In order to have Hirschmann Automotive’s SAP system CFDI-compliant, PIKON started this project with an in-depth analysis of the existing invoicing and accounting process. This was followed by the design, testing and documentation of the new electronic invoicing and accounting process.
For this, PIKON made sure that the affected outbound documents, such as sales invoices, were automatically created as IDocs in their SAP system, containing both the required legal information and customer-specific data. These data are details on the sales invoice that are required by the customer (such as a purchase order number for an easier handling in the customer’s system) but not needed for the SAT to verify the document.
In order to fulfill the Mexican e-accounting requirements, PIKON made sure that the necessary information of Hirschmann Automotive’s chart of accounts, account balances and journal entries can be submitted to the SAT in an XML data format, as required by the Mexican government.
Next to that, PIKON also conceptualised a program to extract the UUID and RFC from the incoming invoices of purchase orders that arrive in the correct electronic XML-format. At this point, the invoices were already approved by the Mexican federal government during the verification process on the supplier side. While the supplier invoices are processed, the UUID and RFC codes need to be maintained as well. They consist of multiple characters and therefore maintaining them manually is very error-prone. In this context, it is important to know that each error that occurs during the e-invoicing process, will be fined with high penalties when a tax audit takes place. The developed program automatically extracts and stores the UUID and RFC codes whilst the supplier invoices are being processed in Hirschmann Automotive’s SAP system.
The Mexican federal government regularly releases new regulatory specifications to improve data consistency, process automation and to reach a better control over the tax accounting. This generally results in updates to CFDI. The always changing character of this legal requirement brings forward one of the biggest implementation challenges: each CFDI-implementation in SAP ERP needs to be preceded by a thorough analysis of all the specialties of the most actual CFDI version and by defining a procedure on how to implement these specifications.