Integrating SAP ERP with Systems of Special Operators for Interchanging Electronic Invoices and Other Documents Docflow Solutions — designed to manage.

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 2/53

Docflow Best Practice — Company Profile
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: Create various electronic document management systems and electronic archives on SAP platform Integrate scanning, bar-coding, encryption and digital signature features into standard SAP applications Stream documents and recognized data into SAP systems Automatically process incoming VAT-invoice data in SAP ERP Exchange electronic VAT-invoices and other source documents with counterparties via Special Operators 3/53

Docflow Best Practice — Customers
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DFS B2B Solution Implementation Projects
HYUNDAI MOTOR CIS, Moscow 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 КИА МОТОРС РУС г. Москва 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 САН ИнБев г. Москва GOAL OF THE PROJECT Integration of theSAP ERP system with the systems of major Special Operators for interchanging any kinds of electronic documents with counterparties. SYSTEM / OPERATOR Diadoc / SKB Kontur; SPHERE Courier / Korus; Taxcom-Filer / Taxcom ТК «МЕГАПОЛИС» г. Москва GOAL OF THE PROJECT Integration of theSAP ERP system with the SPHERE Courier system for interchanging eInvoices with counterparties. SYSTEM / OPERATOR SPHERE Courier / Korus КИРОВСКИЙ ЗАВОД г. Санкт-Петербург GOAL OF THE PROJECT Integration of theSAP ERP system with the Diadoc system for interchanging electronic documents with subsidiaries of the group. SYSTEM / OPERATOR Diadoc / SKB Kontur

Docflow Best Practice — Benefits of the Solutions
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 licenses like 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 6/53

Intercorporate Legally Effective Electronic Document Interchange
Counterparties Special Operators Counterparties Counterparties Counterparties Diadoc Counterparties Counterparties Taxcom-Filer Counterparties Counterparties Counterparties SPHERE Courier 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 8/53

DFS B2B Solution – интеграция SAP ERP с системами операторов ЭДО
Special Operators Counterparties Diadoc INCOMING document queue Counterparties DFS B2B Solution Counterparties Taxco-Filer OUTGOING document queue Integration of SAP ERP with systems of Special Operators Counterparties SPHERE Courier … 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. Electronic storage 9/53

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) 10/53

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 12/53

Outgoing Document Queue
Load a document file from disk, sign it and send to counterparty Mass signing and sending electronic documents to counterparties Displaying linked electronic documents Displaying status of sent document 13/53

Other Document Operations in Queues
Calling custom operations with a document Moving a document to the processed document queue Displaying operation history for a document 14/53

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 15/53

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 Mass download of documents 16/53

Sending Source Documents to Counterparties
Sending documents in paper form Mass printing of documents Receiving the documents by counterparties Signing of documents Delivery by mail Posting Mass signing and sending of electronic documents Sending documents in electronic form Delivery via Special 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. 18/53

Module for eInvoice Creation, Signing and Sending
DOUBLE SENDING CHECK DATA ACQUISITION DATA VALIDATION CONFIRMATION OF SENDING eINVOICE SIGNATURE SENDING eINVOICE FILLING IN JOURNAL FOR VAT-INVOICES APPLICATION 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 registered in the journal for output VAT-invoices. 19/53

Sending eInvoice from SAP Transaction
Documents are signed and sent either immediately upon creation in SAP applications or later from the outgoing document queue 20/53

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. 21/53

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 22/53

General Scheme of SAP ERP Integration with the Systems of Special Operators
Local Area Network Special Operators DFS B2B Connector Web service http(s) DFS B2B Solution Downloading, RFC-user INCOMING document queue http(s) Interchange server http(s) Electronic storage http(s) http(s) INCOMING document queue … Web service http(s) Sending, Dialog-user Workstation 24/53

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 SAP GUI DFS B2B Connector OUTGOING document queue SAP GUI Crypto-Pro SAP GUI … 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 25/53

Centralized Interchange and Local Signature of Documents by Private Certificates of the Users
Workstations Special Operators Interchange server DFS Signer DFS B2B Solution INCOMING document queue SAP GUI Crypto-Pro DFS B2B Connector OUTGOING document queue DFS Signer SAP GUI Crypto-Pro 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 26/53

Centralized Download of Documents and Local Signature and Sending of Documents
Workstations Special Operators Interchange server DFS B2B Connector DFS B2B Solution INCOMING document queue SAP GUI Crypto-Pro DFS B2B Connector DFS B2B Connector OUTGOING 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 27/53

Distributed Interchange and Local Signature of Documents by Private Certificates of the Users
Workstations Special Operators DFS B2B Connector DFS B2B Solution SAP GUI Crypto-Pro INCOMING document queue DFS B2B Connector OUTGOING document queue SAP GUI Crypto-Pro … All documents are downloaded and sent via the user workstations All documents are signed on the user workstations 28/53

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 connecting to several Special Operators at once Possibility of using any certified storage to store electronic documents 30/53

Quantity of licenses required Subtotal (rubles, VAT exempt)
Cost of the Basic License Set for Integration of SAP System with the Systems of Special Operator Software name Software type Quantity of licenses required Unit price Subtotal (rubles, VAT exempt) DFS B2B Solution ABAP application 1 ,00 DFS B2B Connector (basic license*) - DFS Diadoc Connector or - DFS Taxcom Connector or - DFS Sphere Connector Windows application ,00 Total for DFS perpetual licenses (rubles, VAT exempt): ,00 * 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 31/53

Total (rubles, VAT exempt)
Cost of Extra Licenses for Integration of SAP System with the Systems of Special Operator Software name Software type Total (rubles, VAT exempt) DFS File Service ABAP application ,00 DFS B2B Connector (дополнительная лицензия *) - DFS Diadoc Connector или - DFS Taxcom Connector или - DFS Sphere Connector Windows application 15 000,00 DFS Signer ** 5 000,00 * 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 users followed by sending them via the central interchane server 32/53

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. 34/53

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. 35/53

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. 36/53

Исходящие электронные документы
1. Outgoing electronic documents 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 37/53

Исходящие электронные документы
2. Incoming electronic documents Enhancing the Standard SAP ERP Functionality — Incoming Electronic Documents Исходящие электронные документы DFS B2B SAP EHP6 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 38/53

Enhancing the Standard SAP ERP Functionality — Common Functions
Исходящие электронные документы DFS B2B SAP EHP6 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.) 39/53

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: 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 41/53

KIA Motors RUS — Implementation Stages
Development of an electronic archive for source accounting documents Integration of SAP ERP and Diadoc Go-live. Replication of the solution to new kinds of documents Production run Installing and customizing the DFS software Refining requirements, blueprinting the solution Interchanging eInvoices and TORG-12 with dealers in go-live mode Turning on the system for production run Developing the electronic archive cards Developing the functions for sending eInvoices and TORG-12 from printing reports 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 function for automatic filling of the archive when sending documents to dealers 25 October 2012 Integration testing, going live September 2012 July 2012 August 2012 42/53

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. 43/53

KIA Motors RUS — Single Electronic Archive for Source Documents
Incoming document queue Outgoing document Spare parts 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. Loading all the documents Vehicles Queue of ALL outgoing documents SAP Content Server DFS B2B Solution Queue of ALL INCOMING documents Archive Processing Search Printing 44/53

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. 45/53

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. 46/53

KIA Motors RUS — Searching the Electronic Archive for Documents
Documents can be searched for in the archive by all fields of the archive cards. 47/53

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. 48/53

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) . . . 49/53

Scheme for Receiving and Processing the Incoming eInvoice
Special Operator’s system Counterparty Interchange server Content Server SAP ERP Inv. # 98 dd Operator's acknowledgement Delivered Issued Notification of receipt Incoming document queue User workplaces Correction request Correction requested 51/53

Scheme for Signing and Sending the Outgoing eInvoice
Special Operator’s system Counterparty User workplaces Content Server SAP ERP Inv. # 98 dd New Interchange server Outgoing document queue Inv. # 98 dd Delivered Operator's acknowledgement Issued Notification of receipt 52/53

Laws and Regulations 53/53 FEDERAL LAW No. 229-ФЗ dated 27.10.2010
Electronic VAT-invoices made equal to printed ones EMPOWERMENT ISSUING (RECEIVING) PROCEDURE ORDER FROM THE MINISTRY O FINANCE OF RUSSIA No. 50Н dated Procedure for issuing (receiving) VAT-invoices in electronic form ORDER FROM THE FTS OF RUSSIA No. dated Approval of the formats for a VAT-invoice and journals in electronic form DOCUMENT FORMATS RULES FOR FILLING IN eINVOICES AND JOURNALS RUSSIAN GOVERNMENT RESOLUTION No.1137 dated 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 Formats of the information message on the participant of eInvoicing and the notification of receipt of the electronic document FEDERAL LAW No. 1-ФЗ dated On the digital signature DIGITAL SIGNATURE FEDERAL LAW No. 63-ФЗ dated Qualified digital signature PROCEDURE FOR SUBMITTING eINVOICES TO THE FTS ORDER FROM THE FTS OF RUSSIA No. ММВ-7-2/168 dated Approval of the Procedure for claiming documents at the request of the tax authority in electronic form LEGITIMACY OF AN ACCOUNTANT FEDERAL LAW No. 402-ФЗ dated The Accounting Law regulates the interchange of electronic primary documents 53/53

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Integrating SAP ERP with Systems of Special Operators for Interchanging Electronic Invoices and Other Documents Docflow Solutions — designed to manage.

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