Electronic Invoicing. Features

Transcription

1 Electronic Invoicing You can use the electronic invoicing solution to use XML-based files as medium for invoice exchange. The exchange involves a customer, a vendor and is carried out through an operator. For an overview of the process, see Electronic Invoicing Workflow. Features The electronic solution allows you to: Process incoming electronic invoices along with paper invoices in the invoice journal. For more information, see Working with Incoming Electronic Invoices. Process outgoing electronic invoices along with paper invoices in the invoice journal. For more information, see Working with Outgoing Electronic Invoices. Select and display output XML-based files for incoming or outgoing electronic invoices. For more information, see Browse Electronic Invoice Data.

2 Electronic Invoicing Workflow Explanation of the process 1. Vendor creates an electronic invoice and sends it to the Customer. 2. Operator sends the electronic invoice and Acknowledgment of receipt date (ACKD) to the Vendor. 3. Vendor receives ACKD and send the automatically created Notification of ACKD (NACKD) to the Operator. 4. Customer receives the electronic invoice and sends an automatically created Confirmation of invoice delivery (CD) to the Vendor. 5. Operator sends the Acknowledgment of invoice receipt (ACKI) to the Customer. 6. Customer receives ACKI and sends the automatically created Notification of ACKI (NACKI). 7. Operator sends an Acknowledgment of CD (ACKCD) to the Customer. 8. Customer sends an automatically created Notification of ACKCD (NACKCD) to the Operator.

3 Clarification 1. Customer creates a Request of clarification (RCL) and sends it to the Vendor. 2. Vendor sends an automatically created Notification of RCL (NRCL) to the Customer. Document prefixes Each file in the electronic invoice workflow has a prefix in its file name that defines the document. The prefixes are, as follows: Document Original invoice Corrective invoice Acknowledgment of receipt date (ACKD) Acknowledgment of invoice receipt (ACKI) Acknowledgment of CD (ACKCD) Request of clarification (RCL) Notification of ACKD (NACKD) Notification of ACKI (NACKI) Confirmation of invoice delivery (СD) Notification of ACKCD (NACKCD) Notification of RCL (NRCL) Prefix ON_SFAKT ON_KORSFAKT DP_PDPOL DP_PDOTPR DP_UVUTOCH DP_IZVPOL

4 Working with Incoming Electronic Invoices You can use the electronic invoicing functionality to process incoming electronic invoices along with paper invoices in the invoice journal. Prerequisites You have made the Customizing settings as described in Customizing for Incoming Electronic Invoices Procedure 1. Check the that you have implemented the BAdI and made the settings needed to trigger the program that processes incoming invoices. After an incoming invoice XML file has been loaded into the system, a new journal entry is created for it. 2. Post an accounting document in MM or FI. 3. Check that your document was linked to the invoice entry in the journal. If not, link the documents manually. For more information, see Link Incoming Electronic Invoices to Accounting Documents. 4. Run the invoice journal on the SAP Easy Access screen by choosing Accounting Financial Accounting Accounts Payable Reporting Russia Invoice Journal Invoice Journal. Search for the invoice. On the ALV output screen, select the invoice and click the Display XML for Invoice/Correction Invoice button. You can also: View history of status changes for invoices by selecting an invoice and clicking the Display History of Status Changes button View the application log by clicking the View Application Log button. This log contains errors that have been encountered when an invoice was sent or received Preview the XML-based output file in PDF format by selecting an invoice and clicking the Display XML in PDF button. This can be done either from the ALV list or from the invoice status change history screen Check document deadlines New incoming invoices appear as Non-registered and do not have a receipt date. When an Acknowledgement of invoice receipt (ACKI) for an invoice is received, the receipt date is maintained according to it. The invoice is still not registered. When an Acknowledgement of PD (ACKCD) for an invoice is received, the Non-registered flag is removed and the invoice is considered to be registered. Clarification If you need, request a clarification from the vendor. To do so, select the invoice to send and click the Create XML request for Clarification button. You will be prompted with a text window, where you can state your request in a written form. To send the request to the vendor, click the Send XML request button. After the vendor has contacted you and fulfilled the request by correction or revision, you can mark the request handled by selecting the invoice and clicking the Set Status Request for Clarification button in the Invoice Journal ALV grid output screen. Result You have created an incoming electronic invoice.

5 Customizing for Incoming Electronic Invoices To be able to use the electronic invoicing solution to process incoming electronic invoices, make the Customizing settings as described below. Activities Settings 1. In order to process the electronic invoices, you need to map the master data to electronic IDs that are used in the electronic invoicing workflow. To do that, assign company codes to IDs used in the electronic invoicing workflow. You can do this by maintaining the mapping rules in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Country-specific Settings Russia VAT Invoices Electronic Invoicing Assign Electronic IDs to Company Codes. 2. Each participant of the electronic invoice workflow needs to have an ID set up for them. To set up an ID for a vendor, on the SAP Easy Access screen choose Accounting Financial Accounting Accounts Receivable Reporting Russia Invoice Journal Electronic Invoicing Assign Electronic IDs to Vendors. 3. Check the mapping rules for transformations that electronic invoicing documents trigger that are defined in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Country-specific Settings Russia VAT Invoices Electronic Invoicing Map Transformations. 4. Specify a deadline for any electronic invoice status change relevant for either incoming or outgoing invoices. If the status change does not take place before this set deadline, the invoice will be considered out of date. You can do this in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Countryspecific Settings Russia VAT Invoices Electronic Invoicing Maintain Deadlines. Automatic linking For accounting documents to be automatically linked upon creation with the corresponding incoming electronic invoices, follow the procedure: 1. Maintain incoming invoice matching rules in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Countryspecific Settings Russia VAT Invoices Electronic Invoicing Maintain Incoming Invoice Matching Rules. You can also use the Customizing activity to specify the dates that are relevant for any given invoice matching rule. 2. Choose the Match Incoming Invoices option for the appropriate document types in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Country-specific Settings Russia VAT Invoices Invoice Journal Automatic Registration of Incoming Invoices. Business Add-In Implement the Electronic Invoicing Business Add-In as described in Electronic Invoicing Business Add-In.

6 Working with Outgoing Electronic Invoices You can use the electronic invoicing functionality to process outgoing electronic invoices along with paper invoices in the invoice journal. Prerequisites You have made the Customizing settings as described in Customizing for Outgoing Electronic Invoices Procedure 1. Prepare an invoice for the Invoice Journal. Do not use options Create as Registered and Send Date Selection in Customizing settings for Automatic Registration of Outgoing Invoices. When customizing correspondence for invoice output in FI, specify Form Id El for the print program, but do not specify the PDF output form. In SD, use output type with medium Special Function for the billing document. This output type should not contain a PDF form name. 2. Output the invoice to create an item in the journal. A new invoice will not have a send date and will appear as Not Registered. The send date will be added to the invoice when an Acknowledgment of Receipt Date (ACKD) is received. The Registered flag will be set and the invoice will be considered to be registered when a Confirmation of Invoice Delivery (CD) is received. 3. Run the invoice journal on the SAP Easy Access screen by choosing Accounting Financial Accounting Accounts Payable Reporting Russia Invoice Journal Invoice Journal. Search for the invoice. On the ALV output screen, select the invoice and click the Create XML for Invoice/Correction Invoice button. You can also: View history of status changes for invoices by selecting an invoice and clicking the Display History of Status Changes button View the application log by clicking the View Application Log button. This log contains errors that have been encountered when an invoice was sent or received Preview the XML-based output file in PDF format by selecting an invoice and clicking the Display XML in PDF button. This can be done either from the ALV list or from the invoice status change history screen Check document deadlines 4. Send the invoice to the operator by selecting the invoice and clicking the Send XML for Invoice/Correction Invoice button. Clarification If you receive an invoice clarification request from the customer, you can view it by selecting an invoice and clicking the Display Clarification Request button. After you have contacted the customer and fulfilled the request by correction or revision, you can mark the request handled by selecting the invoice and clicking the Set Status Request for Clarification Handled button. Result You have created an outgoing electronic invoice. More Information Working with Incoming Electronic Invoices

7 Customizing for Outgoing Electronic Invoices To be able to use the electronic invoicing solution to process outgoing electronic invoices, make the Customizing settings as described below. Activities Settings 1. In order to process the electronic invoices, you need to map the master data to electronic IDs that are used in the electronic invoicing workflow. To do that, assign company codes to IDs used in the electronic invoicing workflow. You can do this by maintaining the mapping rules in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Country-specific Settings Russia VAT Invoices Electronic Invoicing Assign Electronic IDs to Company Codes. 2. Each participant of the electronic invoice workflow needs to have an ID set up for them. To set up an ID for a vendor, on the SAP Easy Access screen choose Accounting Financial Accounting Accounts Receivable Reporting Russia Invoice Journal Electronic Invoicing Assign Electronic IDs to Vendors. To set up an ID for an operator, on the SAP Easy Access screen choose Accounting Financial Accounting Accounts Receivable Reporting Russia Invoice Journal Electronic Invoicing Assign Electronic IDs to Operators. 3. Check the mapping rules for transformations that electronic invoicing documents trigger that are defined in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Country-specific Settings Russia VAT Invoices Electronic Invoicing Map Transformations. 4. Specify a deadline for any electronic invoice status change relevant for either incoming or outgoing invoices. If the status change does not take place before this set deadline, the invoice will be considered out of date. You can do this in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Countryspecific Settings Russia VAT Invoices Electronic Invoicing Maintain Deadlines. Business Add-In Implement the Electronic Invoicing Business Add-In as described in Electronic Invoicing Business Add-In.

8 Browse Electronic Invoice Data You can use the XML Data for Electronic Invoices program to select and display output XML-based files for incoming or outgoing electronic invoices. Activities You can access the program on the SAP Easy Access screen by choosing Accounting Financial Accounting Accounts Payable Reporting Russia Invoice Journal Electronic Invoice Archive. Selection To specify the range of invoices you want to display, fill out the following data: General Selections Company code Internal electronic document number Number of a document in the database. It is automatically assigned to an XML document upon creation. To find out the number of a document, check the ALV-based output of the Browse XML Invoice Data program. Document direction Electronic document type Electronic Document status Incoming Invoice Selections Number Fiscal Year Outgoing Invoice Selections Output Original VAT invoice number Original VAT invoice year Corrective VAT invoice number Corrective VAT invoice year Revision number The report displays a list of electronic invoices in the SAP List Viewer (ALV). You can use the standard functions in the ALV to sort, sum, filter data, or perform any other functions as required. For more information, see Working with Lists. In the output ALV-based list you will also see the following buttons: Show XML Display the contents of an incoming or outgoing unsigned XML file. Will appear in the lower side of the screen in the same window. Show XML BADI Display the contents of an outgoing or incoming signed XML file. Will appear in the lower side of the screen in the same window. Show Signature Display the contents of a signature file. Hide XML Hide a previously opened XML file. Send Send invoice. Export Export the XML file to your local drive.

9 Archiving You can use the option to archive electronic invoicing data and use either the current database or one of the previously created archives as a data source for the program. To use this functionality, in the archiving transaction SARA, enter the archiving object J_3RFDIARC. You can then use the option to write, read and delete archiving data following the standard procedure as described in Archive Administration.

10 Linking Incoming Invoices to Accounting Documents Electronic invoices can be linked to appropriate accounting documents either automatically, if you have maintained the necessary settings, or manually, since not all electronic invoices can be linked to corresponding accounting documents automatically. This can happen in two cases: Accounting documents have not been customized to be automatically registered properly (see Incoming Electronic Invoices), Electronic invoices for the appropriate accounting documents have been entered into the system after the accounting documents. Prerequisites Electronic IDs Each participant of the electronic invoice workflow needs to have an ID set up for them. To set up electronic IDs for companies in your system, on the SAP Easy Access screen choose SAP Menu -> Accounting -> Financial Accounting -> Accounts Receivable -> Reporting -> Russia -> Invoice Journal -> Electronic Invoicing -> Assign Electronic IDs to Company Codes. To set up and ID for a vendor, on the SAP Easy Access screen choose SAP Menu -> Accounting -> Financial Accounting -> Accounts Receivable -> Reporting -> Russia -> Invoice Journal -> Electronic Invoicing -> Assign Electronic IDs to Vendors. Activities Not all electronic invoices can be linked to corresponding accounting documents automatically. This can happen in two cases: Accounting documents have not been customized to be automatically registered properly (see Incoming Electronic Invoices), Electronic invoices for the appropriate accounting documents have been entered into the system after the accounting documents. To link accounting documents with the electronic invoices manually, access the program on the SAP Easy Access screen by choosing SAP Menu -> Accounting -> Financial Accounting -> Accounts Payable -> Reporting -> Russia -> Invoice Journal -> Match Electronic E-Invoices with FI Documents. Selection On the selection screen, enter the following data: Output Under General Selection, select the appropriate Vendor and Account Group ranges. You can also select additional selection criteria under Incoming Invoices Selection or FI Documents Selection: o Under Incoming Invoices Selection, enter the selection criteria for electronic invoices and link them o Under FI Documents Selection, enter the selection criteria for FI documents and link them After reading documents and performing a check for matching documents, the program will create a list of documents and their matching statuses in SAP List Viewer (ALV). You can use the standard functions in the ALV to sort, sum, filter data, or perform any other functions as required. For more information, see Working with Lists. The documents are compared to one another according to their: 1. Total and tax amount 2. Vendor

11 3. Company Code 4. External number. Documents then are given statuses, represented by colors in the left hand side column: o o o o Green status: a single document with matching document external number was found. Yellow status: several documents were found with some criteria matching, but no external number match. Red status: not a single matching document was found. No status: found original or correction document matching the revision. Revision document not found. If a single matching document is found, the program performs the linking without additional input. If several or no documents are found, you can access the appropriate document entry and either choose one document from a list, or manually select a matching document. A document ready for linking will have its status changed to green. After that, you have the option to link or unlink documents. Note: If you link a document that has already been linked to another one, then the other document will become unlinked. If the status does not have a color, then the entry refers to a revised document that is not linked to an FI document, while the document that is original to that revision is linked to a document. To process these lines, open the document item by and click the Revision button to link up a revision document. If you don't need to link any documents, select the document item in the output table and click the Skip Revision Document button. After you have performed any necessary linking operations, click Save to save the entries that have green status in the system. Entries with other statuses will not be saved.

12 Electronic Invoicing Business Add-In You can implement the Business Add-In for electronic invoices to enable the following features: Enter XML files into the system as incoming electronic invoicing documents Generate XML files from the electronic invoicing system as outgoing documents Modify the electronic invoice data and use signatures Activities Implement the BAdI in Customizing for Financial Accounting (New) under Accounts Receivable and Accounts Payable Business Transactions Country-specific Settings Russia VAT Invoices Electronic Invoicing BAdI: Electronic Invoicing