NAV Invoice Online SAP Plugin. User Manual SYSTEMFOX CONSULTING KFT Version:

Transcription

1 NAV Invoice Online SAP Plugin User Manual SYSTEMFOX CONSULTING KFT Version:

2 Contents Preamble... 3 SAP NAV Online Invoice Plugin... 3 Legal Background... 3 The Dashboard (Cockpit)... 3 Opening the Cockpit... 4 Usage of Cockpit... 5 The Operation of Software... 7 Automatic Operation of Software... 7 Manual Operation of Software... 8 Manual Only Functions of Software... 8 Invoice Data FI Module View... 9 Invoice Data SD Module View Messages Data About Communication with NAV Important Notice Detailed Process Description Invoice Statuses Functions and Processes of Software FAQ How can I check whether the Software submitted the invoice data? How can I prove that I submitted a certain invoice data? What shall I do if I can t see an invoice in Invoice Queue? Why NAV doesn t receives my invoices at the moment? Further Help Appendix A page

3 Preamble SAP NAV Online Invoice Plugin The SAP NAV Online Invoice Plugin (Software) was developed by SystemFox Consulting Kft. Its primary purpose is that the customers using SAP system can automatically submit invoices above a set VAT content to Hungarian Tax Authority (NAV) and they have up to date information about the status of sent invoices. The customers shall fulfill the requirements of NAV from July 1, That is to say that they can submit their issued invoices from their SAP system to NAV: automatically, immediately electronically The Software works automatically; it sends an message in case of error or malfunction to the designated users however requires user control. Users can check the operation of Software with the dashboard (Cockpit). The Cockpit is appropriate for interfering with automatic billing processes if necessary (e.g. NAV error, unapproved invoice...) and for performing the generally automatic processes manually as well. Legal Background As of July 1, 2018, it is obligatory to provide data of the invoices containing charged value added tax at least of 100,000 HUF, issued of the transactions between domestic VAT taxpayers. As of July 1, 2018, the data disclosure regarding the data of the invoices issued (and documents to be regarded as equivalent to invoice) shall be fulfilled after the issuance, within a short period of time, by electronic means. In case of invoicing with the use of billing/accounting software the invoice data shall be transmitted to the NAV without human intervention, via the public internet, immediately after the preparation of the invoice. Further information: The Dashboard (Cockpit) During the automatic operation of the Software, the user receives messages corresponding to the system settings and the Cockpit enables you to check the invoice (billing document) submission status and events. You can also manually interfere with the invoice submission processes in the Cockpit if necessary. 3. page

4 Opening the Cockpit You can open the Cockpit with the /SFCL/NAV_COCKPIT SAP transaction ábra Start Cockpit 2. ábra Cockpit first screen You can narrow the data content to be displayed in the Cockpit using the selection screen. You can step forward from selection screen to the main page of Cockpit with icon where you will have a detailed overview of invoice submission process. 1 You shall type /n/sfcl/nav_cockpit in Command Bar to start Cockpit. 4. page

5 Usage of Cockpit 3. ábra Cockpit main screen The invoices issued in SAP are automatically placed in the invoice list (Invoice Queue) and their data can be viewed at the Cockpit main page after it. All invoices of reporting companies are registered in the Invoice Queue, regardless of whether they are required to submit to NAV based on the account's VAT content. This allows the user to verify that all invoices are included in the Invoice Queue on the basis of continuous serial numbering. You can check: The reference numbers of invoices 1. SAP Company Code, 2. Official invoice number on issued invoice, 3. Number of referenced invoice, 4. Tax Group, 5. SAP FI document number, 6. Fiscal Year, 7. SAP SD document number, 8. SAP source module of processed document 4. ábra 5. page

6 The actual state of invoices (invoice status sign, status code, status description) 5. ábra The NAV transaction ID received at invoice upload and line number of invoice in the current submission process (it is possible to wrap more invoices in one submission process which is linked to one Transaction ID), 6. ábra Invoice data 1. Customer ID 2. Name of customer 3. Invoice issue date 4. VAT registration number of invoice issuer 5. VAT registration number of customer 6. Invoice amount in invoicing currency 7. VAT amount in invoicing currency 8. invoicing currency 9. VAT amount in reporting currency 10. Reporting currency 6. page

7 7. ábra Other information 1. User s username who created the invoice 2. Accounting date of invoice 3. Accounting time of invoice 4. Invoice operation 5. Invoice operation description 6. Exchange rate of invoice currency and reporting currency 7. Last time when invoice status was modified in Invoice Queue 8. Last date of invoice status in Invoice Queue 9. User s username who modified the invoice status in Invoice Queue last time 8. ábra The information shown on the Cockpit serves to better identify of individual invoices. The Software submit data to NAV in XML format. The Operation of Software This chapter helps you to understand the operation of Software quickly. More detailed explanation is given in the section. We've already mentioned that the software is running automatically, but - some automatic functions can be performed manually and - there are manual functions for understanding and debugging purposes. Automatic Operation of Software 1. After issuing the invoice, the Software collects data to be uploaded to NAV from the appropriate SAP tables. (Collector/Mapper function) 2. Summarize them in NAV XML (NAV specification) format. (Collector/Mapper function) 3. Register the collected data in the Invoice Queue. (Collector/Mapper function) 4. Examine whether they should be sent to the NAV based on its a. VAT content, b. predecessors and c. customer s VAT number. 7. page

8 (Evaluate function) 5. Encrypts the invoice data for submission. 6. Submit encrypted data to NAV Online Invoice System. (Submit function) 7. Checks whether the submitted invoices have been accepted by the NAV. This is a synchronous process, since instant feedback is given by NAV. (Submit function) 8. It checks later that NAV has accepted the submitted invoices after processing and checking. This is an asynchronous process, since NAV does not undertake a deadline for processing and accepting invoices. The NAV customer is obliged to check the acceptance of the invoices. The statutory obligation of the NAV customer is fulfilled if the invoice is not only submitted but accepted as well. (Get Status function) 9. The Software monitors the above steps continuously, warns the user in case of error, and if the error requires intervention it will notify the persons set in the Cockpit by . Manual Operation of Software The below detailed functions are automatic but the user can execute those manually with function buttons of Cockpit. You can see the function button next to the description. A. Evaluate function: 4. point of previous chapter. You can start with button. B. Submit function: 6-7. point of previous chapter. You can start with button. C. Get Status function: 8. point of previous chapter. You can start with button. Manual Only Functions of Software These functions are for process control and error correction. You can initiate these functions with the function buttons on the Cockpit. Automatic processes running in the background may block the startup of manual functions. A. You can see the NAV XML data by pressing the button. The XML data generated by the Software from data in SAP tables. 8. page

9 B. Invoice related messages can be checked by clicking the button. See the Messages chapter for details. C. Update the Invoice Queue data in the cockpit with button. You shall update the invoice queue e.g. in case an automatic process has changed the status of the invoice and this do not appear in the Invoice Queue. D. You can manually reprocess a partially processed invoice by pressing the button after selecting an account. E. To verify the NAV communication related to an invoice press the button. See details in Data About Communication with NAV chapter. F. If you would like to modify any data of an invoice already submitted and accepted by NAV (in case the issued invoice is correct but wrong data was submitted to NAV), the technical annulment of previous data can be initiated with the button 2. You have to perform the technical annulment manually on the web page of NAV too (login choosing the invoice issuer company (red button) declarations Data disclosure annulment). You can submit the corrected invoice data to NAV if you have done the technical annulment on NAV web page and in Software as well. G. You can submit an invoice data with button if the Evaluation function considered it not reportable, but you would like to report it anyway. H. You can submit invoices manually to NAV in case of technical error on the web page of NAV. You can mark the manually submitted invoices with reported to NAV) button. (Status: 85 Manually Invoice Data FI Module View You can open the FI document of each invoice on the Cockpit. Double-click the number of FI Document (DocumentNo) to display detailed information. (Transaction FB03). 2 Use only in case of software error. 9. page

10 9. ábra Invoice Data SD Module View You can open the SD document of each invoice on the Cockpit. Double-click the number of SD Document (Billing Doc.) to display detailed information. (Transaction VF03). 10. ábra 10. page

11 11. ábra Messages Messages help you with keeping track of invoice processing steps and errors. Select an invoice on Cockpit and press Messages button to view the messages related to the invoice. 12. ábra In the window that opens, click on a message to see more details that help you track your invoice processing and submission process. The Software can forward the most important messages by or by system messages. The administrator can customize who and when shall be notified. 11. page

12 13. ábra Data About Communication with NAV If you select an invoice and press the Communication button, you will see detailed information about the communication with NAV concerning the selected invoice. 14. ábra You can see this information: 1. Method Type Text: Type of NAV communication (Blue clouds on flow chart in Appendix A ). It can be: a. Token Exchange (token request and sending for identification and encryption) b. Manage Invoice (submission of invoice) c. Query Invoice Status (checking the status of submitted invoice) 2. RequestID: Communication event ID of the Software 3. Status of processing the communication request. It can be: a. C: Created b. R: Running c. P: Processed d. X: Cancelled 12. page

13 4. CoCd: Company code. 5. Request_ID: SAP request ID. 6. Method Type: same as Method Type Text short form 7. Annulment: X if the purpose of event is annulment (correction an invoice accepted by NAV) 8. Request and response time and dates 15. ábra 9. RequestID: Reference to previous communication event. 10. HTTPStaus: Last status in HTTP communication 11. Transaction ID: NAV transaction ID. It is an important ID because it identifies the submission process at NAV. 12. NAV User name: Registered user s user name who carried out the communication event at NAV. 13. DateTime NAV: This is the timestamp from NAV. 14. Func Code and Error code: Error messages. 15. ID: The XML data (subject of communication) 1. sent and 2. verified. Click the field to view the data. 16. Invoice NO: Invoice number. 16. ábra Important Notice It is the responsibility of the Software user that he/she checks the correct submission of the invoices, the NAV reception, acceptance and the error-free operation of the Software regularly (daily)! The user shall use the NAV Online invoice web site (e.g. correction of submitted invoice data, brake down of NAV server). For more information about accessing the NAV system manually and about accessing it with the Software, please visit: Detailed Process Description You can find the flowchart describing the operation of the Software in Annex A. You can see parts of it in this chapter. 13. page

14 Invoice Statuses The Software identifies the status of the invoices with Status Codes. Before the Status Code of invoice changes, the Software verifies whether the next status exists in this Status Table 3 : 17. ábra - Status codes 3 Status table: Cockpit -> Environment (SAP menü) -> Settings -> Invoice Status 14. page

15 If yes, than checks in Status Changes whether the planned status change in Status Changes Table 4 is permitted: 18. ábra Permitted status changes Functions and Processes of Software 1. The process starts in SAP as usual with issuing an invoice (Status code 00 v., ie empty). The Software recognizes the issued invoice, the Collector/Mapper function transforms its data (read from relevant SAP tables) into NAV XML format 5 and adds it to the Invoice Queue 6. Collector/Mapper function changes the Status Code of invoice as follows: Registered: Successful processing Registration Error: Processing error at converting the SAP data to NAV XML format. 4 SAP table: /SFCL/STATUS_MAT 5 Details about NAV XML format: 6 SAP table: /SFCL/INVOICEQ 15. page

16 19. ábra Flowchart part In the next step, the Evaluation function of Software decides whether it has to submit the invoice to NAV. The decision is based on whether 2.1. the customer has a Hungarian VAT number (checks the format of registered VAT numbers), 2.2. has the invoice predecessors uploaded to NAV (invoice modifications and invoices cancellations), 2.3. the VAT content of invoices is above the set limit 7 (default value: 100,000 HUF). Evaluation function changes the Status Code of invoice as follows: 20 Reportable: has to be submitted to NAV 90 Not Relevant for Reporting (Non Reportable): It is not necessary to submit the invoice to NAV. No other action required. 15 Evaluation Error: Processing error at checking the submitting conditions. 20. ábra - Flowchart part 2. 7 SAP table: /SFCL/CS01V, SAP, Data Element: RVARI_VNAM 16. page

17 3. The Post function forwards the invoices to submit (20 Reportable) and the invoices not submitted due to communication error (25 - Communication Error) to Proxy Manage Invoice function. The Post function changes the Status Code of invoice as follows: 30 Posting: Ready for submission to NAV 21. ábra - Flowchart part The purpose of Proxy Manage Invoice function is submitting the invoices, which are ready for submission (30 - Posting) to NAV. First, it calls the Proxy Token Exchange function, which gets the token necessary for communication encryption. The NAV server provides the token (NAV TOKENEXCHANGE standard NAV request). The Proxy Token Exchange function submits the invoice (actually the XML data of invoice) to NAV (NAV MANAGEINVOICE synchronous standard NAV request) with the help of the NAV user data (user name and password) stored in Software. Proxy Manage Invoice function changes the Status Code of invoice as follows: 50 Reported to NAV: Submitted to NAV. 17. page

18 25 Communication error: Submission was cancelled due to communication error. It means that the Post function will forward the invoice to Proxy Manage Invoice function again for further submission trials. 22. ábra - Flowchart part The Invoice GetStatus function initiate the checking status of (i) invoices submitted to NAV (50 - Reported to NAV) and (ii) invoices submitted without notification of acceptance (55 - Status Query Technical Error) and the Proxy GetStatus function performs it. This function executes the communication with NAV server (NAV GETSTATUS standard NAV call). NAV verifies the submitted data continuously, but not immediately. NAV does not take any deadline for verification thus the Software is continuously tries to query the status of the accounts at NAV. Proxy GetStatus function changes the Status Code of invoice as follows: 80 Confirmed by NAV: NAV accepted the invoice, no further action required. 60 NAV Aborted due to Errors (in content): NAV rejected the in invoice due to its content. The invoice shall be corrected. 18. page

19 23. ábra - Flowchart part If the Software or NAV found an error in the content of invoice, you shall correct it: 05 - Registration Error: Processing error at converting the SAP data to NAV XML format. 15 Evaluation Error: Processing error at checking the VAT content of invoice. 60 NAV Aborted due to Errors (in content): NAV rejected the invoice due to its content If you was able to correct the invoice in SAP you shall send it for re-processing with Reregistration manual function detailed at Manual Operation of Software chapter. The Reregistration function modifies the status code of invoice to: 00 Registered: invoice waiting for processing If you cannot correct the invoice content in SAP or it isn t possible at all contact your system administrator immediately! 6.2. If the Software considers an invoice non reportable and it doesn t submit it automatically however you still would like to submit it, you can do it with the Report Anyway button (details in Manual Only Functions of Software chapter) on Cockpit. This action modifies the status code of invoice to: 20 Reportable: has to be submitted to NAV 15 Evaluation Error: Processing error at checking the submitting conditions. 19. page

20 6.3. If you cannot submit an invoice automatically you shall submit it manually on the web page of NAV. You can mark the manually submitted invoice with Manually Reported button which is described in Manual Only Functions of Software chapter. The status of manually reported invoices: 85 Manually reported to NAV 6.4. It can happen that you would like to correct such invoice data what was submitted and accepted by NAV. You can perform it with Technical Annulment manual function what is described at Manual Only Functions of Software chapter. The status of manually reported invoices: 31 Annulment started FAQ How can I check whether the Software submitted the invoice data? A Cockpit -> Invoice Queue -> Status Text coumn -> Invoice status is Comfirmed by NAV. Status code of submitted invoice: 80 Confiremd by NAV. Press button if you see a different status than expected. If you still do not see the desired status, 1. check the NAV communication concerning the invoice data as it is described in Data About Communication with NAV chapter, and 2. check the messages related to the processing of invoice data as it is described in Messages chapter. 3. Check on the NAV web page if NAV received the invoice data. You can find the relevant invoice data based on the NAV Transaction ID what you can find in Invoice Queue on Cockpit. How can I prove that I submitted a certain invoice data? NAV identifies the submitted data with Transaction ID. Information about Query Invoice Status communication (referenced with Transaction ID) proves that the invoice data was submitted. You can find this information and even the XML data of invoice with the support of Data About Communication with NAV chapter. You can see the list of submitted invoices on the NAV web page as well. What shall I do if I can t see an invoice in Invoice Queue? Refresh and check the Invoice Queue in Cockpit again. The invoices will not be deleted from invoice Queue. Check in SAP FI and SD modules if the invoice was created too. If the invoice exists in SAP but you still do not see it in Cockpit Invoice Queue, it means that the Collector / Mapper function haven t found (registered) the invoice. In such case ask for the system administrator s support immediately. Why NAV doesn t receives my invoices at the moment? Please check it on web page. You can see service of NAV serves is working. If NAV server services are online and have only a reasonable delay, please contact your system administrator. 20. page

21 Further Help If you need further help please: 1. Open a new ticket on the web page: support.systemfox.com OR 2. write an to support@systemfox.com. 21. page

22 Appendix A Flow chart about the operation of Software. Appendix A