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Transcript of Docflow Best Practice [email protected] +7 499 762 07 71 Integrating SAP ERP with Systems of...
Docflow Best Practice
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:
Docflow Best Practice — Company Profile
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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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Contents of the Presentation
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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
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 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 download of documents
Mass printing of documents
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Contents of the Presentation
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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
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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Contents of the Presentation
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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
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
INCOMING document queue
INCOMING document queue
INCOMING document queue
DFS B2B ConnectorDFS B2B
ConnectorSpecial
Operators
…
DFS B2B SolutionDFS B2B Solution
OUTGOING document queue
OUTGOING document queue
INCOMING document queue
INCOMING 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
DFS B2B SolutionDFS B2B Solution
OUTGOING document queue
OUTGOING document queue
INCOMING document queue
INCOMING document queue
Centralized Interchange and Local Signature of Documents by Private Certificates of the Users
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SpecialOperators
…
DFS SignerDFS Signer
• SAP GUI• Crypto-Pro
DFS SignerDFS Signer
• SAP GUI• Crypto-Pro
Interchange server
DFS B2B Connector
• SAP GUI• Crypto-Pro
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
DFS B2B ConnectorDFS B2B
Connector
DFS B2B ConnectorDFS B2B
Connector
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Interchange server
DFS B2B Connector
• SAP GUI• Crypto-Pro
SpecialOperators
…
Centralized Download of Documents and Local Signature and Sending of Documents
DFS B2B SolutionDFS B2B Solution
OUTGOING document queue
OUTGOING document queue
INCOMING document queue
INCOMING document queue
• SAP GUI• Crypto-Pro
• SAP GUI• Crypto-Pro
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
DFS B2B SolutionDFS B2B Solution
OUTGOING document queue
OUTGOING document queue
INCOMING document queue
INCOMING document queue
All documents are downloaded and sent via the user workstations
All documents are signed on the user workstations
DFS B2B ConnectorDFS B2B
Connector
• SAP GUI• Crypto-Pro
DFS B2B ConnectorDFS B2B
Connector
• SAP GUI• Crypto-Pro
SpecialOperators
…
Contents of the Presentation
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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
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
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.
SYSTEM / OPERATOR Diadoc / SKB Kontur
PROJECT GOAL Integration of SAP ERP system with Diadoc system for interchanging electronic documents with dealers.
SYSTEM / OPERATOR Diadoc / SKB Kontur
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.
SYSTEM / OPERATOR Diadoc / SKB Kontur
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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Contents of the Presentation
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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
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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Contents of the Presentation
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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
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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Contents of the Presentation
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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
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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