SAP Document and Reporting Compliance

1. Automated processes: SAP Document & Reporting Compliance helps automate regulatory compliance processes, reducing manual labor and increasing accuracy.

2. Integrated solution: It is seamlessly integrated into the SAP ERP system (SAP ECC and S/4HANA), providing a consistent and reliable data source for all compliance reports. This facilitates the creation, management and transmission of reports.

3. Compliance with international regulations: The solution helps companies comply with international regulatory requirements, including tax reporting, accounting and electronic invoicing (e.g. SAF-T, e-invoicing).

4. Updates and maintenance: SAP provides regular updates to adapt the solution to changing legal conditions and requirements.

Sending an e-invoice with SAP Document and Reporting Compliance involves several steps to ensure that the invoice complies with legal requirements and is sent correctly to the recipient.

1. Integration and configuration:

   • Ensure that your SAP system (e.g. SAP S/4HANA or SAP ERP) is correctly integrated with the SAP Document and Reporting Compliance solution.
   • Configure the solution according to the specific legal requirements of the country in which you operate.

2. Preparation of the invoice:

   • Create the invoice based on the data transferred from the relevant modules (e.g. FI, SD). The invoice creation process remains largely the same, but additional fields and requirements may need to be fulfilled.

3. Invoice validation:

   • Use the validation functions of SAP Document and Reporting Compliance to ensure that all required data is correct and complete. This can include special requirements such as electronic signatures, specific data formats (e.g. XML) and standard sets used (e.g. UBL, EDIFACT).

4. Transformation and formatting:

   • The invoice must be transformed into the format required for electronic transmission. This is done automatically by the SAP Document and Reporting Compliance solution.
   • The format of the e-invoice may vary depending on the target country and the regulations applicable there (e.g. XRechnung in Germany, FatturaPA in Italy).

5. Signature and authentication:

   • If required, the system signs the invoice electronically and adds authentication features to ensure the integrity and authenticity of the invoice.

6. Transmission of the invoice:

   • The invoice is sent to the target systems via the designated transmission channels. These could include various e-invoicing platforms, government portals or direct connections to customers.
   • Typical transmission methods can be AS2, PEPPOL, web services or special portals.

7. Confirmation and logging:

   • Once sent, the solution monitors the transmission status of the invoice and logs all transactions.
   • Any confirmations of receipt or error reports are processed and made available to the user.

8. Archiving and storage:

   • The e-bill is archived in the system in accordance with legal regulations and company guidelines.

The basis of SAP DRC is the eDocument Framework in SAP ECC or S/4HANA, which provides functionalities for the creation and processing of electronic documents and for reporting.

For example, SAP DRC includes

• Real-time invoicing (e.g. SDI in Italy with the special FatturaPA data format or ZRE in Germany with the special X-Rechnung data format)
• VAT declarations (SII in Spain)
• Transport declarations (EKAER in Hungary)

The eDocument Framework converts the required transaction data into predefined formats such as XML and transmits this data to the local tax authorities, for example.

Depending on the scenario, either the SAP Integration Suite or the Cloud Edition as Software-as-a-Service (SaaS) is used for transmission.

1. Preparations and configuration:

   • Ensure that your SAP system (e.g. SAP S/4HANA or SAP ERP) is correctly integrated with the SAP Document & Reporting Compliance solution.
   • Configure the system according to the specific legal regulations and requirements of your country as well as the preferred formats and transmission methods of your suppliers.

2. Receipt of the e-invoice:

   • The e-invoice is received through the transmission channels used by your supplier. These channels could be AS2, PEPPOL, web services or special portals.
   • The SAP system receives the e-invoice in the agreed electronic format (e.g. XML, UBL, EDIFACT).

3. Validation and verification:

   • The received e-invoice is validated by the system to ensure that it complies with legal and company-specific requirements.
   • Checks include the validity of the electronic signature, the integrity of the data and compliance with the specific format regulations.

4. Transformation for SAP:

   • The system transforms the electronic data into a structured format that is understood by the SAP modules (e.g. FI, MM).

5. Integration in OpenText Vendor Invoice  Management workflow and approval process:

   • In OpenText Vendor Invoice  Management, the invoice goes through approved workflow and release processes in the company. This can be automated or require manual steps, depending on internal policies and compliance requirements.
   • Deviations or issues are identified through these workflows and routed to the appropriate people for review.

6. Posting and archiving:

   • After successful validation and approval in OpenText Vendor Invoice  Management, the e-invoice is posted to the system.
   • The electronic invoice is archived in accordance with legal and internal company retention guidelines. SAP Document and Reporting Compliance supports audit-proof archiving.

7. Status monitoring and reporting:

   • The solution offers functions for monitoring the status of received invoices as well as reporting options to make the entire process transparent and traceable.
   • In the event of problems or exceptions, notifications are generated to inform the relevant personnel and initiate the necessary corrective measures.