Transcript DFS - Компания Docflow Best Practice

Docflow Best Practice
[email protected]
www.sapdocflow.ru
+7 499 762 07 71
Integrating SAP ERP
with Systems of eInvoicing Operators
for 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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Docflow Best Practice — Company Profile
Docflow Best Practice has been in the market for 8 years developing electronic document
management software on SAP platform.
Currently the company portfolio includes 18 software solutions being successfully used by
over 30 customers in Russia, Ukraine, Kazakhstan, and Belarus.
Docflow Best Practice solutions make it possible to:
Create various electronic document
management systems and electronic
archives on SAP platform
Stream input documents and recognized data
into SAP systems
Exchange electronic VAT-invoices and other
source documents with counterparties
via eInvoicing Operators
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Integrate scanning, bar coding, encryption
and digital signature features into standard
SAP applications
Automatically process incoming VAT-invoice
data in SAP ERP
Docflow Best Practice — Customers
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Docflow Best Practice — Benefits of the Solutions
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 licenses
like 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
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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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Intercorporate Legally Effective
Electronic Document Interchange
Counterparties
eInvoicing Operators
Diadoc
Counterparties
Counterparties
Counterparties
Counterparties
Counterparties
Taxcom-Filer
Counterparties
Counterparties
SPHERE Courier
Counterparties
…
Counterparties
Interchange of electronic documents between counterparties
Creating VAT-invoices, acts and consignment notes to the FTS format
Legal effectiveness of electronic documents
Signing documents using digital signature
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DFS B2B Solution – Integration of SAP ERP
with the Systems of eInvoicing Operators
eInvoicing Operators
Counterparties
Diadoc
Counterparties
DFS B2B Solution
Taxcom-Filer
Counterparties
SPHERE Courier
Counterparties
…
Integration of SAP ERP
with systems of eInvoicing
Operators
INCOMING
document
queue
OUTGOING
document
queue
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.
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Electronic
storage
Electronic Document Queues in SAP ERP
Formalized documents:
- VAT-invoices
- TORG-12 consignment notes
- Acts of acceptance (goods/services)
Non-formalized documents
(files 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
Reject a document,
request a corrective VAT-invoice
Current status
of a document
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Outgoing Document Queue
Load a document file from
disk, sign it and send to
counterparty
Displaying status
of sent document
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Mass signing and sending
electronic documents
to counterparties
Displaying
linked electronic
documents
Other Document Operations in Queues
Calling
custom operations
with a document
Displaying
operation history
for a document
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Moving a document
to the processed
document queue
Various Criteria Search for Electronic Documents
Search for incoming and
outgoing 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
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List of Electronic Documents Found
Mass 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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Mass download
of documents
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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Sending Source Documents to Counterparties
Posting
Mass
printing
of documents
Mass signing
and sending
of electronic
documents
Sending documents in paper form
Signing
of documents
Delivery
by mail
Receiving
the documents
by counterparties
Sending documents in electronic form
Delivery via eInvoicing Operator
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
APPLICATION
DOUBLE
SENDING
CHECK
DATA
ACQUISITION
DATA
VALIDATION
CONFIRMATION
OF SENDING
SIGNING
eINVOICE
SENDING
eINVOICE
FILING INTO
JOURNAL FOR
VAT-INVOICES
CUSTOM PROCEDURE
FOR DATA ACQUISITION
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
in SAP applications or later from the outgoing document queue
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Linking Sent Electronic Documents
to Documents of SAP Applications
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.
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Mass eInvoice Sending from ABAP Reports
The module for electronic document creation can be embedded in the existing paper document printing
reports. If the user has no digital signature certificate, the documents will be placed into the outgoing
document queue for deferred signing and sending.
Mass creation and sending
of eInvoices
to counterparties
Current status
and date of issue
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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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General Scheme of SAP ERP Integration
with the Systems of eInvoicing Operators
Local Area Network
Special
Operators
DFS B2B
Connector
Web service
http(s)
DFS B2B Solution
Downloading, RFC-user
http(s)
Interchange
server
http(s)
http(s)
…
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Web service
http(s)
Workstation
INCOMING
document
queue
Electronic
storage
Sending, Dialog-user
http(s)
INCOMING
document
queue
Centralized Interchange and Centralized Signature of Documents
by a Single Certificate of the Company
Workstations
Special
Operators
Interchange server
DFS B2B Solution
INCOMING
document
queue
DFS B2B Connector
…
•
•
OUTGOING
document
queue
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
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SAP GUI
SAP GUI
Centralized Interchange and Local Signature of Documents
by Private Certificates of the Users
Workstations
Special
Operators
Interchange server
DFS B2B Solution
INCOMING
document
queue
DFS B2B Connector
…
•
•
OUTGOING
document
queue
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
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DFS Signer
• SAP GUI
• Crypto-Pro
DFS Signer
• SAP GUI
• Crypto-Pro
Centralized Download of Documents and
Local Signature and Sending of Documents
Workstations
Special
Operators
Interchange server
DFS B2B Solution
INCOMING
document
queue
DFS B2B Connector
…
•
•
OUTGOING
document
queue
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
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DFS B2B
Connector
• SAP GUI
• Crypto-Pro
DFS B2B
Connector
• SAP GUI
• Crypto-Pro
Distributed Interchange and Local Signature of Documents
by Private Certificates of the Users
Workstations
Special
Operators
DFS B2B
Connector
• SAP GUI
• Crypto-Pro
DFS B2B Solution
DFS B2B
Connector
• SAP GUI
• Crypto-Pro
…
 All documents are downloaded and sent via the user workstations
 All documents are signed on the user workstations
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INCOMING
document
queue
OUTGOING
document
queue
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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Benefits of DFS B2B Solution
Ready-to-use solution,
fast implementation
Possibility of sending the
prepared documents en masse
Possibility of sending electronic
documents to counterparties
directly from SAP ERP business
applications with filling in the
journal for output VAT-invoices
Possibility of tracking
the sent document statuses
from SAP applications
Possibility of using any
certified storage to store
electronic documents
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Possibility of connecting
to several eInvoicing
Operators
at once
DFS B2B Solution Implementation Projects (1/2)
SEVERSTAL, Moscow
PROJECT GOAL
Integration of SAP ERP system with Diadoc system for interchanging electronic
documents.
SYSTEM / OPERATOR
Diadoc / SKB Kontur
HYUNDAI MOTOR MANUFACTURING RUS FACTORY, St. Petersburg
PROJECT GOAL
Integration of SAP ERP system with Diadoc system for interchanging electronic
documents.
SYSTEM / OPERATOR
Diadoc / SKB Kontur
HYUNDAI MOTOR CIS, Moscow
PROJECT GOAL
Integration of SAP ERP system with Diadoc system for interchanging electronic
documents.
SYSTEM / OPERATOR
Diadoc / SKB Kontur
KIA MOTORS RUS, Moscow
PROJECT GOAL
Integration of SAP ERP system with Diadoc system for interchanging electronic
documents with dealers.
SYSTEM / OPERATOR
Diadoc / SKB Kontur
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DFS B2B Solution Implementation Projects (2/2)
SUN InBev, Moscow
PROJECT GOAL
Integration of SAP ERP system with the systems of major eInvoicing Operators
for interchanging any kinds of electronic documents with counterparties.
SYSTEM / OPERATOR
Diadoc / SKB Kontur; SPHERE Courier / Korus; Taxcom-Filer / Taxcom
MEGAPOLIS, Moscow
PROJECT GOAL
Integration of SAP ERP system with SPHERE Courier system for interchanging
electronic VAT-invoices with counterparties.
SYSTEM / OPERATOR
SPHERE Courier / Korus
KIROVSKY ZAVOD, St. Petersburg
PROJECT GOAL
Integration of SAP ERP system with Diadoc system for interchanging electronic
documents with subsidiaries of the group.
SYSTEM / OPERATOR
Diadoc / SKB Kontur
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Cost of Licenses for Integration of SAP System
with the Systems of eInvoicing Operators
Quantity
of licenses required
Price
(rubles, VAT
exempt)
ABAP application
1
750 000.00
Windows application
1
150 000.00
ABAP application
1
250 000.00
DFS Signer
Windows application
Optionally per the number
of signatories
5 000.00
DFS B2B Connector (extra license)
Windows application
Optionally per the number
of signatories
5 000.00
Software name
DFS B2B Solution
DFS B2B Connector for Diadoc, or
DFS B2B Connector for Taxcom, or
DFS B2B Connector for Sphere
DFS File Service
Software type
Basic set
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.
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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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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 VATinvoices 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 Counterparty
from 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
1. Outgoing electronic documents
Исходящие электронные документы
1.1. Creating an XML file of eInvoice in the FTS format based on the SAP document data
1.2. Filling the journal for VAT-invoices with an output eInvoice entry
1.3. Saving an XML file of eInvoice in the SAP database
1.4. Generating a printable form to view the eInvoice
1.5. Creating an XML file of corrective VAT-invoice in the FTS format based on the SAP document data
1.6. Creating an XML file of amended VAT-invoice in the FTS format based on the SAP document data
1.7. Creating an XML file of act in the FTS format based on the SAP document data
1.8. Creating an XML file of TORG-12 form in the FTS format based on the SAP document data
1.9. Automatic linking of the electronic documents to SAP documents, based on which they were created
1.10. Individual and mass digital signing of arbitrary format documents
1.11. Sending arbitrary format documents to counterparties via eInvoicing Operators
1.12. Tracking status of sent documents (sent, received by counterparty, accepted/rejected by counterparty)
1.13. Automatic change of eInvoice status in the journal of VAT-invoices to ‘Issued’ when the document is received by the counterparty
1.14. Electronic document sending error handling
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DFS B2B SAP EHP6
Enhancing the Standard SAP ERP Functionality —
Incoming Electronic Documents
2. Incoming electronic documents
Исходящие электронные документы
2.1. Manual upload to SAP system of eInvoice XML files downloaded from systems of eInvoicing Operators to disk
2.2. Filling the journal for VAT-invoices with an input eInvoice entry
2.3. Saving an XML file of eInvoice in SAP database
2.4. Generating a printable form to view the eInvoice
2.5. Automatic download of eInvoice XML files from the systems of eInvoicing Operators to SAP system
2.6. Automatic download of corrective eInvoice XML files from the systems of eInvoicing Operators to SAP system
2.7. Automatic download of amended eInvoice XML files from the systems of eInvoicing Operators to SAP system
2.8. Automatic download of act XML files in the FTS format from the systems of eInvoicing Operators to SAP system
2.9. Automatic download of TORG-12 consignment note XML files in the FTS format from the systems of eInvoicing Operators to SAP system
2.10.
Automatic download of documents in arbitrary formats (PDF, DOC, XLS, XML, etc.) from the systems of eInvoicing Operators to SAP
system
2.11. Request for corrective VAT-invoice and amended VAT-invoices
2.12. Accepting or rejecting electronic documents that require a counter-signature
2.13. Capability to link electronic documents to SAP documents
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DFS B2B SAP EHP6
Enhancing the Standard SAP ERP Functionality —
Common Functions
3. Common functions
Исходящие электронные документы
3.1. Saving files of all electronic documents in the local storage
3.2. Saving all the service documents (acknowledgements, notifications, digital signature) in the local storage
3.3. Explicit digital signature for electronic documents
3.4. Automatic digital signature for technical documents (acknowledgements and notifications)
3.5. Reports for searching for electronic documents
3.6. Capability of mass download of electronic documents from the local storage to disk
3.7. Mass printing capability for documents in the major formats (PDF, DOC, XLS, etc.)
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DFS B2B SAP EHP6
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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Project in KIA Motors RUS
Implementing intercorporate electronic document interchange by means of integration with Diadoc;
implementing internal document interchange and single electronic archive in SAP ERP:
Integration of SAP ERP
and Diadoc for electronic
interchanging source
documents for vehicles with
the dealers
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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
KIA Motors RUS — Implementation Stages
Integration of
SAP ERP and Diadoc
Installing and customizing
the DFS software
Developing the functions
for sending eInvoices and TORG-12
from printing reports
Development of an electronic
archive for source accounting
documents
Refining requirements,
blueprinting the solution
Interchanging eInvoices
and TORG-12 with dealers
in go-live mode
Developing the electronic
archive cards
Developing the functions
for creation and sending
of new kinds of documents:
Developing the function
for automatic filling of the archive
when sending documents
to dealers
 Act for services (XML)
Integration testing,
going live
July 2012
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Go-live. Replication of the
solution to new kinds of
documents
Turning on the system
for production run
 VAT-invoice for
services (XML)
 Corrective VATinvoice (XML)
 MH-1 act (PDF)
 Reconciliation report (PDF)
September 2012
August 2012
Production
run
25 October 2012
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
in the printing reports, which has minimized end-user training.
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KIA Motors RUS — Single Electronic Archive for Source Documents
Spare parts
OUTGOING
document
queue
INCOMING
document
queue
Loading all the documents
DFS B2B Solution
Vehicles
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.
Queue of
ALL
OUTGOING
documents
Queue of
ALL
INCOMING
documents
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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.
SAP
Content Server
•Archive
•Processing
•Search
•Printing
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 cards.
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KIA Motors RUS — Batch of Source Accounting Documents for a Dealer
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.
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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
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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Scheme for Receiving and Processing the Incoming eInvoice
Counterparty
eInvoicing system
Interchange server
Content Server
SAP ERP
Inv. # 98 dd 06.09.2012
Operator's acknowledgement
Delivered
Issued
Notification of receipt
Incoming
document
queue
User workplaces
Correction request
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Correction
requested
Scheme for Signing and Sending the Outgoing eInvoice
Counterparty
eInvoicing system
User workplaces
Content Server
SAP ERP
Inv. # 98 dd 06.09.2012
New
Interchange server
Outgoing
document
queue
Inv. # 98 dd 06.09.2012
Operator's acknowledgement
Delivered
Issued
Notification of receipt
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Laws and Regulations
EMPOWERMENT
FEDERAL LAW No. 229-ФЗ dated 27.10.2010
Electronic VAT-invoices made equal to printed ones
ISSUING (RECEIVING)
PROCEDURE
ORDER FROM THE MINISTRY O FINANCE OF RUSSIA No. 50Н dated 25.04.2011
Procedure for issuing (receiving) VAT-invoices in electronic form
DOCUMENT FORMATS
ORDER FROM THE FTS OF RUSSIA No. ММВ-7-6/138@ dated 05.03.2012
Approval of the formats for a VAT-invoice and journals in electronic form
RULES FOR FILLING IN
eINVOICES AND JOURNALS
RUSSIAN GOVERNMENT RESOLUTION No.1137 dated 26.12.2011
On forms and rules for filling in (maintaining) a VAT-invoice and journals
in electronic form
PREREQUISITES FOR
INTERCHANGING eINVOICES
ORDER FROM THE FTS OF RUSSIA No. ММВ-7-6/36 dated 30.01.2012
Formats of the information message on the participant of eInvoicing and the notification
of receipt of the electronic document
DIGITAL
SIGNATURE
FEDERAL LAW No. 1-ФЗ dated 10.01.2002
On the digital signature
FEDERAL LAW No. 63-ФЗ dated 06.04.2011
Qualified digital signature
PROCEDURE FOR SUBMITTING
eINVOICES TO THE FTS
LEGITIMACY
OF AN ACCOUNTANT
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ORDER FROM THE FTS OF RUSSIA No. ММВ-7-2/168 dated 17.02.2011
Approval of the Procedure for claiming documents at the request of the tax
authority in electronic form
FEDERAL LAW No. 402-ФЗ dated 06.12.2011
The Accounting Law regulates the interchange of electronic primary
documents