Subdirección de Administración y Finanzas Proyecto de Bóveda Electrónica de PEP (Factura Electrónica)

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1 Subdirección de Administración y Finanzas Proyecto de Bóveda Electrónica de PEP (Factura Electrónica) April 2011

2 E L E C T R O N I C I N V O C I N G Transparency, simplification and Control Objective Project Phases Electronic Invoicing Bóveda Electrónica PEP Electronic Signature PEMEX Critical Success Factors Next Steps Conclusions

3 Objective Implement in PEMEX and it s subsidiaries, a standard process for transmitting, receiving and managing electronic invoicing that allows linking to our trading partners with financial and operational areas of the institution in a comprehensive solution. Main Features: 1) Bóveda Electrónica (BE) for the Management and Storage of Electronic Documents 2) Electronic Notifications for interaction between the Suppliers and Users. 3) Electronic Signature PEMEX (FEP) for personnel involved in the process. 4) Electronic File Tracking to the compliance of time management. 5) Electronic interoperability with internal and external systems. 6) Electronic operating information via the Internet portal PEMEX.

4 Background Survey of transparency and accountability. Excessive regulation Uncertainty in the date of payment Different requirements for workplace Frequent displacement to PEMEX facilities Need to follow up on paperwork. Since 2005 established the option to all taxpayers to issue its tax receipts electronically. PEP started issuing Electronic Invoices from May 2008 and received in November According to the DOF and income tax reforms, in 2011 that established the obligation of issuing digital invoices (CFD or CFDI), known as electronic invoices.

5 Previous and Current Management Previous Process: Previous Current Delivery documentation desk without authorization in Ventanilla Única. Accounting records after receipt of the estimation and invoice Desk. Duplication of paperwork. Alternative controls and countervailing duties. Current Process Delivery of documentation in the source area. Accounting Records in a timely manner. Concepts and ADDENDA sending in electronic reporting. Receiving electronic invoices or Authorized documentation.

6 Original Scope for Reception and Invoicing Management Suppliers SAT Banking Addenda XML Internal Order Generators Recepcion Inspection Estimation COPADE Invoicing Payment Instructions Payments List Witnesses of Payment Electronic Vault (BE) Purcahse Order or Service System Volumes Work Goods Reception Register COPADE Accounting Register CXP CXC Payment Programs Compensation of CXP y CXC Bank Deposit ThirdPartySignature Business Process Signatureof Pemex Officer Signature of SAT

7 Phase I: Receipt and Invoicing Management Suppliers SAT Banking Addenda XML Internal Order Reception, Generators Inspection Estimatation COPADE Invoicingl Payment Instruction Payments List Witnesses of Payment Documentation Process Electronic Vault (BE) Purcahse Order or Service System Volumes Work Goods Reception Register COPADE Accounting Register CXP CXC Payment Programs Compensation of CXP y CXC Bank Deposit Third PartySignature Business Process Signature of PEMEX Officer Signature of SAT

8 Phase I: Receipt and Invoicing Management Suppliers SAT Banking ADDENDA XML COPADE Invoicing Payment Instruction Payments List Witnesses of Payment Electronic Vault (BE) Goods Register Reception COPADE Accounting Register CXP CXC Payment Programs Compensation of CXP y CXC Bank Deposit Business Process ThirdPartySignature Signatureof PEMEX Officer Signature SAT

9 Paper Process PEMEX Suppliers SAT Paper Estimation or Invoice 1 Estimation Signature SAP 2 COPADE SAP Approve d E Mail Addenda 3 Addenda + Folio 4 Paper 5 Firma ElectronicaAvanzada(FIEL) SAT Printing Services B Stack of Folio Invoice + Addenda + Folio (Factura) Paper 6 Tax Doc Factura A Request paper Folio Payment Process Bank 7 Passed 8 SAT Validate SAT

10 Electronic Process PEMEX Suppliers SAT XML Estimation or Invoice 1 Firma Estimacion SAP 2 COPADE SAP Invoice + Addenda XML 3 Addenda Certification SAT Approved Suppliers (PAC) for CFDI XML 4 XML 5 Tax Doc Factura XML or Paper 6 Factura + supporting docs Payment Process Bank Approved 7 SAT

11 Electronic Process PEMEX Suppliers SAT Project Working Now XML Estimation or Invoice 1 Firma Estimacion SAP 2 COPADE SAP Approved Invoice + Addenda XML 3 Addenda Certification SAT Approved Suppliers (PAC) for CFDI XML 4 XML 5 Tax Doc Factura XML or Paper 6 Factura + supporting docs Payment Process Bank 7 SAT

12 Addenda "Commercial information of interest is not tax itself to provide additional information on the operation of business" Pemex and it s subsidiaries through the Bóveda Electrónicasends an electronic notification (e mail) to our trading partners with information about concepts and the ADDENDA to process your electronic invoicing and sent through the Electronic Vault. Pemex Exploración y Producción has been defined ADDENDA with the following information: Addenda: NUM REMISION 11 SMEX N COPADE/Pedido/N Remisión o Estimación/VU Región activo/clave Acreedor/Ficha funcionario que elabora COPADE/Ficha funcionario que firma COPADE. Once Coporate autorized us, we added the following data: N de contrato y moneda

13 Electronic notification of concepts and addenda Includes concepts of payments and deductions Invoicing amount. Amount of credit notes. These concepts PEP w ill issue an invoice or make the deduction either fiscal or contractual (SEFUPU)

14 XML file Concepts and Addenda CONCEPTS ADDENDA CONCEPTS OF LETTERS OF CREDIT (Requires XML CFD or CFDI for each item)

15 Coding of Payment and Discounts

16 XML Invoicing CONCEPTS ADDENDA

17 Bóveda Electrónica(BE) URL: 1 2

18 Access of Bóveda Electrónicaof Extranet of PEP User Pasword

19 Electronic Invoice Submission Choose and Click the Receiving Module Electronic invoicing Press browse to attach the XML of CFD or CFDI to be sent

20 Electronic Invoice Submission Select the XML file of the electronic invoicing that corresponds to the concepts, addenda sent by PEP. If your XML does not contain the addendum of PEP in this box you can enter. Press Send,

21 Electronic Invoice Submission To ask at this time to attach the XML file for each term credit note, so click Browse to attach the file to each item, then press Send

22 Electronic Invoice Submission Notification of your invoice and credit notes have been received in Bóveda Electrónica(BE).

23 Notification of acceptance or rejection If your invoice has been accepted after this date is programmed to payment in accordance with the payment policies of his contract. Otherwise, if your invoice was rejected should correct the error and resubmit.

24 Emission Model of Digital Certificates

25 Objective and Methodology Certify approx. to end-users, to issue the electronic signature of PEP. Proyecto Bóveda Electrónica SEDE Dueños de Procesos It has a daily capacity to certify approx. 80 users in Sede Mexico and Regions. (20 users x 4 Correspondents) R. NORTE R. SUR RMSO RMNE SCSM SIDOE UPMP Be certified to all users involved in the process of receiving electronic invoicing, being a prerequisite to be registered with authorized signatures for proof of payments and deductions. Usuario Final (UF) Validación Logistica Usuario Clave (KU) It has the participation of the Regional Change Management Responsible for logistics Training and Help Desk on IT Convocat oria Instructor es Confirma ción UNIVERSIDAD VIRTUAL Material Grupos Difusión Calificaci ones

26 Statistics FEP Certified Register Agents Electronic Signature Issues Total: 76 Total: 1, 218

27 Statistics COPADE - BE Electronic Invoicing from Dec to Mar-2011 Total: 111, 417 COPADES Authorized and Signed Electronically Suppliers with Electronic Invoicing Electronic Invoicing Receivied in BE

28 Suppliers Benefits Previous Step Electronics Management SIMPLIFICATION: Schedules Documents Copies Displacement Reviews Times Established Additional or extras Required Physical delivery Manual Subject to Schedule No timetables No documents Do not exists Internet Electronic 24 hours SAVINGS: Costs documentary Managers Monitoring Logistics Excess paper Necessary Timely, Discretionary Duplication management Electronic record Automatic Agreed Standardized

29 Pemex Benefits Promote compliance with SOX law, using an electronic window that controls and monitoring integral to the process of generation, validation, authorization, registration and payment / collection of invoicing. Administrative simplification automation, the validations tax (SAT), operational and financial, time management and accounting records, among others. Strengthen the transparency of operations to minimize contact between the creditors / debtors and the staff of the institution. Significant savings in printing, copying, distribution, storage and retrieval of information by replacing documentary invoicing and livelihoods. Support our commercial partners, to have a standard procedure, no traveling, schedules and costs of agency, among others.

30 Critical Success Factors Lessons learned: Start on a date when the pressure is lower cost and registration. Resistance to change. Change Management to establish the media communication in the organizationand external. Endorsement and Support of Information Technology Verify that the personnel involved have its digital certificate prior to start operations. Provide the required training for the electronic media. Consider and test all possible scenarios. The third party must validate the XML file structure with SAT. Install the certificates of PAC's are allowed to work with. Establish help desk to support the problems presented. Breaking the paradigms in the work of implementation.

31 Next Steps Phase 2 Materials Group Phase 1 Finance Aplicación (es) Contratistas Contractor s Application Realiza Trabajos en sitio Perform work Phase 3 UPMP Factura Tax Document Bóveda Electrónica Firma de Pedido Signed Order Aprueba Boleta de Campo (Generador) Approve Field Ticket Ajustes Pedido Asociado Adjustments Si No Aprueba Boleta Campo (Estimación) Pro Forma Invoice Autoriza (ADENDA) Adenda Factura y Datos de la Adenda Tax Document & Adenda Contrato MM con Anexo C Contract with Anexo C Manual Elabora Pedido Asociado (Orden de Serv.) Prepares PO Doble línea de 43XXXXXXXX control Pptal. Automático!! Registro de Factura y Deducciones Invoice Register Automático!! Actualiza Orden de Servicio Update Service Order 43XXXXXXXX 20XXXXXXXX 1XXXXXXXXX Manual Codificación de deductivas y sanciones COPADE 1XXXXXXXXX (sustituto CABYS) Automático!! Crea hoja de entrada y Aceptación Create input sheet 512XXXXXXX 172XXXXXXX 19XXXXXXXX Proceso de pago Payment Process Aplicaciones Instituciones Institutional Applications Orden de Serv. Interna Internal Service Order * PO = Purchase Order f or Serv ices and/or Materials

32 Conclusions Reorganization of PEMEX, Integration of Information Technology Direction (corporate) Refinement of strategy of Bóveda Electrónica consolidating just one Bóveda for all Pemex Group. Integrate all in just one bóveda Migration of bovedas from PEP, REF, PPQ, and CORP. Deployment and Stabilization Selection of Consultant to install Boveda Electrónica, covering all needs as the following: CFD and CFDI (Evolved of Sat Requirements) Connection AS2 and Web Services (B2B). Develop New Phases of the project. Working together with OFS-Portal and members.

33 Contacts Name Ing. Horacio Leal Martinez Lic. Jaime Esquivel Rodríguez Lic. Martin Hernández Córdova Lic. Alejandro Cordero Lopez

34 One issue of WIN to WIN There is a case of technology, but EVOLUTION The Environmrent Thanks you.

35 Thanks

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