Docflow Best Practice [email protected] +7 499 762 07 71 Integrating SAP ERP with Systems of...

Docflow Best Practice

[email protected]

www.sapdocflow.ru

+7 499 762 07 71

Integrating SAP ERP with Systems of eInvoicing Operatorsfor Interchanging Electronic Invoices

and Other Documents

Docflow Solutions — electronic document management powered by SAP

Contents of the Presentation

Docflow Best Practice — Company Profile

Standard Functionality of DFS B2B Solution

Integration of DFS B2B Solution with SAP Applications

Architecture of DFS B2B Solution

Benefits and Cost of DFS B2B Solution

Annex 1. Integration with the Journal for VAT-Invoices

Annex 2. KIA Motors RUS Implementation Case

Annex 3. Procedure for Interchanging Electronic VAT-invoices

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Automatically process incoming VAT-invoice data in SAP ERP

Exchange electronic VAT-invoices and other source documents with counterparties via eInvoicing Operators

Stream input documents and recognized data into SAP systems

Integrate scanning, bar coding, encryption and digital signature features into standard SAP applications

Create various electronic document management systems and electronic archives on SAP platform

Docflow Best Practice has been in the market for 8 yearsin the market for 8 years developing electronic document management software on SAP platformon SAP platform.

Currently the company portfolio includes 18 software solutions 18 software solutions being successfully used by over 30 customers30 customers in Russia, Ukraine, Kazakhstan, and Belarus.

Docflow Best Practice solutions make it possible to:


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Docflow Best Practice — Customers

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Ready-to-use solutions

Do not modify SAP code

Easy to customize by parameterization and plug-ins

Seamlessly integrate electronic documents with documents in SAP business applications

Independent of storage system type

Certified by SAP

Allow use of special SAP licenseslike SAP Standard Platform User

Using certified solutions tested and verified in multiple implementations

can greatly simplify the process of creating electronic document management systems

powered by SAP

Docflow Best Practice — Benefits of the Solutions

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Legal effectiveness of electronic documents

Creating VAT-invoices, acts and consignment notes to the FTS format

Interchange of electronic documents between counterparties

Signing documents using digital signature

Counterparties

Counterparties

Counterparties

Counterparties

Counterparties

Counterparties

Counterparties

Counterparties

Counterparties

Counterparties

Intercorporate Legally Effective Electronic Document Interchange

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eInvoicing OperatorseInvoicing Operators

…

Diadoc

Taxcom-Filer

SPHERE Courier

eInvoicing OperatorseInvoicing Operators

DFS B2B Solution – Integration of SAP ERP with the Systems of eInvoicing Operators

Installation and initial customization of the Solution takes 1 day.

Immediately upon installation the Solution enables users to exchange any electronic documents with counterparties from the standard SAP interface.

Electronic documents can be stored in any certified storage.

INCOMINGdocumentqueue

INCOMINGdocumentqueue

OUTGOINGdocumentqueue

OUTGOINGdocumentqueue

Electronic storage

Electronic storage

Counterparties

Counterparties

Counterparties

Counterparties

Integration of SAP ERP with systems of eInvoicing

Operators…

DFS B2B Solution

Diadoc

Taxcom-Filer

SPHERE Courier

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Electronic Document Queues in SAP ERP

Formalized documentsFormalized documents::- - VAT-invoicesVAT-invoices- - TORG-12 consignment notesTORG-12 consignment notes- - Acts of acceptance (goods/services)Acts of acceptance (goods/services)

Non-formalized documents Non-formalized documents ((files in arbitrary formatsfiles in arbitrary formats))

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Incoming Document Queue

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Making a Decision on an Incoming Document

Sign a document, accept a VAT-Invoice

Sign a document, accept a VAT-Invoice

Current status of a documentCurrent status of a document

Reject a document, request a corrective VAT-

invoice

Reject a document, request a corrective VAT-

invoice

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Outgoing Document Queue

Mass signing and sending electronic documents

to counterparties

Mass signing and sending electronic documents

to counterparties

Displaying linked electronic

documents

Displaying linked electronic

documents Displaying statusof sent documentDisplaying statusof sent document

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Load a document file from disk, sign it and send to

counterparty

Load a document file from disk, sign it and send to

counterparty

Other Document Operations in Queues

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Displaying operation history

for a document

Displaying operation history

for a document

Calling custom operations

with a document

Calling custom operations

with a document

Moving a document to the processed document queue

Moving a document to the processed document queue

Various Criteria Search for Electronic Documents

Selecting documents of all kinds by: • Company code• Sender and recipient• Sending period• Type of electronic document• Delivery status

Selecting formalized documents by:• Date of a document• Number of a document• Amount on a document• Additional information

Authorization check for a company code and counterparty

Search for incoming and Search for incoming and outgoing electronicoutgoing electronic documentsdocuments

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List of Electronic Documents Found

Mass download of documents


Mass printing of documentsMass printing of documents

List of documents in the form of ALV report

Sorting and filtering functionality

Displaying a printable form and formalized document data

Displaying linked SAP documents

Displaying a batch of documents


Mass printing of documents

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Sending Source Documents to Counterparties

Delivery via eInvoicing Operator

Receiving the documents

by counterpartiesSigning

of documentsDelivery by mail

Mass signing and sending of electronic documents

Mass printing

of documentsPosting

Sending documents in paper form

Sending documents in electronic form

The functionality for creating electronic documents can be embedded in the same SAP applications that are used for printing paper documents.

Electronic documents can be signed and sent to counterparties either immediately upon creation or later in mass processing mode.

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Module for eInvoice Creation, Signing and Sending

SENDING eINVOICE

CUSTOM PROCEDURE FOR DATA ACQUISITION

DOUBLESENDINGCHECK

DATA VALIDATION

DATAACQUISITION

CONFIRMATION OF SENDING

FILING INTO JOURNAL FOR VAT-INVOICES

SIGNINGeINVOICEAPPLICATION

The module for eInvoice creation, signing and sending can be embedded in any transactions for displaying SAP invoices, or in reports for printing VAT-invoices.

A custom procedure can be configured for eInvoice data acquisition.

The sent eInvoice is filed into the journal for output VAT-invoices.

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Sending eInvoice from SAP Transaction

Documents are signed and sent either immediately upon creation Documents are signed and sent either immediately upon creation in SAP applications or later from the outgoing document queuein SAP applications or later from the outgoing document queue

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Linking Sent Electronic Documents to Documents of SAP Applications

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All the electronic documents created in SAP ERP business applications are linked to respective SAP documents.

This enables the user to track status of sent documents directly from the transactions where they have been created.

Mass eInvoice Sending from ABAP Reports

Mass creation and sending of eInvoices

to counterparties

Mass creation and sending of eInvoices

to counterparties

Current status and date of issueCurrent status

and date of issue

The module for electronic document creation can be embedded in the existing paper document printing The module for electronic document creation can be embedded in the existing paper document printing reportsreports. . If the user has no digital signature certificate, the documents will be placed into the outgoing If the user has no digital signature certificate, the documents will be placed into the outgoing document queue for deferred signing and sendingdocument queue for deferred signing and sending..

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Electronic storage

Electronic storage

http(s)

Downloading, RFC-user

Sending, Dialog-user

http(s)

http(s)

Interchangeserver

Workstation

Web servicehttp(s)

Web servicehttp(s)

http(s)

General Scheme of SAP ERP Integration with the Systems of eInvoicing Operators

Local Area Network

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DFS B2B SolutionDFS B2B Solution

INCOMING document queue




DFS B2B ConnectorDFS B2B

ConnectorSpecial

Operators

…


OUTGOING document queue




Centralized Interchange and Centralized Signature of Documentsby a Single Certificate of the Company

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SAP GUI

SAP GUI

SpecialOperators

…

Workstations

Interchange server

DFS B2B Connector

• SAP GUI• Crypto-Pro

All documents are downloaded and sent via the interchange server

All documents are signed on the interchange server

No extra software required on user workstations






Centralized Interchange and Local Signature of Documents by Private Certificates of the Users

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SpecialOperators

…

DFS SignerDFS Signer


DFS SignerDFS Signer


Interchange server

DFS B2B Connector


All documents are downloaded and sent via the interchange server

Business documents are signed on the user workstations

Service documents are signed on the interchange server

Workstations


Connector


Connector

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Interchange server

DFS B2B Connector


SpecialOperators

…

Centralized Download of Documents and Local Signature and Sending of Documents








All documents are downloaded via the interchange server

Service documents are signed on the interchange server

Business documents are signed and sent on the user workstations

Workstations

Distributed Interchange and Local Signature of Documents by Private Certificates of the Users

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Workstations






All documents are downloaded and sent via the user workstations

All documents are signed on the user workstations


Connector



Connector


SpecialOperators

…


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Benefits of DFS B2B Solution

Possibility of tracking the sent document statuses from SAP applications

Possibility of sending electronic documents to counterparties directly from SAP ERP business applications with filling in the journal for output VAT-invoices

Ready-to-use solution, fast implementation

Possibility of connecting to several eInvoicing Operators at once

Possibility of using any certified storage to store electronic documents

Possibility of sending the prepared documents en masse

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DFS B2B Solution Implementation Projects (1/2)

PROJECT GOAL Integration of SAP ERP system with Diadoc system for interchanging electronic documents.

SYSTEM / OPERATOR Diadoc / SKB Kontur



SEVERSTAL, Moscow

HYUNDAI MOTOR MANUFACTURING RUS FACTORY, St. Petersburg

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PROJECT GOAL Integration of SAP ERP system with Diadoc system for interchanging electronic documents with dealers.


HYUNDAI MOTOR CIS, Moscow

KIA MOTORS RUS, Moscow

DFS B2B Solution Implementation Projects (2/2)

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PROJECT GOAL Integration of SAP ERP system with the systems of major eInvoicing Operatorsfor interchanging any kinds of electronic documents with counterparties.

SYSTEM / OPERATOR Diadoc / SKB Kontur; SPHERE Courier / Korus; Taxcom-Filer / Taxcom

PROJECT GOAL Integration of SAP ERP system with SPHERE Courier system for interchanging electronic VAT-invoices with counterparties.

SYSTEM / OPERATOR SPHERE Courier / Korus

PROJECT GOAL Integration of SAP ERP system with Diadoc system for interchanging electronic documents with subsidiaries of the group.


SUN InBev, Moscow

MEGAPOLIS, Moscow

KIROVSKY ZAVOD, St. Petersburg

One DFS B2B Connector license allows integration of an SAP system with one eInvoicing Operator.

Basic set of licenses allows centralized interchange and centralized signature of documents by a single certificate of the company.

DFS Signer licenses are optional and are required only for local signature of documents.

DFS B2B Connector extra licenses allow local signature and sending of documents when there is no allocated interchange server involved in the architecture.

Cost of Licenses for Integration of SAP System with the Systems of eInvoicing Operators

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Filing the Posted VAT-invoices into the Journal for Output VAT-invoices

Posting of SD-Invoice or FI-Invoice is done.

An appropriate entry is made in the journal for output VAT-invoices through the standard print program.

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Creating an XML File for the eInvoice in the Journal for Output VAT-invoices

The required entry is selected in the journal for output VAT-invoices.

When the ‘Invoice’ button is clicked, an XML file for the eInvoice is created and recorded in the SAP ERP database.

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Sending eInvoice to Counterpartyfrom the Journal for Output VAT-invoices

When the ‘Send invoice’ button is clicked, the XML file created before for the eInvoice is downloaded from the database and input to the module of DFS B2B Solution for signing and sending to counterparty.

The sent eInvoice is automatically loaded to the storage, placed into the outgoing document queue and linked to a respective SAP invoice.

The accompanying sevice documents are loaded to the storage too.

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Enhancing the Standard SAP ERP Functionality — Outgoing Electronic Documents

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Enhancing the Standard SAP ERP Functionality — Incoming Electronic Documents

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Enhancing the Standard SAP ERP Functionality — Common Functions

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Integration of SAP ERP and Diadoc for electronic

interchanging source documents for vehicles with

the dealers

Automatic formation of electronic archive for source documents in SAP ERP by

acquisition of the document batches for each vehicle

Creation of a singe electronic archive of source documents

for spare parts (documents are sent from 1C) and vehicles, on

the SAP ERP basis

Project in KIA Motors RUS

Implementing intercorporate electronic document interchange by means of integration with Diadoc; Implementing intercorporate electronic document interchange by means of integration with Diadoc; implementing internal document interchange and single electronic archive in SAP ERPimplementing internal document interchange and single electronic archive in SAP ERP::

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KIA Motors RUS — Implementation Stages

Integration ofSAP ERP and Diadoc

Production run

Development of an electronic archive for source accounting

documents

Go-live. Replication of the solution to new kinds of documents

Installing and customizing the DFS software

Installing and customizing the DFS software

Developing the functions for sending eInvoices and TORG-12 from printing reports

Developing the functions for sending eInvoices and TORG-12 from printing reports

Refining requirements, blueprinting the solution

Refining requirements, blueprinting the solution

Interchanging eInvoicesand TORG-12 with dealersin go-live mode

Interchanging eInvoicesand TORG-12 with dealersin go-live mode

Developing the functions for creation and sending of new kinds of documents:

Act for services (XML)VAT-invoice for services (XML)Corrective VAT- invoice (XML)MH-1 act (PDF)Reconciliation report (PDF)

Developing the functions for creation and sending of new kinds of documents:

Act for services (XML)VAT-invoice for services (XML)Corrective VAT- invoice (XML)MH-1 act (PDF)Reconciliation report (PDF)

July 2012 August 2012September 2012

25 October 2012

Turning on the systemfor production run

Turning on the systemfor production run

Developing the electronic archive cards

Developing the electronic archive cards

Developing the functionfor automatic filling of the archivewhen sending documents to dealers

Developing the functionfor automatic filling of the archivewhen sending documents to dealers

Integration testing, going live

Integration testing, going live

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KIA Motors RUS — Mass Sending of Documents from the Printing Reports

At the time of the project start there existed separate reports in KIA’s SAP system for mass printing of paper documents.

During the project, the functions for sending relevant electronic documents have been embedded During the project, the functions for sending relevant electronic documents have been embedded in the printing reports, which has minimized end-user trainingin the printing reports, which has minimized end-user training..

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KIA Motors RUS — Single Electronic Archive for Source Documents

INCOMING documentqueue

INCOMING documentqueue

OUTGOING documentqueue

OUTGOING documentqueue

Spare parts

Loading all the documents

SAP Content Server

SAP Content Server

Vehicles

Queue ofALLINCOMINGdocuments

Queue ofALLINCOMINGdocuments

Queue ofALLOUTGOINGdocuments

Queue ofALLOUTGOINGdocuments

•Archive•Processing•Search•Printing

DFS B2B Solution

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In KIA, the electronic documents for spare parts are sent from the 1С system, while those for vehicles and services are sent from SAP ERP.

One of the important tasks of the project was to create a single archive of electronic documents in the SAP system, where the documents sent to dealers not only from SAP ERP but also from 1C were supposed to be automatically loaded to.

KIA Motors RUS — Automatic Filling of the Archive

Archive card — is a card for a batch of source accounting documents related to one deal. A set of fields for the archive card depends on a type of the deal (sale of Vehicle, Spare Parts, Services).

Archive card contains the basic data of a deal (dealer code, number, date, amount, VIN or batch number for spare parts or services).

Archive card is created automatically when the first document of a deal is sent. All of the following documents for this deal are automatically attached to the created card.

Archive card contains links to electronic documents related to this deal. For each document one can view its current status.

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KIA Motors RUS — Integration of Electronic Archive with SAP ERP Business Applications

A link is created in the archive card for each SAP document, on the basis of which the electronic document was formed.

Using the link one can go from the batch card of source accounting documents to SAP transactions for viewing the relevant SAP documents.

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KIA Motors RUS — Searching the Electronic Archive for Documents

Documents can be searched for through the archive by all fields of the archive cardsDocuments can be searched for through the archive by all fields of the archive cards ..

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KIA Motors RUS — Batch of Source Accounting Documents for a Dealer

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Documents for one deal can be sent from the SAP system one by one.

When documents are sent a link is automatically created to the earlier sent documents in relation to the same deal.

Working in Diadoc’s web-interface, dealers can switch from viewing each individual document to viewing a batch of all the documents related to a deal.

KIA Motors RUS — Types of Electronic Documents

VAT-invoice for sale of a vehicle (XML)

VAT-invoice for services (XML)

TORG-12 consignment note for sale of a vehicle (XML)

Corrective VAT-invoice (XML)

Act of acceptance for services (XML)

MH-1 act of acceptance for goods and materials (PDF)

Reconciliation report (PDF)

Return certificate (PDF)

. . .

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Scheme for Receiving and Processing the Incoming eInvoice

Interchange serverCounterparty Content Server SAP ERPeInvoicing system

Incomingdocument

queue

Inv. # 98 dd 06.09.2012

User workplaces

Delivered

Correction requested

Issued

Correction request

Operator's acknowledgement

Notification of receipt

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Content Server SAP ERPCounterparty eInvoicing system

Scheme for Signing and Sending the Outgoing eInvoice

Interchange server Outgoingdocument

queue

User workplaces

Delivered

Issued

Operator's acknowledgement

Inv. # 98 dd 06.09.2012

New

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Notification of receipt

Inv. # 98 dd 06.09.2012

Laws and Regulations

EMPOWERMENT

ISSUING (RECEIVING) PROCEDURE

DOCUMENT FORMATS

RULES FOR FILLING INeINVOICES AND JOURNALS

PREREQUISITES FOR INTERCHANGING eINVOICES

DIGITAL SIGNATURE

PROCEDURE FOR SUBMITTINGeINVOICES TO THE FTS

LEGITIMACY OF AN ACCOUNTANT

FEDERAL LAW No. 229-ФЗ dated 27.10.2010Electronic VAT-invoices made equal to printed ones

ORDER FROM THE MINISTRY O FINANCE OF RUSSIA No. 50Н dated 25.04.2011Procedure for issuing (receiving) VAT-invoices in electronic form

ORDER FROM THE FTS OF RUSSIA No. ММВ-7-6/138@ dated 05.03.2012Approval of the formats for a VAT-invoice and journals in electronic form

RUSSIAN GOVERNMENT RESOLUTION No.1137 dated 26.12.2011On forms and rules for filling in (maintaining) a VAT-invoice and journals in electronic form

ORDER FROM THE FTS OF RUSSIA No. ММВ-7-6/36 dated 30.01.2012Formats of the information message on the participant of eInvoicing and the notification of receipt of the electronic document FEDERAL LAW No. 1-ФЗ dated 10.01.2002On the digital signature

FEDERAL LAW No. 63-ФЗ dated 06.04.2011Qualified digital signature

ORDER FROM THE FTS OF RUSSIA No. ММВ-7-2/168 dated 17.02.2011Approval of the Procedure for claiming documents at the request of the tax authority in electronic form

FEDERAL LAW No. 402-ФЗ dated 06.12.2011The Accounting Law regulates the interchange of electronic primary documents

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Docflow Best Practice [email protected] +7 499 762 07 71 Integrating SAP ERP with Systems of...

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