ESIDEL (European Steel Industry Data Exchange Language) Invoicing cycle. Version 1.0

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1 ESIDEL (European Steel Industry Data Exchange Language) Invoicing cycle Version 1.0 by EDIFER «XML Business Group» December 2003

2 Invoicing Cycle By EUROFER - EDIFER working group E-commerce and XML Creation date: 01 December 2003 Last update: Reference : ESIDEL (Invoicing cycle v1.0).doc Version: 1.0 1

3 Table of contents 1. Invoicing cycle definition Scope Processes 4 2. Business Process Definition Traditional or suppliers initiated Process definition Use case: Traditional or suppliers initiated process Activity diagram: Traditional or suppliers initiated process Business collaboration Traditional or suppliers initiated process Business transactions and authorized roles Traditional or suppliers initiated process Business Process Definition Self-billing Process definition Use case: Self-billing process Activity diagram: Self-billing process Business collaboration Self-billing process Business transactions and authorized roles Self-billing process 40 2

4 1. Invoicing cycle definition 1.1. Scope In the invoicing cycle it is foreseen to transmit between the supplier and the customer for the supply of goods and services, at a certain point in time the relevant information concerning the funds that are due for the goods that have been either ordered or received or consumed. This document describes the variants of invoicing in use by the European steel industry. Its considers the legal statement and to a certain extent, the corrections of a previously sent by using credit notes or debit notes. In detail the following functions are part of the invoicing cycle: - The treatment of the traditional or suppliers initiated - The treatment of the self-billing - The treatment of an inaccurate - The reconciliation of an inaccurate. The payment and remittance procedures are not part of the invoicing cycle, but are detailed in the payment cycle. To simplify the understanding the parties involved are limited to customer and supplier. In the total trade business each of the parties can have more than one role. For the invoicing cycle the customer can act as the customer, the consignee, the e and the ordering company. The supplier covers the roles of the seller, the sales agent or sales company, and payee. To ensure the invoicing of the ordered, delivered, received or consumed goods are in line with the common practice used between the customers community sector and the steel industry the following scenarios are used: - The traditional invoicing by the supplier to the customer (supplier is acting as the issuer) - The self-billing invoicing by the customer to the supplier (customer is acting as the issuer). 3

5 1.2. Processes European Steel Exchange Langage d échange Language des filières acier Basic Basic information information Ordering Ordering Scheduling Scheduling Shipping Shipping Invoicing Invoicing Payment Payment Quotation Quotation Contract Contract Traditional Self-billing Sales list Purchase order Order status The Invoicing cycle is divided in two processes: - The traditional or suppliers initiated This process supports the generation of the by the supplier to the customer, and covers also the treatment and the reconciliation of an inaccurate - The self-billing This process supports the generation of the self-billing by the customer to the supplier, and covers also the treatment and the reconciliation of an inaccurate. 4

6 2. Business Process Definition Traditional or suppliers initiated 2.1. Process definition Scope This process details the invoicing process between the supplier and the customer using the traditional method of invoicing. In this case the is created by the supplier and sent to the customer, claiming payment for the goods or services that have been either ordered or received or consumed under the conditions agreed by both parties. Based on the conditions agreed the can be created at the moment of the acceptance of the order (not common for the steel industry), at the moment of the despatch of the goods or when the customer or a third party gives acknowledgment that the goods are received or consumed or can be d. Today the most common way used for direct deliveries to the customer, is the creation of the based on the despatch goods. When an external warehouse or a consignment stock is used for the supply of goods between the supplier and the customer, the based on the received or consumed goods is more relevant. The can also cover the functions of a pro-forma, a pre-, a consolidated, debit note and credit note. The pro-forma can assist the customer in matters related to import licences or to advice the value of a consignment so that the letters of credit can be opened. The pre is an generated before the delivery of the goods or services. The consolidated covers several deliveries done in a predefined time frame. The debit and credit note can be used to correct the total d amount, to cancel a previous or to give an additional rebate, covering the treatment and the reconciliation of an inaccurate. If the customer finds something inaccurate in the or he detected some damaged goods he can raise a dispute notice by using the Commercial dispute message. By means of a dispute notice the customer can provide the reason for non-acceptance and can propose the corrections to be made. The supplier can use the dispute notice response to respond with an answer to the customer, mentioning how the inaccurate will be settled. The settlement of the inaccurate can be done in one of the following ways. A credit note is generated to cancel the previous sent together with a new with the correct information. Or a credit or debit note is sent to the customer to settle the corrections agreed between the parties Principles The customer has the obligation to reconcile the s against the purchase order and the received and accepted goods. If relevant the customer should report to the supplier inaccurate s. The customer has the obligation to issue notification of payment and makes remittance to the supplier based on the reconciled s. 5

7 2.2. Use case: Traditional or suppliers initiated process The use case for the traditional process shows which Business collaboration use cases are used to compose the process: - The treatment of an - The treatment and the reconciliation of an inaccurate For each of the Business collaboration use case a description is provided in this chapter. Use case diagram Traditional or suppliers process Traditional Traditional Reconcile Invoice includes Traditional Inaccurate Figure 1 Use Case Diagram Traditional process 6

8 Use case: Traditional The use case for the Traditional has the following business transaction: - Provide an. Use case diagram Invoice Traditional Traditional Provide an Figure 2 Use Case Diagram Traditional 7

9 Use case description Traditional Business process name Identifier Actors Description Pre-condition Postconditions Scenario Remarks Traditional or suppliers initiated EUROFER: Traditional, (Optional, additional roles Invoicee, Invoice issuer) The supplier presents to the customer for the ordered or received or consumed goods a detailed statement of trade account payable (). The customer reconciles the with the agreed prices and the goods or service rendered and initiates the payment remittance. Framework Agreement or Contract and order is in place with agreed prices. The supplier has provided goods or services according to the conditions set in the contract and, or order. The customer has received the goods or services. Based on the reconciled s the customer should issue the notification for the payments. For the inaccurate s the customer will generate a dispute notice to the supplier. Based on the agreed conditions in the contract, order and or the delivery schedule or delivery just in time, the supplier will provide goods to the customer. In function of the shipping instructions the goods will be delivered directly to the customer or to a third party warehouse or to a consignment stock (more details of the different ways are provided in the shipping cycle). Based on the agreement of the point of invoicing between the parties, the supplier will generate the for the goods or services based on the goods ordered, or delivered, or received or consumed. Once the goods are delivered to the customer together with the shipment notice (despatch advice, packing list or waybill), the customer checks the with the order and contract information and with the goods accepted by the customer. If there is any discrepancy found, the customer shall start the process to treat inaccurate s. In the other case the will be submitted to the payment cycle. 8

10 Use case: Inaccurate The use case for the inaccurate has the following business transactions: - To initiate a dispute notice - To respond to the dispute notice - To generate the relevant credit and debit notes or to settle the dispute. Use case diagram Inaccurate process Inaccurate Inaccurate To initiate a dispute notice To settle the inaccurate Figure 3 Use Case Diagram Inaccurate 9

11 Use case description Inaccurate Business process name Inaccurate Identifier EUROFER.: Inaccurate Actors, (Optional, additional roles - Invoicee, Invoice issuer) Description The has found on the from the supplier, a discrepancy between the d goods and the received or consumed goods, or between the price conditions applied and the price conditions agreed. Pre-condition The customer received an inaccurate from the supplier. Postconditions The supplier has accepted the dispute notice raised by the customer, and the dispute is settled. The supplier rejects the dispute notice. Scenario One the goods are delivered to the customer together with the shipment notice, the customer checks the received with the order and contract information and with the goods accepted by the customer. If there is any discrepancy found, the customer shall generate a dispute notice for the supplier. On receipt the supplier shall check the dispute notice and shall raise a dispute notice response to inform the customer if the dispute notice is accepted or not accepted. When accepted the supplier shall inform the customer how the inaccurate shall be settled. To settle the inaccurate the supplier has the choice to send a credit note to cancel the previously and to generate a correct, or he can settle the difference by using a credit note or a debit note. Remarks - The credit note and the debit note are covered by the Invoice document. 10

12 2.3. Activity diagram: Traditional or suppliers initiated process For each of the Business collaboration use cases mentioned in chapter 2.2., the corresponding activity diagrams are presented Activity diagram: Tradition From shipping cycle Receive Invoice Issue Despatched, received or consumed goods Reconciliation Check against price conditions of order or contract Check against received and accepted goods Not ok Ok Initiate the inaccurate process end Figure 4. Activity Diagram Traditional 11

13 Activity diagram description Traditional Based on the conditions agreed between the customer and supplier, the supplier shall initiate the invoicing of goods delivered. The point of invoicing is one of the following triggers: - Before the shipment of the goods: The preparation of a consignment based on the shipment instructions for the pro-forma. The is created based on the consignment before the shipment takes place, because the should be used for customs clearance. - Based on the despatched goods: The is created after the shipment of the goods and is based on the goods present in the consignment. This is the normal case for direct delivery of goods from the supplier to the customer. - Based on the received goods: The is created based on the information of the received goods from the customer or a third party service provider. This is the normal case when a third party warehouse is used between the supplier and the customer. In this case the supplier should receive the information of the goods delivered from the warehouse and received by the customer. This case can also be agreed between the customer and the supplier for direct delivery. - Based on the consumed goods: The is created based on the information of the consumed goods from the customer. This is the normal case when an agreement exists between the customer and the supplier to use a consignment stock, being located in the customers warehouse. This is case the goods can be d when they are taken out of the consignment stock. The supplier sends the to the customer. When the customer receives the, he checks that the price conditions applied against the price conditions agreed and specified in the contract or order. The customer checks also the goods d against the goods received and accepted. If no discrepancies are detected the is accepted and will be submitted to the payment administration. If there is any discrepancy detected by customer, the customer should initiate the inaccurate procedure to advice the supplier by a non-conformity notification and corrective action has to take place. 12

14 Activity diagram: Inaccurate Start of Inaccurate Issue of a dispute notice Dispute notice Receive dispute notice Check against: - the, - the price conditions - delivered goods Not accepted Not accepted Accepted Receive dispute notice response Dispute notice response Issue of a dispute notice response Accepted Receive dispute notice response Dispute notice response Issue of a dispute notice response Receive credit note, debit note or Credit note, Debit note, Invoice Issue of a credit note and or debit note or end Figure 5. Activity Diagram Inaccurate 13

15 Activity diagram description Inaccurate If there is any discrepancy detected in the, the customer initiates the inaccurate procedure by raising a dispute notice. By this dispute notice he informs the supplier about the discrepancies found and can propose the relevant corrective action to be taken by the supplier. When the supplier receives the dispute notice, he checks the non-conformity notification with his information concerning the, the price conditions and the delivered goods. Based on his finding the supplier shall accepted or not accept the dispute notice and the corrective action proposed. If the dispute notice is not accepted, the supplier shall raise a dispute notice response to the customer, mentioning the reason of non-acceptance and or propose another corrective action. On receipt of the dispute notice response, the customer shall after evaluation of the response, raise a new dispute notice containing a new proposal or to confirm the acceptance of the proposal made by the supplier in the dispute notice response. If the dispute notice is accepted, the supplier shall raise a dispute notice response to inform the customer and shall take the corrective actions. To correct an inaccurate, the supplier has the option to cancel the inaccurate by using a credit note and to generate the correct, or he can raise a credit note or debit note for the difference between the amount of the inaccurate and correct amount. On receipt of the dispute notice and the credit note, debit note and or, the customer shall check them against the dispute notice initiated by him. 14

16 2.4. Business collaboration Traditional or suppliers initiated process The business collaboration specifies for each of the above mentioned activity diagrams the input and output triggers, constrains and system boundaries for the business transactions, business collaboration protocols and their interrelationships Business collaboration Traditional Identifier Description Partner Types Authorized Roles Legal Steps/Requirements Economic Consequences Initial/Terminal Events Business Collaboration EUROFER: traditional The supplier raises and sends an to the customer. When the customer receives the, he checks the against the price conditions and the d goods against the received and accepted goods. If the is correct, the is accepted and submitted to the payment administration. If there is any discrepancy detected the customer shall initiate the inaccurate process. ( s agent, Buyer or Buyer s agent, Invoicee) ( s agent, Seller or Seller s agent, Invoice issuer) None None Initial: the supplier sends the Terminal: the customer accepts the or initiate the inaccurate process Scope Boundary Constraints To ask the payment for the ordered and delivered goods. Not defined yet The supplier shall have full traceability of his to make sure it has been received. Failing this technical acknowledgement, the supplier shall re-issue his message In a business collaboration agreement between the customer and the supplier, the way of using the Invoice can be described. The following transactions concerning the Invoice can be specified as: 1. The supplier generates and sends an Invoice, the customer has to give an acknowledge of receipt of the Invoice. 2. The supplier generates and sends an Invoice. No acknowledgement message is used between the parties to confirm the reception of the message. 15

17 START Generates an Process the Invoice [SUCCESS] [CONTROLFAIL] END Figure 6. Business transaction activity graph Traditional Form: Business Transaction Transition Table From Id : EUROFER: Traditional From Activity From Role Document To Activity To Role Guard Condition START N/A N/A Generate an NONE Generate an Invoice Process the NONE Generate an N/A SUCCESS N/A Invoice received Generate an N/A CONTROLFAIL N/A Invoice not received 16

18 Business collaboration Inaccurate Identifier Description Partner Types Authorized Roles Legal Steps/Requirements Economic Consequences Initial/Terminal Events Business Collaboration EUROFER: Inaccurate The customer raises and sends a dispute notice to the supplier to report any discrepancy in an. When the supplier receives the dispute notice, he checks the referred with the price conditions and the d goods with the delivered goods. Based on his finding, he raises and sends a dispute notice response to reject the dispute notice or to propose another settlement, or he raises and sends a dispute notice response together with a credit note, debit note and or to settle the inaccurate. ( s agent, Buyer or Buyer s agent, Invoicee) ( s agent, Seller or Seller s agent, Invoice issuer) None None Initial: the customer sends a dispute notice Terminal: the inaccurate is settle, or the supplier propose another settlement Scope Boundary Constraints To settle any discrepancy in the self-billing. Not defined yet The customer shall have full traceability of his dispute notice to make sure it has been received. Failing this technical acknowledgement, the customer shall re-issue his dispute notice In a business collaboration agreement between the customer and the supplier, the way of using the inaccurate process initiated by the customer can be described. The following transactions concerning the inaccurate can be specified as: 1. The customer generates a dispute notice to inform the supplier of any discrepancy in the, the supplier has to give an acknowledge of receipt of the dispute notice. The supplier sends a dispute notice response and if valid a credit note, debit note and or to settle the inaccurate. The customer acknowledges the receipt of the Dispute notice response to the supplier. 2. The customer generates a dispute notice to inform the supplier of any discrepancy in the, and the supplier responses directly with a dispute notice response. No acknowledgement messages are used between the parties. 17

19 START Generate a dispute notice Dispute notice response [SUCCESS] [CONTROLFAIL] Dispute notice Process dispute notice END Optional Traditional process Credit note, debit note, Figure 7. Business transaction activity graph Inaccurate Form: Business Transaction Transition Table From Id EUROFER: Inaccurate From Activity From Role Document To Activity To Role Guard Condition START N/A N/A Generate a dispute NONE notice Generate a Dispute notice Process dispute NONE dispute notice notice Process dispute Dispute notice Generate dispute NONE process response notice Process dispute Credit note, Traditional NONE process debit note and or process Generate N/A SUCCESS N/A Dispute notice dispute notice Generate dispute notice accepted N/A CONTROLFAIL N/A Dispute notice not received 18

20 2.5. Business transactions and authorized roles Traditional or suppliers initiated process The goal of the Business transactions is to identify the individual transactions that implement the operations of a business collaboration. A transaction is made up of several activities and each activity has an authorized role in order to initiate that activity Business transactions and authorized roles Traditional Business Transaction Description Pattern Business activities and associated authorized roles Constraints Initiating/Requesting Partner Type Initiating/Requesting Activity Role Initiating/Requesting Activity Document The Invoice is used for claiming payment for goods or services supplied under conditions agreed between the supplier and the customer. Notification See EUROFER: Traditional Not defined yet ( s agent, Seller or Seller s agent, Invoice issuer) Invoice Business document - INVOICE See EUROFER Message Guideline 19

21 Business transactions and authorized roles Inaccurate Business Transaction Description Pattern Business activities and associated authorized roles Constraints Initiating/Requesting Partner Type Initiating/Requesting Activity Role Initiating/Requesting Activity Document Responding Partner Type Responding Activity Role Responding Activity Document Other responding Activity Document The Dispute notice is used by the customer to inform the supplier of any discrepancy detected in an, and to correct the inaccurate. Notification/Response See EUROFER: Inaccurate Not defined yet ( s agent, Buyer or Buyer s agent, Invoicee) Dispute notice ( s agent, Seller or Seller s agent, Invoice issuer) Dispute notice response If the dispute notice is accepted by the supplier, the supplier raises and sends a credit note, debit note and or to settle the discrepancy between the inaccurate and the correct. On receipt of these documents the customer shall initiate the reconciliation of the documents in respect of the dispute notice. Business document - DISPUTE NOTICE EUROFER decided not to develop for the moment the Message Guideline - DISPUTE NOTICE RESPONSE EUROFER decided not to develop for the moment the Message Guideline - CREDIT NOTE, DEBIT NOTE, INVOICE See EUROFER Message Guideline INVOICE 20

22 3. Business Process Definition Self-billing 3.1. Process definition Scope This process details the invoicing process between the supplier and the customer using the self-billing method of invoicing. In this case the self-billing is created by the customer and sent to the supplier based on the received or consumed goods and the agreed price conditions. Based on the conditions agreed the self-billing are produced by the customer on a regular basis (weekly, period of 10 days, monthly) using the data recorded of the received goods within the customers receiving control system. Today this way of invoicing is the most common way used in the automotive industry towards its suppliers and begins to be implemented into other industrial sectors. Together with the self-billing the customer raises if valid, an additional list identifying the open items. These items represent previously received goods but are not yet cleared for payment by the customer. There may be different reasons for the frozen deliveries (quality claims) open price agreements (provisionally or zero-prices) or advance deliveries prior to the due date. This additional list allows the supplier to check for the complete quantity delivered and received. The self-billing can also cover the functions of a credit note for retrospective price corrections or for the corrections of discrepancies detected by the supplier in a self-billing. If the supplier finds something inaccurate in the self-billing he can raise a dispute notice to the supplier by using the Commercial dispute message. By means of the dispute notice the supplier can provide the reason for the discrepancy. The customer can use the dispute notice response to respond with an answer to the supplier, mentioning how the discrepancy will be settled. The discrepancies are corrected by the raising of an additional self-billing or selfbilling credit note Principles The supplier has the obligation to reconcile the self-billing s against the purchase order and the delivered, received or accepted goods. If relevant the supplier should report to the customer inaccurate self-billing s. The customer has the obligation to issue notification of payment and make remittance to the supplier based on the self-billing s. 21

23 3.2. Use case: Self-billing process The use case for the self-billing process shows which Business collaboration use cases are used to compose the process: - The treatment of an self-billing - The treatment and the reconciliation of an inaccurate self-billing - The treatment of the list of open items For each of the Business collaboration use case a description is provided in this chapter. Use case diagram Self-billing process Self-billing Self-billing Self-billing includes Reconcile self-billing Inaccurate self-billing List ofopen items Figure 8 Use Case Diagram Self-billing process 22

24 Use case: Self-billing The use case for the Self-billing has the following business transaction: - Provide a self-billing. Use case diagram Self-billing Self-billing Self-billing Provide an selfbilling Figure 9 Use Case Diagram Self-billing 23

25 Use case description Self-billing Business process name Identifier Actors Description Pre-condition Postconditions Scenario Remarks Self-billing EUROFER: Traditional, (Optional, additional roles Invoicee, Invoice issuer) The customer presents to the supplier for the received or consumed goods a detailed statement of trade account payable (). The supplier reconciles the self-billing with the agreed prices and the goods or service rendered. Framework Agreement or Contract and order is in place with agreed prices. The supplier has provided goods or services according to the conditions set in the contract and, or order. The customer has received the goods or services. Based on the self-billing s the customer should issue the notification for the payments. For inaccurate self-billing s the supplier will generate a dispute notice to the customer. Based on the agreed conditions in the contract, order and or the delivery schedule or delivery just in time, the supplier will provide goods to the customer. In function of the shipping instructions the goods will be delivered directly to the customer or to a third party warehouse or to a consignment stock (more details of the different ways are provided in the shipping cycle). Based on the agreement of the point of invoicing between the parties, the customer will generate the self-billing for the goods or services based on the goods received or consumed. Once the self-billing s received the supplier checks the with the order and contract information and with the information he received about the goods received (accepted) or consumed by the customer. If there is any discrepancy found, the supplier shall start the process to treat inaccurate self-billing s. 24

26 Use case: Inaccurate self-billing The use case for the inaccurate self-billing has the following business transactions: - To initiate a dispute notice - To respond to the dispute notice - To generate the relevant self-billing credit note or to settle the dispute. Use case diagram Inaccurate process Inaccurate self-billing Inaccurate self-billing To initiate a dispute notice To settle the inaccurate selfbilling Figure 10 Use Case Diagram Inaccurate self-billing 25

27 Use case description Inaccurate self-billing Business process name Identifier Actors Description Pre-condition Postconditions Scenario Inaccurate self-billing EUROFER.: Inaccurate self-billing, (Optional, additional roles - Invoicee, Invoice issuer) The supplier has found on the self-billing from the customer, a discrepancy between the d goods and the received or consumed goods, or between the price conditions applied and the price conditions agreed. The supplier received an inaccurate self-billing from the customer. The customer has accepted the dispute notice raised by the supplier, and the dispute is settled. The customer rejects the dispute notice. The supplier checks the received self-billing with the order and contract information and with the goods accepted (received or consumed) by the customer. If there is any discrepancy found, the supplier shall generate a dispute notice for the customer. On receipt the customer shall check the dispute notice and shall raise a dispute notice response to inform the supplier if the dispute notice is accepted or not accepted. When accepted the customer can inform the supplier how the inaccurate self-billing shall be settled. To settle the inaccurate self-billing the customer generates a selfbilling credit note or self-billing to settle the difference. Remarks - The self-billing credit note and the self-billing are covered by the Invoice document. 26

28 Use case: List of open items The use case for the list of open items has the following business transaction: - List of open items Use case diagram List of open items List of open items List of open items Provide a list of open items Figure 11 Use Case Diagram List of open items 27

29 Use case description List of open items Business process name Identifier Actors Description Pre-condition Postconditions Scenario Remarks List of open items EUROFER: List of open items, (Optional, additional roles Invoicee, Invoice issuer) The customer presents to the supplier a list of open items for items which were part of a delivery but are not yet cleared for payment. There may be different reasons for that: claims, open price agreements or advance deliveries prior to the due date. Framework Agreement or Contract and order is in place with agreed prices. The supplier has provided goods or services according to the conditions set in the contract and, or order. The customer has received the goods or services. The supplier is informed of goods for which it is not possible to generate a self-billing. Based on the agreed conditions in the contract, order and or the delivery schedule or delivery just in time, the supplier will provide goods to the customer. In function of the shipping instructions the goods will be delivered directly to the customer or to a third party warehouse or to a consignment stock (more details of the different ways are provided in the shipping cycle). Based on the agreement of the point of invoicing between the parties, the customer will generate the self-billing for the goods or services based on the goods received or consumed. During the process of the self-billing the customer detects that due to missing information some received goods cannot be d. For these goods the customer will provide a list of open items. 28

30 3.3. Activity diagram: Self-billing process For each of the Business collaboration use cases mentioned in chapter 3.2., the corresponding activity diagrams are presented Activity diagram: Self-billing From receiving control system Received or consumed goods Issue self-billing Self-billing Receive selfbilling Reconciliation Check against price conditions of order or contract Check against received and accepted goods Not ok Ok Initiate the inaccurate selfbilling process end Figure 12. Activity Diagram Self-billing 29

31 Activity diagram description Self-billing Based on the conditions agreed between the customer and supplier, the customer shall initiate the self-billing invoicing of goods received or consumed. The point of invoicing is one of the following triggers: - Based on the received goods: The is created based on the information of the received goods from the customers receiving control system. Depending on the customers system additional information from the supplier or warehouse (e.g. despatch advice) can be needed to create the self-billing. This is the normal case when a third party warehouse is used between the supplier and the customer. In this case the supplier should receive the information of the goods delivered from the warehouse and received by the customer. This case can also be agreed between the customer and the supplier for direct delivery. - Based on the consumed goods: The is created based on the information of the consumed goods from the customers production control system. This is the normal case when an agreement exists between the customer and the supplier to use a consignment stock, being located in the customers warehouse. This is case the goods can be d when they are taken out of the consignment stock. The customer sends the self-billing to the supplier. When the supplier receives the self-billing, he checks that the price conditions applied against the price conditions agreed and specified in the contract or order. The supplier checks also the goods d against the goods delivered or received and accepted. If no discrepancies are detected the is accepted and will be submitted to the accounting administration. If there is any discrepancy detected by supplier, the supplier should initiate the inaccurate self-billing procedure to advice the customer by a non-conformity notification and corrective action has to take place. 30

32 Activity diagram: Inaccurate self-billing Start of Inaccurate self-billing Receive dispute notice Dispute notice Issue of a dispute notice Check against: - the self billing, - the price conditions - delivered goods Not accepted Accepted Not accepted Issue of a dispute notice response Dispute notice response Receive dispute notice response Issue of a dispute notice response Dispute notice response Receive dispute notice response Accepted Issue of a self-billing credit note or a selfbilling Self-billing credit note, Self-billing Receive self-billing credit note or selfbilling end Figure 13. Activity Diagram Inaccurate self-billing 31

33 Activity diagram description Inaccurate self-billing If there is any discrepancy detected in the, the supplier initiates the inaccurate selfbilling procedure by raising a dispute notice. By this dispute notice he informs the customer about the discrepancies found and can propose the relevant corrective action to be taken by the customer. When the customer receives the dispute notice, he checks the dispute notice with his information concerning the self-billing, the price conditions and the delivered goods. Based on his finding the customer shall accepted or not accept the dispute notice and the corrective action proposed. If the dispute notice is not accepted, the customer shall raise a dispute notice response to the supplier, mentioning the reason of non-acceptance and or propose another corrective action. On receipt of the dispute notice response, the supplier shall after evaluation of the response, raise a new dispute notice containing a new proposal or to confirm the acceptance of the proposal made by the customer in the dispute notice response. If the dispute notice is accepted, the customer can raise a dispute notice response to inform the supplier and shall take the corrective actions. To correct an inaccurate self-billing, the customer raises a self-billing credit note or a self-billing to settle the difference. On receipt of the dispute notice response and the self-billing credit note or selfbilling, the supplier shall check them against the dispute notice initiated by him. 32

34 Activity diagram: List of open items From receiving control system Received or consumed goods Issue list of open items List of open items Receive list of open items end Figure 14. Activity Diagram List of open items Activity diagram description List of open items During the self-billing process the customer detects that some received goods he is not able to generate the self-billing. To inform the supplier of these goods, the customer shall issue a list of open items mentioning the reason for not being able to self-bill. This information is sent together with the self-billing to inform the supplier and to allow the reconciliation of the self-billing. On receipt of the list of open items the supplier will take this list in account during the check of the self-billing. 33

35 3.4. Business collaboration Self-billing process The business collaboration specifies for each of the above mentioned activity diagrams the input and output triggers, constrains and system boundaries for the business transactions, business collaboration protocols and their interrelationships Business collaboration Self-billing Identifier Description Partner Types Authorized Roles Legal Steps/Requirements Economic Consequences Initial/Terminal Events Business Collaboration EUROFER: Self-billing The customer raises and sends a self-billing to the supplier. When the supplier receives the self-billing, he checks the against the price conditions and the d goods against the delivered or received or consumed goods. If the self-billing is correct, the is accepted and submitted to the accounting administration. If there is any discrepancy detected the supplier shall initiate the inaccurate self-billing process. ( s agent, Buyer or Buyer s agent, Invoicee) ( s agent, Seller or Seller s agent) None None Initial: the customer sends the self-billing Terminal: the supplier accepts the self-billing or initiate the inaccurate self-billing process Scope Boundary Constraints To ask the payment for the ordered and delivered goods. Not defined yet The customer shall have full traceability of his self-billing to make sure it has been received. Failing this technical acknowledgement, the customer shall re-issue his message In a business collaboration agreement between the customer and the supplier, the way of using the Self-billing can be described. The following transactions concerning the Self-billing can be specified as: 1. The customer generates and sends a self-billing, the supplier has to give an acknowledge of receipt of the self-billing. 2. The customer generates and sends a self-billing. No acknowledgement message is used between the parties to confirm the reception of the message. 34

36 START Generates a self-billing [CONTROLFAIL] [SUCCESS] Self-billing Invoice Process the self-billing END Figure 15. Business transaction activity graph Self-billing Form: Business Transaction Transition Table From Id : EUROFER: Self-billing From Activity From Role Document To Activity To Role Guard Condition START N/A N/A Generate a selfbilling NONE Generate a selfbilling Self-billing Process the self- NONE Invoice billing Generate a selfbilling N/A SUCCESS N/A Self-billing Generate a selfbilling received N/A CONTROLFAIL N/A Self-billing not received 35

37 Business collaboration Inaccurate self-billing Identifier Description Partner Types Authorized Roles Legal Steps/Requirements Economic Consequences Initial/Terminal Events Business Collaboration EUROFER: Inaccurate self-billing The supplier raises and sends a dispute notice to the customer to report any discrepancy in a self-billing. When the customer receives the dispute notice, he checks the referred self-billing with the price conditions with the delivered goods. Based on his finding, he raises and sends a dispute notice response to reject the dispute notice or to propose another settlement, or he raises and sends a dispute notice response together with a self-billing credit note or a self-billing to settle the difference. ( s agent, Buyer or Buyer s agent, Invoicee) ( s agent, Seller or Seller s agent) None None Initial: the supplier sends a dispute notice Terminal: the inaccurate self-billing is settle, or the customer propose another settlement Scope Boundary Constraints To settle any discrepancy in the self-billing. Not defined yet The supplier shall have full traceability of his dispute notice to make sure it has been received. Failing this technical acknowledgement, the supplier shall re-issue his dispute notice In a business collaboration agreement between the customer and the supplier, the way of using the inaccurate self-billing process initiated by the supplier can be described. The following transactions concerning the inaccurate self-billing can be specified as: 1. The supplier generates a dispute notice to inform the customer of any discrepancy in the self-billing, the customer has to give an acknowledge of receipt of the dispute notice. The customer sends a dispute notice response and if valid a self-billing credit note or a self-billing to settle the inaccurate self-billing. The supplier acknowledges the receipt of the Dispute notice response to the customer. 2. The supplier generates a dispute notice to inform the customer of any discrepancy in the self-billing, and the customer responses directly with a dispute notice response. No acknowledgement messages are used between the parties. 36

38 START Dispute notice response Generate a dispute notice [SUCCESS] Process dispute notice Dispute notice [CONTROLFAIL] Optional END Self-billing credit or self-billing Self-billing process Figure 16. Business transaction activity graph Inaccurate self-billing Form: Business Transaction Transition Table From Id EUROFER: Inaccurate self-billing From Activity From Role Document To Activity To Role Guard Condition START N/A N/A Generate a dispute NONE notice Generate a Dispute notice Process dispute NONE dispute notice notice Process dispute Dispute notice Generate dispute NONE process response notice Process dispute Self-billing Self-billing NONE process credit note or self-billing process Generate N/A SUCCESS N/A Dispute notice dispute notice Generate dispute notice accepted N/A CONTROLFAIL N/A Dispute notice not received 37

39 Business collaboration List of open items Identifier Description Partner Types Authorized Roles Legal Steps/Requirements Economic Consequences Initial/Terminal Events Business Collaboration EUROFER: List of open items The customer raises and sends a list of open items to the supplier. When the supplier receives the list of open items, he can take the list in account during the checking ( s agent, Buyer or Buyer s agent, Invoicee) ( s agent, Seller or Seller s agent) None None Initial: the customer sends the list of open items Terminal: the supplier accepts the list of open items Scope Boundary Constraints To inform the supplier of goods received not d Not defined yet The customer shall have full traceability of his list of open items. Failing this technical acknowledgement, the customer shall re-issue his list of open items In a business collaboration agreement between the customer and the supplier, the way of using the list of open items can be described. The following transactions concerning the list of open items can be specified as: 1. The customer generates and sends a list of open items, the supplier has to give an acknowledge of receipt of the list of open items. 2. The customer generates and sends a list of open items. No acknowledgement message is used between the parties to confirm the reception of the list of open items. 38

40 START Generates a list of open items [CONTROLFAIL] [SUCCESS] List of open items Process the list of open items END Figure 17. Business transaction activity graph List of open items Form: Business Transaction Transition Table From Id : EUROFER: list of open items From Activity From Role Document To Activity To Role Guard Condition START N/A N/A Generate a list of NONE open items Generate a list List of open Process the list of NONE ofopen items items open items Generate a list of open items N/A SUCCESS N/A List of open items received Generate a list of open items N/A CONTROLFAIL N/A List of open items not received 39

41 3.5. Business transactions and authorized roles Self-billing process The goal of the Business transactions is to identify the individual transactions that implement the operations of a business collaboration. A transaction is made up of several activities and each activity has an authorized role in order to initiate that activity Business transactions and authorized roles Self-billing Business Transaction Description Pattern Business activities and associated authorized roles Constraints Initiating/Requesting Partner Type Initiating/Requesting Activity Role Initiating/Requesting Activity Document The self-billing is used for claiming payment for goods or services supplied under conditions agreed between the supplier and the customer. Notification See EUROFER: Self-billing Not defined yet ( s agent, Buyer or Buyer s agent, Invoicee) Self-billing Invoice Business document - SELF-BILLING INVOICE See EUROFER Message Guideline INVOICE (Eurofer assumes that the INVOICE will be sufficient. This would be reviewed based on presentations) 40

42 Business transactions and authorized roles Inaccurate self-billing Business Transaction Description Pattern Business activities and associated authorized roles Constraints Initiating/Requesting Partner Type Initiating/Requesting Activity Role Initiating/Requesting Activity Document Responding Partner Type Responding Activity Role Responding Activity Document Other responding Activity Document The Dispute notice is used by the supplier to inform the customer of any discrepancy detected in a self-billing, and to correct the inaccurate. Notification/Response See EUROFER: Inaccurate self-billing Not defined yet ( s agent, Seller or Seller s agent) Dispute notice ( s agent, Buyer or Buyer s agent, Invoicee) Dispute notice response If the dispute notice is accepted by the customer, the customer raises and sends a self-billing credit note or a self-billing to settle the discrepancy of the. On receipt of these documents the supplier shall initiate the reconciliation of the documents in respect of the dispute notice. Business document - DISPUTE NOTICE EUROFER decided not to develop for the moment the Message Guideline - DISPUTE NOTICE RESPONSE EUROFER decided not to develop for the moment the Message Guideline - SELF-BILLING CREDIT NOTE, SELF-BILLING INVOICE See EUROFER Message Guideline INVOICE (Eurofer assumes that the INVOICE will be sufficient. This would be reviewed based on presentations) 41

43 Business transactions and authorized roles List of open items Business Transaction Description Pattern Business activities and associated authorized roles Constraints Initiating/Requesting Partner Type Initiating/Requesting Activity Role Initiating/Requesting Activity Document The list of open items is used to inform the supplier about the delivered goods that are not self-billed. Notification See EUROFER: List of open items Not defined yet ( s agent, Buyer or Buyer s agent, Invoicee) List of open items Business document - LIST OF OPEN ITEMS EUROFER decided not to develop for the moment the Message Guideline 42

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