SAP ERP - Invoiceware International

INVOICEWARE INTERNATIONAL
Global Compliance - Simplified
Latin America E-Invoicing & Reporting Compliance
For SAP ERP Global Templates
Agenda
 Invoiceware Introductions
 The Business Impact of Latin America Compliance
 IT Costs out of Control
 Operational Shut Downs
 Financial Penalties
 2015 – Key Mandates Across Latin America
 Ecuador
 Uruguay
 Peru
Confidential
INVOICEWARE INTERNATIONAL © 2015
Why Leading Organizations Choose
Invoiceware International
Regional Latin America Platform
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One Platform, multiple countries – Brazil, Mexico,
Argentina, Chile, Ecuador
Uruguay, Peru & Colombia
Lower IT Costs - Today & In Future
•
•
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Eliminate SAP ERP Configuration & Support issues
Enterprise end-to-end support in English, Portuguese,
and Spanish
Fixed, Predictable Cost Today & Through Changes
Eliminate Operational Issues
•
•
Increase employee productivity by 25% with a single
SAP monitor for end users
Built-in business process automation to eliminate
manual data entry tasks and shut downs
Avoiding Audit Issues & Financial Penalties
•
•
SAP ERP is the system of record, not 3rd parties
Fiscal reporting and transactional compliance from a
single solution
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INVOICEWARE INTERNATIONAL © 2015
The Problem for Multinationals
Constant Change meets Process Driven, Centralized SAP Maintenance
“One of the major problems with single instance is the inability to adapt the
applications to ever evolving business requirements and advances in
technologies in real time so that true business value is consistently delivered to
the local teams” - Gartner Group
Constantly Changing
Government Regulations
Consolidated
ERP System
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INVOICEWARE INTERNATIONAL © 2015
The Business Impact
IT, Operations, and Finance Affected Constantly
IT Costs Out of Control

CPG - $250K per year to maintain only Brazil Nota Fiscal
Chemical – 8 FTE focused on supporting business issues in Latin America
due to real-time business process
Pharma - $300K per year on interfaces, hardware, solution maintenance
across 4 countries and multi-system landscape
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Operations Shut Down & Delays
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CPG – shut down for 3 days in Brazil as NFe wouldn’t work
Manufacturer – Unable to invoice $5 million dollars at end of quarter
Supply Chain Penalty - $50K fine for shutting down the production line
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Finance Penalties – Local and FCPA for US Public Companies
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Mexico - $3,000 per event (i.e. transaction) plus denial of deductions
Brazil -75% to 150% of tax values - $50 Million dollar Chem business
fined $3 Million by SEFAZ for deduction issues (page 30 of 10K)
Foreign Corrupt Practices Act – SEC fines CPG company 4.2 Million of
Mexico invoices issues; High Tech company FCPA issues approach $108
Million
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INVOICEWARE INTERNATIONAL © 2015
The Business Impact – IT Costs
Current Architectures Cause Issues & Cost Overruns
Who do you Call?
•
Monitor #1
Monitor #2
Monitor #3-6
•
Multiple Solutions
Internal Support Staff
•
•
3
2
1
•
CUSTOMER
IDOC
Real Infrastructure Costs
• Multiple Vendors
4
SAP
ERP
Middleware
Integrate the
System
•
5
•
•
6
Different
Solutions for
Each Country
•
Who
Supports
INVOICEWARE INTERNATIONAL © 2015
Who
Supports
Confidential
Country E-Invoice
Country Record To Report
HR & Payroll Compliance
Hardware & Maintenance
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Who
Supports
SAP Functional Experts
Middleware – SAP PI
Third Party
Local Box PROD
Local Box QA/TEST
Synchronized across multi-Tier SAP
Landscape (DEV/QA/PROD)
The Business Impact – IT Costs
Implementing & Supporting Internally is Resource Intensive
FI-CO Functional Expert
.20 FTE per country to deal with
changes annually.
Middleware
Interfaces
.20 FTE across region
annually
MM Functional Expert
.20 FTE per country to
deal with changes
annually.
SD Functional
Expert
.20 FTE per country
to deal with
changes annually.
5-11 Full
Time
Equivalents
Subject Matter Expert
Compliance expert per
country – typically 1-2
FTE internally or System
Integrator
Financial Analyst & SAP
Support Teams
1-3 FTE time to review and
adjust issues between SAP
and 3rd party system.
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INVOICEWARE INTERNATIONAL © 2015
SAP Basis, Record To
Report & Project
Management
.25 to 2 FTE to day to day
issues & manage
upgrades
The Business Impact – IT Costs
Do you Have the Right Resources?
Invoiceware International
Invoiceware Resource Knowledge
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SAP ERP
Expertise
Local Country
Compliance
Functional SAP ERP experts in each
country in Latin America AND
Experts in Local Country compliance
Invoiceware Resource Language
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English with global support AND
Portuguese & Spanish in local time
zones
Invoiceware Economies of Scale
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INVOICEWARE INTERNATIONAL © 2015
Our only focus in Latin America
compliance AND
Learn and apply from over 200 SAP
enterprise customers – common
logistics issues, billing issues, cost
savings
Invoiceware International – Hybrid Cloud
Lower IT Costs – Today & In The Future
SAP ERP
Invoiceware
Latin America
Compliance App
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Single Monitor within SAP ERP
•
Multi-Country Support
•
Absorbs unique customizations &
configurations of customer
•
Single Source of Support End-toEnd
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Flexibility for SAP Upgrade Teams
•
Economies of Scale of resources
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Includes Change Management at a Fixed
& Predictable Cost
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Eliminate 3rd party systems each
country: AR, AP, Record To Report,
HR & Payroll Compliance
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INVOICEWARE INTERNATIONAL © 2015
Invoiceware International
Eliminate Operational Shut Downs & Financial Delays
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SAP Process Execution
Visualize entire end-to-end
process with government
from inside ERP
Manually switch or
automated time out values
Automatic reconciliation
with Contingency processes
Automated 3 Way match
(MIRO/MIGO/FB60)
Automated Contingency
Solution is set up for both
manual and automatic transition
in and out of contingency mode
 Level 1 - On Network
Contingency
 Level 2 – On Premise
Contingency
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INVOICEWARE INTERNATIONAL © 2015
Reporting Tables & Extracts
 All transactions referenced
back via linking attributes in
Invoiceware monitors to
ensure all transactions have
valid XML references
checked with the gov’t
servers
 Reporting checks as all data
extracts check for approved
Gov’t signing attributes
prior to extraction
Invoiceware – Tax Reporting Engine Internal to SAP ERP
Leverage Investment in SAP to Ensure Consistency between Operational & Fiscal Reports
Accounting (Monthly/Year-end)
Brazil SPED, Mexico eContabildad, Libros, et al
Operational (Real-Time)
Consistency
Deliverables
• Compliance Design: Work with Fiscal Managers to understand
Customer’s business model and assess which compliance reports
apply to their unique business situation.
• OSS Note Guidance: Provide list of SAP OSS notes that apply to
compliance design, assist with configuration as desired.
• Rapid Deployment Templates: Packaged BADI to flesh-out the
standard extract shell provided by baseline SAP OSS notes.
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INVOICEWARE INTERNATIONAL © 2015
Invoiceware International
Supply Chain Finance Program: Increase Free Cash Flow &
Lower Account Payables Operational Costs
Buyer
Accounts Payables
w/ Invoiceware Solution
1 - Supplier Sends Nota Fiscal
2 - Supplier Delivers Goods
3 – Buyer Validates
NFe as “Okay To Pay”
via PO, GR Match
FIDC
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INVOICEWARE INTERNATIONAL © 2015
Invoiceware
Supplier
Network
Invoiceware Solution Coverage
Regional Latin America Compliance Platform
Solutions
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Brazil
Nota Fiscal
SPED
eSocial
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Mexico
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Chile
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Documents & Reports
Peru
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eFactura multi-invoice types
Remitto - COTS
Uruguay
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DTE & Libros Reporting
Argentina
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CFDI & Nomina Electronica
eContabilidad
Documents & Reports
Ecuador
Colombia - 2015
Services
•
•
SAP 3 Way Match & Inbound Receiving
Supply Chain Finance Across Latin America
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INVOICEWARE INTERNATIONAL © 2015
Ecuador 2015
Documents Required:
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Invoices
Withholding receipts
Bill of lading (must be on truck for domestic sales)
Credit notes
Debit notes
General Requirements
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Accounts Receivables: When sending invoices to customers- these must
be approved by the SRI if invoice in greater than $4 USD. Must be on truck.
Accounts Payable: When receiving invoices from suppliers - it’s mandatory
that you validate the invoice via the SRI Web Portal.
Certification process: There is a testing phase and a production phase
Contingency: Will be used when the systems online are unavailable due to
updates and maintenance.
Storage: Documents must be stored for 7 years
Cancellations: The cancellation applies to Electronic Vouchers, Notas de
Crédito, Notas de Débito y Guías de Remisión
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INVOICEWARE INTERNATIONAL © 2015
Uruguay 2015
Documents Required:
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Invoices (B2B), Credit Notes, Debit Notes
e-Ticket (B2C)
Exportation
e-Ticket for expenditure of third parties
e-Remito, e-Resguardo (ASN optional on truck)
General Requirements
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Accounts Receivable: When sending invoices – These documents are sent
to the DGI and have to be approved by them with an Acuse de Recibo.
Account Payables: When receiving invoices – it is mandatory that you
check the validation of all of the comprobantes electronico with the DGI.
Certification Process: Postulacion, Certification, Resolution
Contingency: Mandatory for all documents
Storage: Depending of the type of document. It can be for 2 years or 5
years.
Cancellations: there are cancellations and applies to all documents.
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INVOICEWARE INTERNATIONAL © 2015
Peru 2015
Documents Required:
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Invoices, Credit notes, Debit Notes
Boleta de venta – For Final consumer
Guia de remission – must be on truck or Transportista if 3PL
General Requirements:

Accounts Receivables: When sending invoices to customer – These must
be sent to the SUNAT and approve with a CDR (Constancia de Recepcion).
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When transporting goods both the Factura or Boleta and Guia De Remision have
to be on truck and have to be approved by the SUNAT
Certification Process: (Proceso de Homologación) Testing and production
phase. The testing phase must be completed and passed within 25
calendar days counted from the day you file the application
Contingency: Used when the systems are down. You will send the SUNAT a
Daily summary of contingency (Resumen de contingencia).
Storage: Documents must be stored for 4 years and you must make
document available to client via the web portal for 1 year.
Cancellations: Communicaion de baja - You have up to 72 Hours after
receiving the CDR.
Confidential
INVOICEWARE INTERNATIONAL © 2015
Why Leading Organizations Choose
Invoiceware International
Regional Latin America Platform
•
One Platform, multiple countries – Brazil, Mexico,
Argentina, Chile, Ecuador, et al…
Lower IT Costs - Today & In Future
•
•
•
Eliminate SAP ERP Configuration & Support issues
Enterprise end-to-end support in English, Portuguese,
and Spanish
Fixed, Predictable Cost Today & Through Changes
Eliminate Operational Issues
•
•
Increase employee productivity by 25% with a single
SAP monitor for end users
Built-in business process automation to eliminate
manual data entry tasks and shut downs
Avoiding Audit Issues & Financial Penalties
•
•
SAP ERP is the system of record, not 3rd parties
Fiscal reporting and transactional compliance from a
single solution
Confidential
INVOICEWARE INTERNATIONAL © 2015