SAP BusinessObjects Electronic Invoicing for Brazil (NF-e)

SAP BusinessObjects Electronic Invoicing for Brazil (NF-e) Greg Ertel, Director, Solution Marketing SAP Linda McKee, Director, Solution Management, SAP Anil Mahendra, Vice President of Sales, Politec October 13, 2011

Agenda Introductions SAP in Brazil Nota Fiscal Eletronica Background SAP s Electronic Invoicing for Brazil Solution Scope Functionality Landscape Roadmap Implementing NF-e with Politec SAP Relationship Key Brazil Localization Topics Critical Success Factors Lessons Learned 2011 SAP AG. All rights reserved. 2

Introductions Gregory Ertel SAP Linda McKee SAP Anil Mahendra Politec 2011 SAP AG. All rights reserved. 3

SAP in Brazil

SAP BRAZIL 15 years in Brazil 656 employees and 48 trainees Best enterprise solutions in 25 industry segments Indirect workforce of ~11,100 certified consultants 1.5 million end-users Strong ecosystem: 113 partners (Integrators and Channels) 2011 SAP AG. All rights reserved. 5

SAP BRAZIL 2.700+ Customers Small Large Medium 2011 SAP AG. All rights reserved. 6

Some of our customers in Brazil 2011 SAP AG. All rights reserved. 7

Nota Fiscal Eletronica Background

Why Nota Fiscal Eletronica? Notal Fiscal Eletronica (NF-e) is part of the Digital Public Bookkeeping System for Brazil, more commonly known as SPED. SPED consists of 3 main pillars: Part of Decree No. 6.022 Issued January 22, 2007 SAP Solutions: Fiscal Accounting 2011 SAP AG. All rights reserved. 9

What is Nota Fiscal Eletronica? Companies selling products in Brazil must send each invoice electronically to the government for validation before shipping their goods. Companies purchasing goods in Brazil must check the electronic invoice at the government before receiving the goods. Bottom line: The government wants to be sure they are getting all of their tax revenue. Companies need to handle these activities with an automated solution that can scale to high volumes of invoices and meet their business process requirements. SAP BusinessObjects Electronic Invoicing for Brazil or more commonly referred to as Nota Fiscal Eletronica (NF-e) 2011 SAP AG. All rights reserved. 10

SAP s Electronic Invoicing for Brazil Solution

Where is Nota Fiscal Eletronica supported within SAP? Enterprise Performance Management Strategy Management Planning, Budgeting, and Forecasting Governance, Risk, and Compliance Risk Management Process Control Access Control Global Trade Services Profitability and Cost Management Consolidation Environment, Health, and Safety Management Sustainability Performance Management Spend and Supply Chain Nota Fiscal Eletronica Business Intelligence Enterprise Information Management Reporting Interactive Analysis Data Integration Data Quality Management Dashboards and Visualization Data Exploration Master Data Management Metadata Management Advanced Analytics 2011 SAP AG. All rights reserved. 12

Value Drivers Reduced Integration Costs Reduced Manual Effort Country Version Brazil Pre-built integration between NFe and backend SAP ERP No custom tables Reduced risk during changes/upgrades Stop shipments automatically if outbound NFe not authorized Automate processes required to check NFe s from suppliers Automatically trigger creation of inbound delivery for faster receiving Automate MIRO/MIGO Fewer errors with information transferred automatically from XML Reduced Time and Effort During Audits Reduced Supply Chain Delays 2011 SAP AG. All rights reserved. 13

SAP s Electronic Invoicing for Brazil (NF-e) - Automation and Compliance of Nota Fiscal Eletronica Processes Key features Compliance with NFe regulations Automated issuance and management of outbound NF-e s Automated handling of inbound NF-e s Notification to Vendors electronically Automated triggering of back-end transactions ABAP Digital signature service Outbound NF-e s Digital Signature and Validation Batch Creation NFe Communication Management Status Monitoring and Updates Automated contingency (SCAN) Inbound NF-e s Digital Signature Check Authorization Validation PO Assignment Invoice Simulation Vendor Notification Inbound Delivery Creation DANFE Receipt Quantity Validation Trigger of Goods Receipt and Invoice Creation We issue 15,000 to 16,000 invoices per month, reaching a peak of 500 to 1,000 per hour. All of them must be validated by SAP Business Objects Electronic Invoicing, which responds perfectly to the demand Marcos Mazarin IT Manager Merck SA 2011 SAP AG. All rights reserved. 14

Outbound Nota Fiscal Eletronica Tied To Sales Process at a Company, Versions 1.0 and 10.0 of NF-e Company s Localized ERP GRC NFe Government Systems Sales Order Billing Document Create XML Digital Signature Create Batches Authorize, Reject, Deny NF-e Status from Government SEFAZ Nota Fiscal DANFE Nota Fiscal Eletronica NF-e Status To ERP Government System Status to ERP SCAN Shipment XML 2011 SAP AG. All rights reserved. 15

Inbound Automation Nota Fiscal Eletronica Tied To Purchasing Process at a Company, Version 10.0 of NF-e Company s Localized ERP Purchase Order Nota Fiscal Eletronica Supplier Sales Order PO Data G/R Invoice Inbound Delivery GRC NFe Nota Fiscal Eletronica XML Check Authorization Check Digital Assign PO Signature Simulate Invoice Create Inbound Delivery Check for XML Enter and Check Received Quantities Trigger Goods Receipt Trigger Invoice Creation DANFE Government Systems SEFAZ Billing Document Nota Fiscal Nota Fiscal Eletronica Nota Fisca l 2011 SAP AG. All rights reserved. 16

Highlights in Nota Fiscal Eletronica 10.0 Highlight Automation of Inbound Processing Vendor Notification Lean Inbound Freight Invoice (CT-e) Management Automated Switch to SCAN for Contingency Inbound NF-e Dashboard What it Does Automate the handling of inbound NFe s for Normal Purchases and Stock Transfer Orders Flexibly determine whether to automate or process steps manually Trigger supporting back-end transactions Notify vendors electronically regarding status of their NFe messages Both acceptance and rejection messages possible Receive and validate inbound electronic freight invoices System checks for status of both SEFAZ and SCAN systems Trigger creation of invoices using SCAN automatically when SEFAZ system not available Simplified visibility to summarized information for inbound NF-e s DANFE pdf ABAP Digital Signature Service Create a pdf version of a DANFE for greater ease in comparing information Use ABAP Digital Signature Service instead of Java Service Now a synchronous call of the NetWeaver SSF Service 2011 SAP AG. All rights reserved. 17

NF-e 10.0 System Landscape Country Version Brazil Delivered with SAP Electronic Invoicing for Brazil (NFe) 2011 SAP AG. All rights reserved. 18

Leading Companies Implement SAP NF-e 2011 SAP AG. All rights reserved. 19

SAP BusinessObjects Electronic Invoicing for Brazil NF-e Roadmap NFe 10.0 Focused on company selling goods (referred to as Outbound) Manage communication with government of invoices (NF-e) in XML format Technical validation and digital signature of each message Governance of communication processes and statusing Enable processing when government systems unavailable (contingency) NFe 1.0 Focused on company buying B2B integration w/ business partners to send/receive XML s NFe Legal Changes and Updates Support legal changes enacted by Brazilian government since release of 1.0, incl. layout 2.0 SCAN Resource intensive and high priority goods (referred to as Incoming) Check and validate NF-e s from suppliers Automation of manually intensive processes: Compare XML data to purchase order Creation of inbound delivery GR and IR Coverage for normal purchases, stock transfer orders, sub-contracting, future deliveries, returnable packaging, and inbound freight invoices (CT-e) Change Letters (CC-e) as first phase of new event requirements SCAN enhancements Future (2012 and beyond) Outbound CT-e Services electronic invoices Import/export NF-e s Additional events Enhanced B2B scenarios Others TBD On-going legal changes 12/2010 and 11/2011 2012+ 4/2008 Important Note: 2011 and 2012+ are for planned, and/or future releases. Everything described is just a plan, not a commitment, and is therefore subject to change or removal at SAP s discretion. 2011 SAP AG. All rights reserved. 20

SAP and Politec

Founded in 1970/ 40 + Years in Business Leading Nearshore SAP & IT Services Provider Part of the Indra Group of Companies Revenues: US$300M (2010) Politec/Indra expanded global capabilities 31,000 employees globally Presence in 110 countries Global SAP Services Partner Centers of Excellence across Americas, EMEA, and APAC 2011 SAP AG. All rights reserved. 22

Politec SAP Overview Politec is a Gold SAP Service & Channel Partner (Latin America, USA + EMEA) Politec is a complete end>end SAP service provider Established Exclusive Go To Market partnership with SAP for NF-e Sales Support and Best Practices implementation approach First CMMI-Level 3 certified ABAP/NetWeaver software factory in Latin America (2006) 1st SAP-Certified Provider of Application Management Services Invitation to participate in SAP Eco-Hub program for success with NF-e campaign Politec is development Partner of SAP involved in important initiatives such as NF-e and Payroll localization for Brazil 2011 SAP AG. All rights reserved. 23

Collection and Reporting of Duties and Taxes Across the Supply Chain in Brazil Challenge: Every Day is Tax Day Over 17 taxes that must be paid to the Federal, State and Municipal authorities; Tax is due on 14 different days of the month Challenge: Constant Changes to Laws There are over 5,000 tax laws. The production tax (IPI) alone has 14,357 different applications and was modified 216 times in 2007 and 85 times YTD Challenge: Tax and Accounting Reports In 2007 a company printed 426 tax and accounting books containing 500 pages each (213,000 pages).. Books are stored for five years for tax auditors Challenge: Duplicate Information Tax authorities from each State (27) mandate annual reports consisting of the same data that is reported on a monthly basis for goods movement (ICMS) Exame, Um Mergulho no Labirinto Tributario, 10/09/08 2011 SAP AG. All rights reserved. 24

Brazil Localization Focus Areas Organizational Structures Brazil Taxes IPI Federal Tax on Industrialized Products ICMS State Tax on Goods Movements Substituição Tributária Tax Substitution ISS Municipal Service Tax PIS, COFINS, CSLL Social Contributions IRRF, INSS Withholding Taxes Master Data CNPJ CPF State Inscription Municipal Inscription Tax Classification Type of Business NCM Origin Usage Type of Material Financials Financial Accounting: Specific accounts (e.g. for Brazilian Taxes) Gross revenue posting Asset Accounting Specific chart of depreciation Tax incentive on investment in assets (CIAP) Costing and valuation Trading goods to be valuated at moving average price Manufacturing and importation require period based actual costing Legal Books IN68 / IN86 (Master data, document files, and tables) DIRF (Withholding tax report) CIAP (ICMS credit on fixed assets) Livro Diário, Livro Razão (Journal, list of accounts) Accounting SPED Fiscal SPED PIS/COFINS SPED * Most can be covered by standard SAP 2011 SAP AG. All rights reserved. 25

Project Methodology Global ASAP 2011 SAP AG. All rights reserved. 26

Critical Success Factors Select an experienced partner that has proven global delivery capabilities. Make sure the partner is able to support your Brazil localization requirements Ensure your local resources have the bandwidth, especially in the Finance/Tax department. They will assist in the design, validation and testing of the solution. Early participation of local SAP GRC PI expertise is needed to enable messaging with the Brazilian tax authorities (SEFAZ) Invest in Project Management. Significant coordination with global COE s has to occur from BOTH a technical and functional perspective Do not underestimate complexity of installing technical environment such as installing the Brazil CATT (BASIS activity) and configuring GRC PI Server Certification of the transaction by local agencies tends to take time (GRC PI is messaging with SEFAZ correctly) 2011 SAP AG. All rights reserved. 27

Lessons Learned Try and standardize global business processes (Global Template approach) to Brazil as much as possible and focus on uniqueness of localization Utilize SAP s native solution for NFe instead of 3 rd Party- SAP NFe allows for tighter integration between SAP components going forward Invest in a Discovery Session to determine infrastructure, resources, business and data requirements for the project. Master Data Quality Customers, Vendor and Material. The government will recalculate taxes and penalties can be assessed if not correct Develop a contingency plan if any communication issues with the government arise. This is not only a go-live requirement, but a necessity for any time after the implementation. Both Parties should have a good understanding of the respective challenges 2011 SAP AG. All rights reserved. 28

Contact information: Thank You! Linda McKee Senior Director, Solution Management, SAP Linda.mckee@sap.com Gregory Ertel Director, Marketing, SAP Gregory.ertel@sap.com Anil Mahendra Vice President of Sales, Politec Anil.mahendra@politec.com