Latin America & Caribbean

Invoicing for Mexico

Invoicing in Mexico provides an electronic invoicing solution that includes receiving, validating, transforming, and transmitting tax invoices to buying organizations through SAP Business Network.

The tax authority of Mexico, known as Servicio de Administracion Tributaria (SAT) mandates companies to use the SAT-authorized electronic invoicing process for all domestic commercial transactions. SAT also mandates the use of a defined XML invoice format known as Comprobante Fiscal Digital por Internet (CFDI) as the only acceptable invoice document format. With the SAT-authorized electronic invoicing process in Mexico, suppliers in Mexico must have an accredited e-invoicing solution provider to create and generate invoices and an organization that facilitates providing authorized digital signatures required for the invoices. These organizations are called Proveedor Autorizado de Certificación (PACs).

In the first step of the CFDI upload process, SAP Business Network checks for errors in the CFDI document. If no errors are found during the validation, you can proceed to the next step. However, if the CFDI document validation fails, you must correct the errors and upload the document again.

The process to upload and send CFDI invoices consists of 4 easy steps:

1. Legal Validations
   
2. Update PDF
   
3. Enrich the Document
   
4. Send Documents
   
   To start the process, you need to load the XML (CFDI): 
5. On the SAP home page, identify the "..." button and select "External Document".
6. Select the document type "CFDI Invoice" from the drop-down menu, browse to select the XML you want to upload, and click Add to complete the CFDI XML upload.
7. Once the XML has been loaded, click Next for legal validations.

Step 1: Legal Validations

Basic validations are performed to ensure consistency.

For all the customers who have purchased the Mexico add-on, the current validation services will be guaranteed until the future model is fully implemented. All the contracts will be honored without any action required by the buyer.

Step 2: Update PDF

SAP Business Network generates and sends the payment receipt cXML document to the endpoint configured in the buyer's SAP Business Network account if they have enabled the rule Allow suppliers to send payment receipts for partially or fully paid invoices in Administration Configuration Default Transaction Rules. The PDF and the CFDI document are attached to the XML document.

You can upload your invoice PDF. Due to the legal validation transition for the Mexico Add-on, SAP Business Network will not be generating a PDF when a supplier uploads a CFDI document.

Step 3: Enrich the document

Users can enrich their CFDI invoices by adding or editing business document references.

• There are several options available at the header level
• The document is transformed into cXML including the entered references.
• The CFDI can be loaded with references in the Addenda segment

 Step 4: Submit the document

On this page, you can perform a final review of your inputs and submit your documents.

Business validations: After the documents are submitted, they are validated against the set of business rules configured by the corresponding buyer. Suppliers can see the final status in their Outbox on SAP Business Network.
A message will appear saying: Document submitted successfully for business validations. See the results in the output folder.

Check Invoice Status

By clicking on the tab Invoices or by using the Workbench, you can review the status of invoices and identify if the invoice was Approved or Rejected.

If the invoice was rejected, click on the invoice number to view the invoice details and the reason for the rejection.

Payment Complement

1. Select Document  (Payment Complement)

a) On the SAP home page, identify the "Documents" button and select "External Document".
b) Select the document type “Electronic Payment Receipt” from the drop-down menu, find and select the CFDI you want to upload, and click Add to complete the CFDI upload.
c) Once the CFDI has loaded, click Next for legal checks.

2. Legal Validations

• The Legal Validations tab is displayed. If the uploaded payment receipt does not contain any errors, you will receive a response from SAP Ariba's accredited partner (for example, EDICOM) that the uploaded document was validated and that no errors were found. However, if the CFDI payment receipt document validation fails, you must correct the errors and upload the document again.

3. Update PDF

Optionally, users can upload their PDF. Otherwise, the system automatically creates a generic representation according to the local layout.

4. Send Documents

Review the information about the Payment Add-on and click Submit.
A message will appear saying: Document sent successfully.

The document will be sent to the email address of the customer's repository.

 

Brazilian Invoice Appendix

The following guidelines are used for invoicing materials in Brazil, for some buyers.

Tax Invoicing Brazil

Remember to check with your buyer beforehand if this feature is valid for their process.

How to send your material invoice:
Send the XML of your invoice to invoicereceiver-
prod@ansmtp.ariba.com

You only need to attach the XML file of your invoice.
Do not write anything in the body of the email, as only the attachment will be integrated into the customer's system.

SAP Business Network supports suppliers and customers to use CTE version 4.00. The PDF generated for it contains a QR code that displays the original invoice. Also continues supporting CTe version 3.00

Check invoice status on SAP Business Network

• Access the SAP Business Network portal (supplier.ariba.com) with your login and password.
• Click Invoices > Invoices.
• Click the invoice number to view more details.
• Click on the history tab to have visibility of the comments. If your invoice is rejected, the buyer can include rejection information in this field.

 

Chilean Invoice Appendix

The following Invoice guidelines are required for invoicing in Chile, in addition to the buyer-specific Invoice guidelines.

Invoice Creation

Sellers can create proforma invoices from POs or non-POs through the UI or cXML, using the standard SAP process.

 New fields added for Chilean invoicing:

 • RUT (Rol Único Tributario): the Chilean taxpayer ID equivalent to VAT.
 • Resolution date: the tax authority provides this information after authorizing the issue of electronic invoices in Chile.
 • Resolution number: the tax authority provides this information after authorizing the issuance of electronic invoices.
 • Economic activity code (GIRO): this is related to the economic activity of the customer. For an official list of economic activity codes and their descriptions, see: http://www.sii.cl/catastro/codigos.htm
 • Description of economic activity: this is related to the economic activity of the customer. For an official list of economic activity codes and their descriptions, see: http://www.sii.cl/catastro/codigos.htm

When an account administrator or user with Marketing Profile privilege logs in to SBN, a screen will appear with the list of economic activity codes and descriptions. and it can be changed at a later stage from the Marketing Profile section

Notes: Make sure to complete all mandatory fields required by the customer (highlighted with an asterisk [*]). SAP Business Network allows suppliers to continue with the invoice creation process only if the invoice creation process passes the data validation. Otherwise, the invoice is rejected and suppliers are prompted to reissue it with the required fields filled out.

Electronic Tax Document (DTE) Receipt and Human Readable PDF

Suppliers can obtain legal DTE and human-readable PDFs as attachments in SAP Business Network.

Invoice History & Error Handling 

• Relevant events in the invoice process can be viewed in the Invoice History tab.
• When an invoice is rejected, error details can be viewed in the Invoice History tab.