Docflow Best Practice [email protected] +7 499 762 07 71 Integrating SAP ERP with Systems of Special Operators for Interchanging

Docflow Best Practice

[email protected]

www.sapdocflow.ru

+7 499 762 07 71

Integrating SAP ERP with Systems of Special Operators

for Interchanging Electronic Invoices and Other Documents

Docflow Solutions — designed to manage electronic documents on SAP platform

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 Special Operators

Stream 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 more than 7 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:


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Docflow Best Practice — Customers

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DFS B2B Solution Implementation Projects

GOAL OF THE PROJECT Integration of theSAP ERP system with the systems of major Special Operatorsfor interchanging any kinds of electronic documents with counterparties.

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

GOAL OF THE PROJECT Integration of theSAP ERP system with the SPHERE Courier system for interchanging eInvoices with counterparties.

SYSTEM / OPERATOR SPHERE Courier / Korus

GOAL OF THE PROJECT Integration of theSAP ERP system with the Diadoc system for interchanging electronic documents with the dealers.

SYSTEM / OPERATOR Diadoc / SKB Kontur

GOAL OF THE PROJECT Integration of theSAP ERP system with the Diadoc system for interchanging electronic documents with the dealers.


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


САН ИнБев г. Москва

ТК «МЕГАПОЛИС» г. Москва

HYUNDAI MOTOR CIS, Moscow

КИА МОТОРС РУС г. Москва

КИРОВСКИЙ ЗАВОД г. Санкт-Петербург

Ready-to-use solutions

No modification of 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 verified by multiple implementations

can greatly simplify the process of creating electronic document management systems

on SAP platform

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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Special Operators

…

Diadoc

Taxcom-Filer

SPHERE Courier

Special Operators

DFS B2B Solution – интеграция SAP ERP с системами операторов ЭДО

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

OUTGOINGdocumentqueue

Electronic storage

Counterparties

Counterparties

Counterparties

Counterparties

Integration of SAP ERP with systems of Special Operators

…

DFS B2B Solution

Diadoc

Taxco-Filer

SPHERE Courier

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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

Current status of a document

Reject a document, request a corrective VAT-invoice

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Outgoing Document Queue

Mass signing and sending electronic documents

to counterparties

Displaying linked electronic

documents

Displaying statusof sent document

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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

Calling custom operations

with a document

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 outgoing electronic documents

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List of Electronic Documents Found

Mass download of documents

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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Sending Source Documents to Counterparties

Delivery via Special 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

FILLING IN JOURNAL FOR VAT-INVOICES

eINVOICESIGNATUREAPPLICATION

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 registered in 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

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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

Current status and date of issue

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.

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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 Special Operators

Local Area Network

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DFS B2B Solution

INCOMING document queue


DFS B2B Connector

SpecialOperators

…

DFS B2B Solution

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

DFS B2B Solution



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

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SpecialOperators

…

DFS Signer


DFS 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

DFS B2B Connector

DFS B2B Connector

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Interchange server

DFS B2B Connector


SpecialOperators

…

Centralized Download of Documents and Local Signature and Sending of Documents

DFS B2B Solution





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 Solution



All documents are downloaded and sent via the user workstations

All documents are signed on the user workstations

DFS B2B Connector


DFS B2B 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 Special 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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Software name Software typeQuantity

of licenses required

Unit priceSubtotal

(rubles, VAT exempt)

DFS B2B Solution ABAP application 1 750 000,00 750 000,00

DFS B2B Connector (basic license*)- DFS Diadoc Connector or- DFS Taxcom Connector or- DFS Sphere Connector

Windows application 1 150 000,00 150 000,00

Total for DFS perpetual licenses (rubles, VAT exempt): 900 000,00

Cost of the Basic License Set for Integration of SAP System with the Systems of Special Operator

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* Basic license set allows centralized interchange and centralized signature of documents by a single certificate of the company

One DFS B2B Connector license allows integration of the SAP system with one Special Operator

Software name Software typeTotal

(rubles, VAT exempt)

DFS File Service ABAP application 225 000,00

DFS B2B Connector (дополнительная лицензия *)- DFS Diadoc Connector или- DFS Taxcom Connector или- DFS Sphere Connector

Windows application 15 000,00

DFS Signer ** Windows application 5 000,00

Cost of Extra Licenses for Integration of SAP System with the Systems of Special Operator

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* DFS B2B Connector extra licenses allow local signature and sending of documents by private certificates of the users

** DFS Signer licenses allow local signature of documents by private certificates of the usersfollowed by sending them via the central interchane server


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Registering the Posted VAT-invoices in 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

Исходящие электронные документы DFS B2B SAP EHP6

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 Special 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

1. Outgoing electronic documents

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Enhancing the Standard SAP ERP Functionality — Incoming Electronic Documents


2.1. Manual upload to SAP system of eInvoice XML files downloaded from systems of Special 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 Special Operators to SAP system

2.6. Automatic download of corrective eInvoice XML files from the systems of Special Operators to SAP system

2.7. Automatic download of amended eInvoice XML files from the systems of Special Operators to SAP system

2.8. Automatic download of act XML files in the FTS format from the systems of Special Operators to SAP system

2.9. Automatic download of TORG-12 consignment note XML files in the FTS format from the systems of Special Operators to SAP system

2.10. Automatic download of documents in arbitrary formats (PDF, DOC, XLS, XML, etc.) from the systems of Special 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

2. Incoming electronic documents

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Enhancing the Standard SAP ERP Functionality — Common Functions


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.)

3. 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 interchage by means of integration with Diadoc; implementing 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

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

Refining requirements, blueprinting the solution

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)

July 2012 August 2012September 2012

25 October 2012

Turning on the systemfor production run

Developing the electronic archive cards

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

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 in the printing reports, which has minimized end-user training.

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KIA Motors RUS — Single Electronic Archive for Source Documents

INCOMING documentqueue

OUTGOING documentqueue

Spare parts

Loading all the documents

SAP Content Server

Vehicles

Queue ofALLINCOMINGdocuments

Queue ofALLOUTGOINGdocuments

• Archive• Process

ing• 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 in 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 ERPSpecial Operator’s

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 ERPCounterpartySpecial Operator’s

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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