sap businessobjects electronic invoicing for brazil (nf-e) · pdf fileutilize sap’s...

SAP BusinessObjects Electronic Invoicing for Brazil (NF-e) Greg Ertel, Director, Solution Marketing SAP Linda McKee, Director, Solution Management, SAP Anil Mahendra, Vice President of Sales, Politec October 13, 2011

© 2011 SAP AG. All rights reserved. 2

Agenda

Introductions

SAP in Brazil

Nota Fiscal Eletronica Background

SAP’s Electronic Invoicing for Brazil Solution Scope Functionality Landscape Roadmap

Implementing NF-e with Politec SAP Relationship Key Brazil Localization Topics Critical Success Factors Lessons Learned


Introductions

Gregory Ertel SAP

Linda McKee SAP

Anil Mahendra Politec

SAP in Brazil


SAP BRAZIL

15 years in Brazil

656 employees and 48 trainees

Best enterprise solutions in 25 industry segments

Indirect workforce of ~11,100 certified consultants

1.5 million end-users

Strong ecosystem: 113 partners (Integrators and Channels)


SAP BRAZIL

2.700+ Customers

Large Small

Medium


Some of our customers in Brazil

Nota Fiscal Eletronica Background


Why Nota Fiscal Eletronica?

Notal Fiscal Eletronica (NF-e) is part of the Digital Public Bookkeeping System for Brazil, more commonly known as SPED. SPED consists of 3 main pillars:

Fiscal Accounting SAP Solutions:

Part of Decree No. 6.022 – Issued January 22, 2007


What is Nota Fiscal Eletronica?

Companies selling products in Brazil must send each invoice electronically to the government for validation before shipping their goods.

Companies purchasing goods in Brazil must check the electronic invoice at the government before receiving the goods.

Bottom line: The government wants to be sure they are getting all of their tax revenue.

Companies need to handle these activities with an automated solution that can scale to high volumes of invoices and meet their business process requirements.

SAP BusinessObjects Electronic

Invoicing for Brazil or more commonly referred to as

Nota Fiscal Eletronica (NF-e)

SAP’s Electronic Invoicing for Brazil Solution


Where is Nota Fiscal Eletronica supported within SAP?

Strategy Management

Planning, Budgeting, and Forecasting

Profitability and Cost Management Consolidation

Spend and Supply Chain

Enterprise Performance Management

Reporting Interactive Analysis

Dashboards and Visualization Data Exploration

Advanced Analytics

Business Intelligence

Risk Management

Access Control

Process Control Global Trade Services

Governance, Risk, and Compliance

Data Integration Data Quality Management

Master Data Management

Metadata Management

Enterprise Information Management

Environment, Health, and Safety Management

Sustainability Performance Management

Nota Fiscal Eletronica


Reduced Manual Effort

Value Drivers

Reduced Integration Costs

Reduced Time and Effort During Audits

Reduced Supply Chain Delays

•Pre-built integration between NFe and back-end SAP ERP

•No custom tables

•Reduced risk during changes/upgrades

•Stop shipments automatically if outbound NFe not authorized

•Automate processes required to check NFe’s from suppliers

•Automatically trigger creation of inbound delivery for faster receiving

•Automate MIRO/MIGO

•Fewer errors with information transferred automatically from XML

Country Version Brazil


NFe Communication

Management

Status Monitoring

and Updates

Automated contingency

(SCAN)

Inbound NF-e’s

Outbound NF-e’s

Digital Signature and Validation

Batch Creation

Key features Automated triggering of back-end transactions ABAP Digital signature service

“

PO Assignment Invoice Simulation Vendor Notification

Inbound Delivery Creation

DANFE Receipt Quantity Validation

Trigger of Goods Receipt

and Invoice Creation

Digital Signature Check

Authorization

Validation

SAP’s Electronic Invoicing for Brazil (NF-e) - Automation and Compliance of Nota Fiscal Eletronica Processes

Automated handling of inbound NF-e’s Notification to Vendors electronically

Compliance with NFe regulations Automated issuance and management of outbound NF-e’s

We issue 15,000 to 16,000 invoices per month, reaching a peak of 500 to 1,000 per hour. All of them must be validated by SAP Business Objects Electronic Invoicing, which responds perfectly to the demand Marcos Mazarin

IT Manager Merck SA


“Outbound” Nota Fiscal Eletronica – Tied To Sales Process at a Company, Versions 1.0 and 10.0 of NF-e

Sales Order

Billing Document SEFAZ

Nota Fiscal Eletronica Nota Fiscal

DANFE

Shipment

Company’s Localized ERP GRC NFe

XML

Government Systems

SCAN

Create XML

Digital Signature

Create Batches

Authorize, Reject, Deny NF-e Status from Government

NF-e Status To ERP

Government System Status to ERP


“Inbound” Automation Nota Fiscal Eletronica – Tied To Purchasing Process at a Company, Version 10.0 of NF-e

Purchase Order

G/R

SEFAZ


Invoice

DANFE

Company’s Localized ERP

GRC NFe

Government Systems

Supplier

XML

Sales Order

Nota Fiscal

Billing Document


Nota Fiscal

Check Authorization

Assign PO Simulate Invoice Create Inbound Delivery

Trigger Goods Receipt

Trigger Invoice Creation

Check for XML Enter and Check Received Quantities

Check Digital Signature

Inbound Delivery

PO Data



Highlight What it Does

Automation of Inbound Processing

Automate the handling of inbound NFe’s for Normal Purchases and Stock Transfer Orders

Flexibly determine whether to automate or process steps manually Trigger supporting back-end transactions

Vendor Notification Notify vendors electronically regarding status of their NFe messages Both acceptance and rejection messages possible

“Lean” Inbound Freight Invoice (CT-e) Management

Receive and validate inbound electronic freight invoices

Automated Switch to SCAN for Contingency System checks for status of both SEFAZ and SCAN systems Trigger creation of invoices using SCAN automatically when SEFAZ

system not available

Inbound NF-e Dashboard • Simplified visibility to summarized information for inbound NF-e’s

DANFE pdf Create a pdf version of a DANFE for greater ease in comparing information

ABAP Digital Signature Service Use ABAP Digital Signature Service instead of Java Service Now a synchronous call of the NetWeaver SSF Service

Highlights in Nota Fiscal Eletronica 10.0


NF-e 10.0 System Landscape

Delivered with SAP Electronic Invoicing for Brazil (NFe)

Country Version Brazil


Leading Companies Implement SAP NF-e


SAP BusinessObjects Electronic Invoicing for Brazil NF-e Roadmap

Focused on company selling goods (referred to as Outbound)

Manage communication with government of invoices (NF-e) in XML format

Technical validation and digital signature of each message

Governance of communication processes and statusing

Enable processing when government systems unavailable (contingency)

B2B integration w/ business partners to send/receive XML’s

NFe 1.0 Focused on company buying goods (referred to as Incoming)

Check and validate NF-e’s from suppliers

Automation of manually intensive processes:

Compare XML data to purchase order

Creation of inbound delivery

GR and IR Coverage for normal

purchases, stock transfer orders, sub-contracting, future deliveries, returnable packaging, and inbound freight invoices (CT-e)

Change Letters (CC-e) as first phase of new event requirements

SCAN enhancements

NFe 10.0

Support legal changes enacted by Brazilian government since release of 1.0, incl. layout 2.0

SCAN Resource intensive

and high priority

NFe Legal Changes and

Updates

Outbound CT-e Services electronic

invoices Import/export NF-e’s Additional events Enhanced B2B

scenarios Others TBD On-going legal

changes

Future (2012 and beyond)

4/2008

12/2010 and 11/2011 2012+

Important Note: 2011 and 2012+ are for planned, and/or future releases. Everything described is just a plan, not a commitment, and is therefore subject to change or removal at SAP’s discretion.

SAP and Politec


Founded in 1970/ 40 + Years in Business

Leading “Nearshore” SAP & IT Services Provider

Part of the Indra Group of Companies

Revenues: US$300M (2010)

Politec/Indra expanded global capabilities

31,000 employees globally Presence in 110 countries

Global SAP Services Partner Centers of Excellence across Americas, EMEA, and APAC


Politec SAP Overview

Politec is a Gold SAP Service & Channel Partner (Latin America, USA + EMEA)

Politec is a complete end>end SAP service provider

Established Exclusive “Go To Market” partnership with SAP for NF-e Sales Support and Best Practices implementation approach

First CMMI-Level 3 certified ABAP/NetWeaver software factory in Latin America (2006)

1st SAP-Certified Provider of Application Management Services

Invitation to participate in SAP Eco-Hub program for success with NF-e campaign

Politec is development Partner of SAP involved in important initiatives such as NF-e and Payroll localization for Brazil


Collection and Reporting of Duties and Taxes Across the Supply Chain in Brazil

Challenge: Every Day is Tax Day Over 17 taxes that must be paid to the Federal, State and Municipal authorities; Tax is due on 14 different days of the month

Challenge: Constant Changes to Laws There are over 5,000 tax laws. The production tax (IPI) alone has 14,357 different applications and was modified 216 times in 2007 and 85 times YTD

Exame, Um Mergulho no Labirinto Tributario, 10/09/08

Challenge: Tax and Accounting Reports In 2007 a company printed 426 tax and accounting books containing 500 pages each (213,000 pages).. Books are stored for five years for tax auditors

Challenge: Duplicate Information Tax authorities from each State (27) mandate annual reports consisting of the same data that is reported on a monthly basis for goods movement (ICMS)


Brazil Localization Focus Areas

Organizational Structures Master Data Brazil Taxes

Financials

•CNPJ •CPF •State Inscription •Municipal Inscription •Tax Classification •Type of Business •NCM •Origin •Usage •Type of Material

•Financial Accounting: •Specific accounts (e.g. for Brazilian Taxes) •Gross revenue posting

•Asset Accounting •Specific chart of depreciation •Tax incentive on investment in assets (CIAP)

•Costing and valuation •Trading goods to be valuated at moving average price •Manufacturing and importation require period based actual costing

Legal Books •IN68 / IN86 (Master data, document files, and tables) •DIRF (Withholding tax report) •CIAP (ICMS credit on fixed assets) •Livro Diário, Livro Razão (Journal, list of accounts) •Accounting SPED •Fiscal SPED •PIS/COFINS SPED •* Most can be covered by standard SAP

•IPI – Federal Tax on Industrialized Products •ICMS – State Tax on Goods Movements •Substituição Tributária – Tax Substitution •ISS – Municipal Service Tax •PIS, COFINS, CSLL – Social Contributions •IRRF, INSS – Withholding Taxes


Project Methodology – Global ASAP


Critical Success Factors

• Select an experienced partner that has proven global delivery capabilities. Make sure the partner is able to support your Brazil localization requirements • Ensure your local resources have the bandwidth, especially in the Finance/Tax department. They will assist in the design, validation and testing of the solution. • Early participation of local SAP GRC PI expertise is needed to enable messaging with the Brazilian tax authorities (SEFAZ) • Invest in Project Management. Significant coordination with global COE’s has to occur from BOTH a technical and functional perspective • Do not underestimate complexity of installing technical environment such as installing the Brazil CATT (BASIS activity) and configuring GRC PI Server •Certification of the transaction by local agencies tends to take time (GRC PI is messaging with SEFAZ correctly)


Lessons Learned

Try and standardize global business processes (Global Template approach) to

Brazil as much as possible and focus on uniqueness of localization

Utilize SAP’s native solution for NFe instead of 3rd Party- SAP NFe allows for

tighter integration between SAP components going forward

Invest in a Discovery Session to determine infrastructure, resources, business

and data requirements for the project.

Master Data Quality – Customers, Vendor and Material. The government will

recalculate taxes and penalties can be assessed if not correct

Develop a contingency plan if any communication issues with the government

arise. This is not only a go-live requirement, but a necessity for any time after

the implementation.

Both Parties should have a good understanding of the respective challenges

Thank You! Contact information: Linda McKee Senior Director, Solution Management, SAP [email protected] Gregory Ertel Director, Marketing, SAP [email protected] Anil Mahendra Vice President of Sales, Politec [email protected]

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