Session Details

BBC Springbok Transition

KA Session Proceedings

Session DetailsSession IDDescriptionDateStart TimeEnd TimeVenue

E-Invoice Business Overview19-Apr-200710.00 A.M.12.30 P.M.Villiers House 121

E-Invoice Support Issue & Resolution 19-Apr-2007 3.00 P.M. 5.00 P.M. Villiers House 122

E-Invoice Demo on system 20-Apr-2007 9.30 A.M.11.00 A.M. Villiers House 5th Floor

Participants

NameContact DetailsOrganization

Simon Bunt (SB)Simon.bunt@medas.co.ukMedas

Supriyo Chaudhuri (SC)Supiryo.Chaudhuri@medas.co.ukSISL

Anantha Narayanan (AN)Anantha.narayanan@medas.co.ukSISL

Balaji Ekambaram (BE)Balaji.ekambaram@medas.co.ukSISL

Prerequisites and Reference Documents

PrerequisitesDescription

APIPE28 - Accounts Payable Enhancements OB10 changes for Workstream 3 v0.5.docOB10 Changes, file schema and file validation applied by OB10

Functional spec CN3312v1.1.docE-Invoicing Functional specifications

Change notes CN3081 in Lotus notesAPIPS Email determination functional specifications

APE_Risks Issues & Assumptions Log final version.xlsOpen issues

APIPE38_ Electronic Process Enhancements_Go Live Monitoring & Issues list_v0.07.xlsIssues & Resolution

APE WS3 UAT Matrix v1.xlsTest script documents of all the scenarios

Topics Discussed

SB gave an overview about E-invoice system. Also mentioned that the new system went live in November 2006. BBCMedas

Shop e catalogue orders

PO SAP R/3

Procurement PO in SAP R/3

PO in SAP R/3 distribution via email/fax/paper

Supplier

In .XML format either by email/fax/paper

OB10

Invoice

Credit memo

File upload methods (web based)

Excel batch files

Validation

Invoice

PO

PO No Mandatory

Credit notes

It is 24 / 7

Output

Image .tif files

Data .xml files

File name will start with L if it is in Live system File name will start with T if it is in Test system

Cyclone Activator

Web based (secured transfer)

FTPd to Unix system

Unix System

Rename .XML file to .SAP files

It happens between 8.00 to 9.30 a.m. on working days,

SAP ICMS

Runs every 15 minutes (working days)

The partner in ZICMS is OB10

It calls both the files .TIF and .SAP

And loads in SAP

.TIF files (Image) in Common store

.SAP files (Data)

It takes 3 seconds per document

It does 2 level of validation

ICMS validation

Document / Vendor validation

OB10 is a third party system. It has the list of BBC suppliers who will be submitting E-invoices. The same way supplier will have agreement with OB10. The first step in this process is creation of PO via Shop e-catalogue or PO in SAP R/3 The supplier submits the invoice in .XML format. It goes to OB10

OB10 uploads the file (web based method) and does the following validation:-

Whether it is an Invoice (Credit memo is not applicable), checks for PO number and the support is 24/7

If the validation is OK, the confirmation is sent to the supplier via an email alert.

If the validation is failed, an email alert is sent to the supplier stating that your file is not processed.

If it is OK, 2 files get generated, one is .TIF file (for the image) and the other one .XML (Data file)

The file name will be the same for the 2 types of files

If it is a live system it will start with L and followed with AAA and followed with numeric (12). If it is a test system it will start with T and followed with AAA and followed with number (12).

Then the output is ftpd and sent via cyclone activator (which is a web based application) to unix system, which renames the .XML files to .SAP files and which is done between 8.00 AM to 9.30 AM on working days.

Then that goes through SAP ICMS which runs every 15 minutes on working days. The partner name in SAP is OB10. It loads .TIFF to Common Store and .SAP file to SAP Data and which takes 3 seconds per document.SAP ICMS Loading to SAP and Common Store

Validation

Calls SAP standard BAPI to create incoming invoice.First level validationAs a general rule, if a file can not be loaded because it fails a pre-load validation then both the data file and the corresponding image file should be placed in a error folder and an alert sent by ZICMS to the SAP logistics team for further investigation. The placement of files in the error folder will generally mean that new files will be required from OB10. Duplication Transaction Duplicate Medas Sequence number

File Missing

Check for mandatory fields

If any one of the above first validation fails, an email alert is triggered to support stating that the file AAA****1 is failed. Common Store system not up

Only one purchase order

Document type

Purchase order number

If any one of the above four fails, an email alert is sent to ICMS-DOC-SUPPORT.

Assuming all the above validation are OK, then it proceeds for further validations as mentioned below :- Invoice type Vendor type Down payment No identification of the PO line possible Foreign Currency Invoicing vendor is equal to Purchase order vendor Number of line items in SAP (> 999) Post code match AddressIf any one of the above fails, it goes into APIPS DASHBOARD. It is called No Post, It will still be possible for that document to be Auto posted.Assuming the ICMS validation is OK and

Document / Vendor validation is OK, the next thing is Matching Process Primary match : Vendor Partner Number (VPN) Secondary match : PO line number

If both are correct, it takes the Vendor partner number. Assuming that both the primary and secondary match are fulfilled, it then checks for Quantity, Net prices, VAT rates and VAT values line by line..

VAT Only Invoices

By default VAT only invoices will not Post automatically as there will be no corresponding line on the P.O. to match the VAT against. These documents will be returned to the APIPS Dashboard as a No Post.

No VAT Invoices

If the P.O. line can be identified, but the P.O. line has VAT on it, then the document will not Post and be returned to the APIPS Dashboard as a No Post.

If the P.O. line can be identified, and the line has no VAT on it, and all the other Pre Check criteria are met, then this document may Post Automatically.

Mixed Supply Invoices

Assuming the Invoice and P.O. line can be matched, if the from the Invoice at line level varies between Invoice Lines however the matches the VAT Tax code from the P.O. at line level, then attempt Automatic Posting. If either of these values do not match, then the document will be treated as a No Post.

VAT Mismatch

Assuming the Invoice and P.O. line can be matched, if the from the Invoice at line level matches the VAT Tax code from the P.O. at line level then attempt Automatic Posting. If they do not match, then the document will be treated as a No Post.

Further processing

For posting a MIRO invoice, standard SAP function module BAPI_INCOMINGINVOICE_CREATE.If a MIRO invoice can be posted, regardless whether the invoice gets blocked or not, then late archiving of the image file is going to happen, and the relevant ZAP_DOC_HISTORY and ZAP_FREDRICK (not if blocked) entries need to be created. If the invoice gets blocked, a ZAP_DOC_REGISTER entry needs to be created for this invoice, meaning that it will be visible on the dashboard.

Three tables are getting updated in APIPS solution. ZAP_DOC_REGISTER

(The status in this table will be Waiting to be posted and the relationship is 1:1)

ZAP_DOC_HISTORY

(The status of all whether it is an error or completed one and the relationship is 1: n)

Action taken by the AP clerk.

ZAP_DOC_FREDRICK

(The completed one are stored in this table and the relationship is 1:1)

Tax code maintained in OB10 systemTAX CODEDESCRIPTIONIDENTIFIED BY

V0Exempt from input VATVAT = Blank?

V1Standard Rated Input VAT: 17.5%VAT% = 17.5

V3Inputs:Imports from within ECVAT =?

V4Zero Rated Input VATVAT% = 0

V6Standard Rated Input VAT: 5%VAT% = 5.0

Some StatisticsApproximately around 200 to 250 vendors are in E-invoice schema.

The volumes were around 100,000 invoice per annum but after one of the major supplier LYRECO shifted to ERS, the volume has come down to 40,000 per annum.

Normally on Mondays the transactions are heavy.

75% of the incoming invoice go through automatically25% cant match due to the following :-

No info on the invoice to enable match

No PO line

No Vendor partner number

1 to 2% will be due to posting block because of GRN value mismatch.E-Invoice Support issues & resolution Date : 19-Apr-2007The E-invoice Support issues were discussed and some of the logical errors which still exist in the system were discussed. (See the APE- Issues). Failures of Cyclone and LDAP server were discussed.Different scenarios of issues and what tasks to be followed were discussed.One particular scenario is if a file is missing in the SAP system, start the trace by checking from the Cyclone server in the Medas side. If found, then the file has arrived to SAP. If not found, then log on to OB10 website and check the report which gives a list of outgoing file. If not found in the list, ask OB10 to resend the file. Use transaction ZICMSF for basic Error tracking.

Also when a file fails to Post, a mail is sent to the Logistic Support Team, so they can go and check the above mentioned T-code. Another scenario was the wrong/illegible tiff file is attached for the document and the posting is done with out checking the readability was discussed. The open CRs which are yet to be completed were discussed.

E-Invoice Demo on 20-Apr-2007SB gave some demo on SAP with the test scripts prepared by Medas

T code : ZAPENQA - To get the image id number. Whenever you execute this report, ensure that you remove the check button Search Active document only.T code : ZAPEXTRACT To get the total document history for a image idT code : ZAPOBE : To get the status details of the image id.T code : ZICMSF To get the status of the particular of the file apart from the data.SAP Logistics team to maintain the following user defined table : ZAP_MAP

ZAP_PURCH_GRPS

ZAP_ROUTINGS

Number range for image id :Starting with 1*** is for Paper Invoice

Starting with 8*** is for E-Invoice

Starting with 9*** is for Self Supplier Service (ideal for freelancers)Open Points

Issue IDDescriptionStatusDate reportedPlanned ResolutionOwnerMedas/Xansa/BBC Responsiblility

Clarification on VAT applicable invoices in PO line item and invoiceOpen20-Apr-2007EBSiman.bunt@medas.co.uk

Require a session on ICMS Open 20-Apr-2007ANSiman.bunt@medas.co.uk

Siemens Information Systems Ltd

Author: Name of Author

23-Apr-2007 Page 2 of 16