Facturacion electronica PEMEX

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  April 2011 Subdirección de Administración y Finanzas Proyecto d e Bóv eda Electrón ica de PEP (Factu ra Electró nic a)

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 April 2011

Subdirección de Administración y Finanzas

Proyecto de Bóveda Electrónica de PEP

(Factura Electrónica)

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Objective

Project Phases

Electronic Invoicing

Bóveda Electrónica PEP

Electronic Signature PEMEX

Critical Success Factors

Next Steps

Conclusions

EL EC T RONI C I NVOC I NG

Transparency, simplification and Control

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Objective

Implement in PEMEX and it´s subsidiaries, a standard process for  transmitting, receiving and managing electronic invoicing that al lows linking

to our trading partners with financial and operational areas of the institutionin a comprehensive solution.

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.

Main Features:

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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 2010.

  According to the DOF and income tax reforms, in 2011 thatestablished the obligation of issuing digital invoices (CFD or 

CFDI), known as electronic invoices.

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Previous Process:

•   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.

Previous and Current Management

Previous

Current

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Original Scope for Reception and Invoicing Management

Accounting

Register CXP

CXC

Compensation

of 

CXP y CXC

Bank Deposit

System

Volumes

Work 

Goods

ReceptionRegister 

COPADE

PurcahseOrder 

or Service

Suppliers   SAT

Internal

Order

Inspection

Estimation

Generators

Recepcion

  InvoicingPayment

InstructionsPayments

ListWitnesses

of  

PaymentCOPADE

Business Process

Banking

Thi rd Pa rty Signature Si gnature of   Pemex Officer

Electronic Vault (BE)

Signature of  SAT

XML

PaymentPrograms

Addenda

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Phase I: Receipt and Invoicing Management

Suppliers   SAT

Invoicingl  Payment

Instruction

Payments

List

Witnesses

of  Payment

COPADE

Business Process

Banking

Signature of  PEMEX Officer

Electronic Vault (BE)

Signature of  SAT

XML

Addenda

Documentation Process

Internal

Order

Inspection

Estimatation

Reception,

Generators

Accounting

Register CXP

CXC

Compensation

of 

CXP y CXC

Bank Deposit

System

Volumes

Work 

Goods

ReceptionRegister 

COPADE

PurcahseOrder 

or Service

PaymentPrograms

Thi rd PartySignature

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Phase I: Receipt and Invoicing Management

Accounting

Register CXP

CXC

Compensation

of CXP y CXC

Bank 

Deposit

Goods

Register Reception

COPADE

Suppliers   SAT

COPADE

Banking

Electronic Vault (BE)

PaymentPrograms

XMLADDENDA

Invoicing   Payment

Instruction

Payments

List

Witnesses

of  Payment

Third PartySignature Signature of  PEMEX Offi cer Si gnature S AT

Business Process

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       P       E       M

       E       X

   S  u

  p  p   l   i  e  r  s

      S      A      T

COPADE

SAP

Estimation 

or 

Invoice

Estimation

Signature

SAP

Request paper FolioStack of  Folio

Firma Electronica Avanzada (FIEL)

SAT Printing Services

Addenda

Addenda

1

2

3

Approved

AB

Folio

4

+   Invoice 

Addenda 

+ Folio (Factura)

5

Tax Doc 

Factura

6

      S      A      T

Validate

SAT

Payment Process

Bank

7   8Passed

E‐MailPaper

Paper

Paper

Paper Process

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       P       E       M

       E       X

      S    u

     p     p      l      i     e     r     s

      S

      A      T

Tax Doc Factura

Certification

SAT Approved Suppliers (PAC) for CFDI

Invoice  + Addenda

Addenda

3

      S      A      T

Payment Process

Bank

7

XML

XMLXML 4   5

Factura + 

supporting  docs

6XML 

or 

Paper

COPADE

SAP

Firma Estimacion

SAP

1

2

Approved

XML

Electronic Process

Estimation or 

Invoice

   S

  u  p  p   l   i  e  r  s

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       P       E       M

       E       X

        S      u      p      p        l        i      e      r      s

      S

      A      T

Tax Doc Factura

CertificationSAT Approved Suppliers (PAC) for CFDI

Invoice  + Addenda

Addenda

3

      S      A      T

Payment Process

Bank

7

XML

XMLXML   4   5

Factura + 

supporting  docs

6XML 

or 

Paper

COPADE

SAP

Firma Estimacion

SAP

1

2

XML

Project Working Now

Electronic Process

Approved

Estimation or 

Invoice

   S  u

  p  p   l   i  e  r  s

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 Addenda

"Commercial information of interest is not tax itself to provide additional information on theoperation 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 yourelectronic invoicing and sent through the Electronic Vault.

Pemex Exploración y Producción has been defined ADDENDA with the following information:

Addenda: 

1001303625|5500086293|NUM REMISION 11|SMEX|0000313335|205064|930258

N° COPADE/Pedido/N° Remisión o Estimación/VU‐Región‐activo/Clave Acreedor/Ficha funcionarioque elabora COPADE/Ficha funcionario que firma COPADE.

Once Coporate autorized us, we added the following data: N° de contrato y moneda

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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 thededuction either f iscal or contractual (SEFUPU)

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XML file

Concepts and Addenda

CONCEPTS

ADDENDA

CONCEPTS OF LETTERS OF CREDIT 

(Requires XML CFD or CFDI for each 

item)

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Coding of Payment and Discounts

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ADDENDA

CONCEPTS

XML Invoicing

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Bóveda Electrónica(BE)

URL:  http://www.pep.pemex.com/Extranet.html

1

2

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 Access of Bóveda Electrónicaof 

Extranet of PEP

Us er Pa s word

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Choose and Click the Receiving Module Electronic invoicing

Press browse to attach theXML of CFD or CFDI to be

sent

Electronic Invoice Submission

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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,

Electronic Invoice Submission

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

Electronic Invoice Submission

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Electronic Invoice Submission

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

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Notification of acceptance or rejection

If your invoice has been accepted after this date is programmedto payment in accordance with the payment policies of his

contract.

Otherwise , if your invoice was rejected should correct the error

and resubmit.

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Emission Model of Digital Certificates

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Certify approx. to 1.500 end-users, to issue the

electronic signature of PEP.

It has a daily capacity to certify approx. 80

users in Sede Mexico and Regions. (20 users

x 4 Correspondents)

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.

It has the participation of the Regional

Change Management Responsible for logistics

Training and Help Desk on IT

Logistica

Convocat

oria

Usuario

Final (UF)

Usuario

Clave (KU)

Validación

R. SUR RMSO RMNE

SEDE

R. NORTE

SCSM

SIDOE

UPMP

UNIVERSIDAD VIRTUAL

Instructor 

es

Confirma

ción

Calificaci

ones

Proyecto

Bóveda Electrónica

Dueños de

Procesos

Material Difusión

Grupos

Objective and Methodology

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Statistics FEP

Total: 76

Total: 1, 218

Certified Register Agents

Electronic Signature Issues

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Statistics COPADE - BE

COPADES Authorized and Signed

Electronically

Electronic Invoicing

from Dec- 2010 to Mar-2011

Total: 111, 417

Electronic InvoicingReceivied in BE

Suppliers with ElectronicInvoicing

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No timetablesNo documentsDo not existsInternetElectronic

24 hours

EstablishedAdditional or extrasRequiredPhysical deliveryManual

Subject to

 Schedule

Previous Step   Electronics Management

SIMPLIFICATION:SchedulesDocumentsCopiesDisplacementReviewsTimes

Electronic recordAutomaticAgreed 

Standardized

Excess paperNecessaryTimely, DiscretionaryDuplication management

SAVINGS:

Costs documentaryManagersMonitoringLogistics

Suppliers Benefits

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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 andfinancial, time management and accounting records, among others.

•   Strengthen the transparency   of operations to minimize contact between thecreditors / 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.

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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

organization and 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.

Critical Success Factors

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Next Steps

   A  p   l   i  c

  a  c   i  o  n  e  s

   I  n  s   t   i   t  u  c   i  o  n  e  s

   I  n  s   t   i   t  u   t   i  o  n  a   l

   A  p  p   l   i  c  a   t   i  o  n  s

Elabora Pedido Asociado

(Orden de Serv.)

Prepares PO

43XXXXXXXX20XXXXXXXX1XXXXXXXXX

Orden deServ. Interna

Internal

Service Order 

Doble línea decontrol Pptal.

Firma dePedido

Signed Order 

   A  p   l   i  c  a  c   i   ó  n   (  e  s   )

   C  o  n   t  r  a   t   i  s   t  a  s

   C  o  n   t  r  a  c   t  o  r   ’  s

   A  p  p   l   i  c  a   t   i  o  n

   B   ó  v  e   d  a

   E   l  e  c   t  r   ó  n   i  c  a

RealizaTrabajos

en sitio

Perform work

 AjustesPedido Asociado

 Adjustments

 ActualizaOrden

de Servicio

UpdateService Order 

43XXXXXXXX

Crea hojade entrada

y Aceptación

Create inputsheet

Si

No

¡¡Auto-

mático!!

Codificación dedeductivas

y sanciones

COPADE

 ApruebaBoleta de

Campo

(Generador) Approve Field

Ticket

 ApruebaBoleta Campo

(Estimación)

Pro Forma Invoice

 Autoriza(ADENDA)

 Adenda

FacturaTax Document

Factura yDatos de

la Adenda

Tax Document& Adenda

Registro deFactura y

Deducciones

Invoice Register 

Procesode pago

Payment

Process

Manual Manual

1XXXXXXXXX(sustituto CABYS)

512XXXXXXX172XXXXXXX

19XXXXXXXX

Phase 2

Materials 

Group

Phase 3UPMP

Phase 1Finance

Contrato MMcon Anexo “C”

Contract with

 Anexo C

¡¡Auto-

mático!!

¡¡Auto-

mático!!

* PO = Purchase Order f or Services and/or Materials

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• 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.

Conclusions

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Name Email

Ing. Horacio Leal Martinez   [email protected]

Lic. Jaime Esquivel Rodríguez [email protected]

Lic. Martin Hernández Córdova [email protected]

Lic. Alejandro Cordero Lopez [email protected]

Contacts

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One issue

 of 

 WIN

 to

 WIN

There is a case of  technology, 

but EVOLUTION

The 

Environmrent Thanks you.

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Thanks