Rollout of Electronic Invoice Processing by inPuncto
The automated invoice processing in SAP with inPuncto solutions covers all steps – from the receipt of the invoice to posting, including invoice verification, invoice approval, and integration into Financial Accounting (FI) as well as Materials Management (MM). Various dependencies affect the invoice process or workflow.
One of these dependencies is the organizational units in SAP, or the so-called company codes, which form a legally independent entity. Each financial transaction, including electronic invoice processing, is assigned to a specific company code in SAP. This ensures that the transaction is recorded in the correct balance sheet.
These structures can be specifically adapted within the inPuncto solution for electronic invoice processing, if needed. This is especially beneficial for companies with multiple legal entities or international structures. It allows new business units to be added, existing ones to be consolidated, or processes to be optimized for different geographical or business units. In S/4HANA, the additional concept of “business areas” has been expanded. Focusing on individual reporting, SAP offers enhanced possibilities for mapping organizational requirements.
Invoice Processing in SAP at the Company Code Level
The assignment of an invoice is automatically performed by the inPuncto biz²ScanServer. It checks, among other things, which company code is responsible for the invoice. According to the process definition, a specific workflow for digital invoice verification in SAP is then triggered for each invoice.
Since the SAP company code is a legally independent entity, company code-specific requirements must be considered during electronic invoice processing. For example, VAT regulations can vary significantly between company codes depending on the country. These need to be particularly taken into account, especially in terms of legal, tax, and technical requirements.
These adaptations can affect the following aspects:
- Tax Requirements: Each country has specific requirements for the representation and processing of tax information (e.g., VAT, VAT identification numbers). Company codes must be adjusted accordingly to ensure correct tax treatment of electronic invoices.
- Invoice Formats: Many countries require specific e-invoice formats, such as ZUGFeRD and XRechnung in Germany, FatturaPA in Italy, or ebInterface (Austria). However, they all adhere to the European standard EN16931. Company codes must ensure that the technical systems can generate and process these formats.
- Platform Integration: In some countries, integration with national invoice portals or platforms is mandatory, e.g., Peppol or local government portals such as SDI in Italy. Special interfaces may need to be implemented for the corresponding company codes to ensure the smooth electronic transmission of invoices.
- Legal Regulations: E-invoices must comply with country-specific regulations, such as the requirement for digital signatures, archiving, or deadlines for invoice exchange. These requirements may necessitate company code-specific adjustments in SAP processes and workflows.
- Language and Data Fields: Depending on the country, there may be different linguistic requirements and data field specifications that must be considered in the invoice presentation. For example, invoices must be issued in the respective local language or with specific currency details. In this context, country-specific adaptations are essential to ensure that the SAP company codes meet the legal and technical requirements of electronic invoice processing. These adaptations affect both the system configuration and organizational processes in the respective company codes.
The inPuncto software for electronic invoice processing offers a wide range of functions and can be implemented in various forms, taking into account organizational structures, master data, as well as country- and customer-specific requirements. All legal requirements are implemented smoothly and efficiently, relieving companies and enabling them to focus on their core processes.
Do you have questions? The inPuncto Sales Team is happy to assist you with any inquiries regarding “Efficient Implementation of Invoice Processing in SAP in Corporate Structures.”