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German invoice template for Planning

hello everybody I hope everybody can hear me um so we're going to start the webinar today um let me share my screen okay let me know if you see my content now so I think Anna you have joined um if you can confirm in the chat okay so one second one second one second okay um [Music] sorry again okay so um let's start with today's agenda um which is basically um we are going through a quick overview of the um New invoicing mandate in Germany uh which is coming into effect the 1st of January 2025 uh we are going to see then how to basically achieve compliance um in sap for this initial phase and uh yeah we are going to see at least some tips or strategies to optimize your invoicing process or how to basically um look into it right um in the in the near future so we will end up with a with a Q&A session okay um so we are going to go first through this overview of the Germany um invoicing mandate so first thing to know is of course it will apply to all um B2B um sales and yeah so any transaction between domestic tax payers so it will come into effect the 1st of January 2025 um and yeah so what it comes into effect initially is that all um tax payers should be able to receive invoices receive invoices in electronic format right so um um the initially so the Mandate doesn't require us to issue invoices in electronic format to our to our customers that's coming in a later phase um so initially we will need to receive invoices right so there are some exceptions which are basically um low value invoices so less than €250 um so transactions with legal persons that are not basically a company or or or or an entrepreneur um yeah and a couple of more things like yeah tickets issu to the for the transport of passengers and and some other some others goods and services in connection with real estate right or properties so this is the main um takeaways of these are the main takeaways to take to to um to um Carry with you right today so in terms of um what does it require right the so um first thing is we will need to accept because remember this is about reception of invoices so we will need to accept xrum format in Ci or or UB this is basically what the you the EU basically um the European Union let's say mandates as well so each and every country in the European Union in the coming years will need to accept for sure CI and ubl and of course you know in Germany there's another format like coming from some years ago which is called sufer that is basically a PDF with an XML embedded right so there's an XML within the PDF and um yeah I mean if you agree with your vendors you can use any other format that is compliant with that uh Norm in there okay um so there are other format like factor x and others that comply and then if you agree with your vendors you can use um so another thing this is important there's no need for electronic signature so an XML would be valid by itself um with no signature on it um as long as you have yeah so your internal controls basically to guarantee um the transaction so who is the issuer who is the receiver that the goods or services have been delivered blah blah blah so as long as you have your let's say internal controls um in your Erp that's enough um another thing is that of course I mean there's no need anymore for a PDF or a graphical representation so an XML file would be enough um this so Point number four I think is one of the key um things which is the email it is allowed okay so you can use an email um meaning there's no need at least now to be on payal there's no need um to use so wait a second because it seems the screen is not moving one second um because I was moving in the presentation and I think you are not seeing it right so one sec sorry guys um let me share my full screen because I was moving the presentation in another screen but let me let me share my screen the whole of it and that's it so I think it will be quick so we're going so on it okay so we were here so I was basically here sorry guys um can you confirm um so Anna can you confirm in the chat that it is you are seeing now the the correct um screen which it is the one with the six points so the previous slide was basically this one um okay with with the different yeah so it's basically B2B it's basically starting January the 1st 2025 so you will need to receive electronic invoices and then this is the summary I was going through right so it's basically um XR so XML or PDF with embedded XML no need for E signature an XML is enough and then a key point for the for the current status or the current phase of the law which is an email is AOW so there is no need to transmit or send the invoice by payal or any like public platform or anything so an email between your vendor and and uh you it's more than enough and so there's another let's say requirement that the XML part so either if the invoice is an XML or if it's if it's a superer right the XML part must be stored or archived so that it cannot be modified so that's key thing of course and then um yeah I mean that's the first phase so um the second phase or later phase of the law basically will require you to isue invoices to your customers as well but that is coming later on like that's 2027 2028 and it will depend on the revenue of the previous year so there will be some companies um o like 2027 and some others coming one year after right so for the moment so we just need to receive invoices by email is enough and um yeah so there are different formats right so how basically do we comply in SAP with all this so um we have um like some yeah Min not let's say requirements right so which is we will need at least to receive emails from vendors and and and the process their attachments so I'm basically highlighting um emails because that's going to be for sure the most common um way of transmission initially at least um although you can definitely agree with your any of your vendor to use any any other medium for transmission except uh physical mediums right so a USB for example that's not permitted so it needs to be basically um communication through the internet you whatever wherever however it is um an email is fine you can use as as I said PayPal Etc but that's not mandatory so um having an email inbox that's fine uh based on the day it is today right so we are already by the end of November so I would say guys if you are not ready still yeah definitely go with um email right so um we will need of course so the any valid solution we need to extract the XML within the the sare PDF so with that XML or the xrum proper XML you will need to map it right to your sap data and up to let's say up to that point that would be already compliant right so as a nice to have um and of course to get the maximum value right out out to out of invoicing so as we are already receiving an electronic invoice with structur data so the in an Ideal World right we should use that to automat automatically process and post the invoice right so we can apply uh checks and validations over invoice data enhance that data for matching approval and posting um so trigger approval workflows for sure and have the approval workflow within the system not manually anymore if you keep doing that and of course post the invoice in M mm fi so in the proper sap module uh what the invoice needs to needs to finally get right so there are some solutions that already um comply with this of course uh remember we are just talking of reception and that's why um so open text vendor engage management plus the OCR solution right so either it is um so um IES which is um so information extraction service or BCC business uh Center culture so theme plus it here can be already compliant and we will see afterwards which versions basically uh support which things and so there will be more or less uh work required so our own product of course Inda which is an for sap and um you have the option of course the standard sap option which is sap DRC um lately it is the cloud Edition the thing is as of today sapd supports X reum so supports the cross industry invoice so CII ubl but it does not support sofware so we don't know if that's coming in a near future or not but the latest version of sap so the DSC Cloud Edition that's basically what it supports as of today right so we have here which I think what it is basically the the main I would say um the core of the presentation of today right so it is basically a comparison um you can see there I have included like an estimated cost um estim at of course weeks to put that basically to work and the different basically functionalities they have right so um in terms of automa reception any solution can do that so extracting the XML from sufer sap DRC the cloud Edition does not support sred for the moment so um in open text we will need to check the OCR version as we are going to see later on um any solution so all those can storage the XML part of course uh they can map the XML data to sap data they all have an invoice copit so where you will be able to see all the invoices you received you received right so all electronic invoices um of course if you choose or if you already use them you will have all invoices in in there so either they are PDF common PDF invoices or electronic invoices you will see them all in one place um check and validate invoice data as you may know that's the core of the of the openex beam solution of course so our solution in vict already does it as well and then in terms of DRC so what you need to understand with the sap DRC solution is that it is basically or exclusively right a compliance solution so basically it tasks sends when they received the invoice within sip that's all right they don't do so DRC doesn't do anything else and the standard scenario to process basically the the incoming invoice is to integrate with openex beam right so you will in any case if you want to process the invoice automatically you will need theme or a custom development of course right so that's that's always in the picture or that's that's always an option but if you want to go the stand way let's say or or with already built product uh you would need open text Beam for all the um yeah matching approval posting if you choose the RC right so um then so we have all these approval workflows Etc that yeah both open text vend engage management and our solution does and then we we come to a point where it says basically read ready to issue invoice to customers that's not necessary today of course right so that's not needed by the 1st of January 20125 it will be required in 2027 so um that's something at least you would need need to think about right so if today you you go with open text vendor management because you already have it and that's the quickest solution probably blah blah blah that's fine but you need to be aware that in 2027 you will need to yeah introduce another solution to send electronic invoices to your customers right so um they all require a software license somehow so of course openex requires the license for the software for Vim plus theocr our Cor product so inct ALS let's say a license and um and yeah it has a a running with with a compliance platform of our choice we see later a couple of three of them and so it has its own pricing based Bas volume right based on on number of invoices that you are going to process right so this is Bally the picture on how you can get or how you can be ready in four weeks um so that would that would mean basically that you start today or next week you can still be ready by the 1st of January 2025 um there's a key Point here right so you are of course so so it is mandatory to receive electronic invoices that means that you receive electronic invoices some of your pendos at least one uh should send you elect voices right so um we still don't know right what what's going to be the adoption um of electronic invoicing since the 1st of January 2025 so it may happen to you uh that you implement the solution and in the first month you just get I know like 20 50 100 electronic invoices um it may happen you receive none that may happen or it may happen that you receive a thousand so that's that's something we still don't know and of course that's something you will need to decide on your end as well right whether you want to as of today even if it is not mandatory issue electronic invoices to customers because that's something you can right so um that part that's still to be seen um in in um real life right so when the date comes uh but to get prepared basically these are some things you can do so we are getting a little bit into detail um on vendor management first and we are going through the other two solutions as well so if we talk vendor engage management um there are two different solutions right so if you are already in v v vendor management 7.6 Inc 20.4 in s for Han and you are in S6 or higher so sp6 7 or eight that means basically that you can use a new Universal Handler that openex has delivered uh so it has been delivered with um the sp8 but it is it can be installed let's say as an additional patch in the in sp6 and 7 so that Universal Handler basically means that you can designate one email address you can receive any format in that email address meaning XML uh ubl CI um so subfer or even um common PDF so you can receive anything in the email address and then basically with this Universal Handler will do what it needs to do with the CI the U the suer or the PDF right so that's basically which is I mean that's that's a great way way to go but it requires sp6 because basically the the XML mapping that it is using that is something that is a new functionality uh delivered with sp6 and that's why it cannot be installed or implemented in sp5 or lower right um so that's a great way to go the second option if you are not in Sp 67 or8 of the latest versions so you would need to go um to let's say custom development to kind of replicate right what this Universal handl does um with a different let's say coding or different technology because we don't have the XML mapping technology that came with um sp6 so if you are in a lower version you would need some additional developments and and uh yeah a couple custom handlers within Vim right within the inbound process let's say to receive the UPL and map it so that that's already coming with sp5 that's the only standard thing let's say um for cross industry invoice that's something that we need to of course map by ourselves so that's something custom that needs to be done and yeah so there is basically um some work there to when the email comes in decide so based on the the attachment format um where to Route it right so um it can be done as well and it's kind of be let's say an easy solution um and there is one important thing which is for superer it will depend on your current OCR version to support it or not right so IES which is or information capture for sub Solutions which is the latest version of the OCR in any version they support extracting um the the XML from the sufer if you are still on on business um so Business Center capture that will depend on the version if you are in one of the latest versions there is already also a patch that can be installed right if you are on VCC on an older version then you would not have support for sare and we would need to look for an yeah alternative solution right so um this is if you have been basically a photo of how to support or be compliant with all um Germany electronic formats uh depending on the version right and so there's also the option if you are in a lower version right to upgrade to the latest um package and apply the new Handler solution so the only thing with that one is of course it will require a bit time so it's pretty that in less than four weeks um but that's also something of course in there to consider um so if we come to the second option which is inv vica which is our own solution um we always show the outbound flow it may be interesting for you you decide to send already in electronic invoices out to your customers uh but we are going to focus today on the inbound flow right so either if we receive invoices by email or through PayPal or other private platforms so we can get all that into any of our uh Partners here so we basically work with Edom B2B router sets we have all these three already integrated with sap right so this b means we are going to receive the invoice from them we can even have OCR on top of common PDFs if if that's something you want to to do as well right to unify the invoice inbound process so we can receive invoice so this one of these Partners the one you choose right they will do the format conversion so whatever um format it is or whether it is sub they will extract the XML and we will always receive in sap in our um Invicta solution so we will always receive a a ubl right we will receive a ubl plus the original invoice in whatever format it was so it could be the subvert or a CII or whatever so we will receive a ubl plus the original invoice plus um that's optional a PDF representing the the invoice right so the PDF in there it's not of course a legal document at all and it will just be used to to help basically the user process the invoice in the system right that's all so in sap we have our invit cockpit that so you can choose there right so if you are already using the sap e document framework which is part of the RC you can use our solution within e document or you can use our own uh copy so that's up to you to choose so we get that freedom right uh the only difference with our cockpit is that it already has um an automatic posting engine so if you don't have or if you are not using open text brandor invoice management you can steal automate the processing of the invoice um with our own addon right so yeah hting is happening afterwards in um sapm fi so Myro fb60 whatever transaction that that needs to to happen right um so this is a little bit the look and feel so just for the ones who don't know it super brief so this is an sap addon it was meant originally to issue and receive electronic invoices invoice statuses now it has more things so we now integrate an OA solution and we integrate also with a treasury solution and yeah we do a bit more than just invoices so we also process uh POS or delivery notes Etc so but in it's basically there to guarantee the integration between your sa system and any public platforms private platform so vendos customers uh in terms of electronic invoicing right so we don't have the fury app um released yet so it's is pretty Advanced but uh we basically our plan is to make it available in q1 2025 so if you are already working in theory or prefer to work in a theory application whether it is in a btp or in your own Prem um let's say F Launchpad yeah you will have that Avail well right um in terms of sap DRC so this is the sap standard solution um right now basically it works with the X regnum format so um no sare uh supported by the moment and they support basically B2B by email so you can send or you can receive let's say the invoices by email and you can also connect to the pul network um that's all right so um of course as we said before this is just the summary if you want to automatically process the receipt invoice you will need open text vendage Management in any case right um so these are the three components of sap DRC which they are part of the solution which is the E document Inc aif ECC or4 right which is also on the Erp solution and then you have the cloud component a pbtp which is the one doing the connectivity right or receiving the email in this case right so um this is how it looks like the schema on how the the solution uh works right now um what you basically are the key um the key takeaways or or strategies right to optimize your invoicing process so if you if you are starting now with electronic invoicing or you basically want to uh rethink it right because you may already have countries where you are using electronic invoicing Latin America where it was mandatory since many years ago or Italy for example you may be there so um basically what you need to understand and what you need to do right so first thing and this is probably the most complicated which is get ready in advance um meaning so electronic invoicing is coming VA is coming you know so V8 in the digital age in Europe so the whole um so all the countries in the European Union will have like new electronic invoicing laws applicable to all of them by 2035 I think it is so in this coming years and that's that's why right right now many countries are already implementing um e invoicing Solutions so um you know so Germany it has this calendar that we showed Spain is coming France is coming so Belgium is coming uh many of them already have a plan for the next two three years where it will become mandatory and there will come a time where where all of them basically um will also come into a let's say an a network right um where electronic voices will be exchanged across Europe so basically get ready in advance with a solution basically that is future proof meaning um knowing that more and more countries are coming uh knowing there is a a EU mandate basically or or directive saying there are a couple of standard formats which are CII and ubl those two need to be respected by all countries and this is because they will be the core of the whole European future solution right so if you already are prepared to receive or issue ubl CI that will make you prepared right or ready uh for the future VA requirements so whatever solution you choose make sure that those formats are supported of course if you already have a solution that's that's valid for you like open Text Team for Germany I mean that's of course um I would say right now right so it may be uh clever it's a valid solution um for Germany for example so it's a quick way of of in compliant um without any like additional uh tool investment and of course so the three basically or the third point is as you are receiving an electronic invoice structure data so take the opportunity to automate your accounting your accounts payable process right so um that's of course what we always say right so do not see this this new mandate as yeah mandate an obligation that's going to cost you money blah blah blah but yeah you should see it basically as an opportunity to automate your processes and in this case the accounts payable process that's something like super easy to to see the return right so the return of investment it's typically super easy to calculate um and yeah so these are basically the three things I would say you need to keep in mind uh when thinking about electronic invoicing right so um yeah that's basically it um so I hope it it was pretty condensed so to gmany the different solutions and how to be compliant in a quick way so I'm going to stop sharing and see if there is any um question in the chat so I don't know guys um if you have any question in there and sorry for the issue with um the screen sharing in the beginning so any any question in there you can I think you can type in the Q&A section so if there are no questions I think you can we can close here um I think I mean some of you are already um customers you know me so if you need to contact me I mean you know my email um is .c so any of you I'm going to type it here okay so you all have it and um yeah in case so okay uh mar car yeah you can you can contact me so in case you have any question yeah please reach out to me and uh thank you very much for your time guys and uh thank you for attending the whole uh time thanks