK to post the credit note as an electronic invoice. The.pdf and.xml files of the electronic invoice are sent as attachments to the customer. A copy of the.xml file of the electronic invoice is archived. Note: Click Batch to post the project invoice as an electronic invoice by using a batch process. 14. Close the Invoice proposal form and the Projects form to save your changes. , export, and print an electronic invoice Use the CFD electronic invoices form to view, , export, or print an already generated CFD electronic invoice based on a customer s request. You can view and export the.xml file of the electronic invoice to your computer. You can also resend the.pdf and.xml files of the electronic invoice as attachments to the customer. Use the CFDI Electronic invoices form to view, , export, or print an already-generated CFDI electronic invoice based on a customer s request. The printed CFDI electronic invoice includes a twodimensional bar code in accordance with the format of the Quick Response Code (QR Code) that is described in the standard ISO/IEC The printed CFDI electronic invoice includes the following details: The issuer RFC number The customer RFC number The total amount of the invoice COUNTRY-SPECIFIC UPDATE FOR MEXICO 17

18 The assigned UUID number For example, the printed CFDI version of the electronic invoice displays re= INT020124V62&rr= ASE X0&tt= &id= c09-4f90-8a44-bfccca868dd2. The following table illustrates the format of the QR code in which the two-dimensional bar code is displayed. Prefix re rr Details Issuer RFC: INT020124V62 Customer RFC: ASE X0 tt Total Invoice: ,034 id UUID: c09-4f90-8a44-bfccca868dd2 1. Click Accounts receivables > Inquiries > Journals > CFD (electronic invoices) to open the CFD electronic invoices form. -or- Click Accounts receivables > Inquiries > Journals > CFDI (electronic invoices) to open the CFDI( Electronic invoice) form. 2. Select an electronic invoice, and then click Print > Original preview to print the original record of the electronic invoice. Note: You can also click Print > Copy preview to print a copy of the CFD electronic invoice. 3. Click Functions > Send to resend the.pdf and.xml files as attachments to the customer. -or- Click Functions > Export XML to export the.xml file to the path specified in the CFD XML schema file field or the CFDI XML schema file field in the Electronic invoice parameters form (Basic > Setup > EInvoice > Electronic invoice parameters). Note: You can also click Functions > View XML file to view the.xml file. 4. Close the form to save your changes. Generate a monthly report of electronic invoices Use the EInvoice monthly report to generate a report of all the electronic and paper invoices issued during the month. You can use the SICOFI application website to submit the monthly report to SAT in.txt format. The report is due on or before the fifth day of the following month. The monthly report includes the following details: RFC number assigned to the customer for whom the electronic invoice was generated Series, number, and authorization code of the electronic invoice Date and time when the electronic invoice was generated Total VAT amount and total amount of the electronic invoice Status and type of the electronic invoice Name, number, and date of the customs document generated for imported items included in the electronic invoice The monthly report file name consists of the XML schema number used to generate electronic invoices, the RFC number assigned to the company, and the month and year the report is generated. 18 COUNTRY-SPECIFIC UPDATE FOR MEXICO

19 For example, if the XML schema number is 1, the RFC number for the company is XXXX , and the report is generated for October, 2010, the monthly report file name is 1XXXX txt. 1. Click Accounts receivable > Periodic > CFD electronic invoices > EInvoice monthly report to open the EInvoice monthly report. 2. In the Month/Year field, select the date when the report is to be generated. 3. Select the EInvoice check box to include only the electronic invoices issued during the month in the report. 4. In the File path field, specify a path to store the report. 5. Click OK to generate the monthly report of electronic invoices. Cancel a CFDI electronic invoice You can cancel a CFDI electronic invoice that was previously validated and certified by a PAC if the customer account was incorrectly invoiced. 1. Click Accounts receivable > Inquiries > CFDI (electronic invoice). 2. Select a sales invoice that has a CFDI status of Approved. 3. Click Functions > Cancel CFDI to generate a cancelation XML message. The XML message will be sent out to the PAC web services for validation and confirmation. If the status is Canceled, you can then create the related credit note, validate the credit note, and request a digital stamp for the credit note. -or- Select an approved CFDI, and then click Functions > Manual cancel to manually cancel the invoice. Note: Follow steps 4 through 6 only if you are manually cancelling the invoice. 4. In the Manual cancel dialog form, in the Date of cancellation field, select the date when the CFDI was successfully canceled. 5. In the Cancel Key Name field, enter the reason that the invoice was canceled. 6. Click OK. The CFDI status is displayed as Canceled. Forms This section contains information about new forms used to set up parameters and authorization codes to generate an electronic invoice. Form name and locator Electronic invoice parameters (form) Basic > Setup > EInvoice > Electronic invoice parameters Description Use this form to set up parameters to generate electronic invoices. You can select the digital certificate, XML Schema Definition (XSD) version, XML schema file, and template used to generate an electronic invoice. CFD tab Enable CFD (electronic invoices) field Select this check box to generate CFD electronic invoices. Certificate field Select the digital certificate used to generate and issue an electronic invoice. Note: You must import the digital certificate to the computer on which COUNTRY-SPECIFIC UPDATE FOR MEXICO 19

20 the Microsoft Dynamics AX AOS is running. For more information, see Configuring the digital certificate for an electronic invoice. CFD version field Select the XML Schema Definition (XSD) version used to generate and issue an electronic invoice from the following options: <Blank> 2.0 XSD version 2.0 must be used to generate and issue the electronic invoice. Digest algorithm field Select the algorithm method from the following options: MD5 The algorithm method that is used to generate the digital stamp and to issue electronic invoices until December 31, SHA-1 The algorithm method that is used to generate the digital stamp and to issue electronic invoices beginning on January 01, Note: Download the hotfix available in KB article to install the Digest algorithm field. CFD XML schema file field Specify the path of the XML schema file provided by SAT. ID field Select the identification code of the template. For more information, see Set up parameters for an electronic invoice. Send report file - PDF field Select this check box to attach the.pdf file of an electronic invoice to the when the invoice is posted. Note: The.pdf file is attached to the only if you selected PDF in the File format field in the Printer setup form. For more information, see Set up print management for an electronic invoice. Authorizations numbers button Open the Authorization numbers form to set up authorization codes for an electronic invoice. CFDI tab Enable CFDI (Electronic invoices) field Select this check box to generate CFDI electronic invoices. Certificate field Select the digital certificate used to generate and issue an electronic invoice. Note: You must import the digital certificate to the computer on which Microsoft Dynamics AX AOS is running. For more information, see Configuring the digital stamp and digital certificate for electronic invoices. Version field Select the XSD version used to generate and issue an electronic invoice from the following options: <Blank> 3.0 XSD 3.0 must be used to generate and issue the electronic invoice. CFDI XML schema file field Specify the path of the XML schema file provided by SAT. PAC Name field Select the PAC account that will be used to request the validation and digital stamp. PAC Certificate field Select the name of the PAC certificate to be used to transmit the XML messages. 20 COUNTRY-SPECIFIC UPDATE FOR MEXICO

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