In Italy, as per legal requirements the Invoices and credit memos have to be reported with a sequential numbering that has to start at the beginning of the calendar year. This means that document number ranges need to be linked to the calendar year, even if the entity follows a non-calendar fiscal year. Furthermore, the official document number (ODN) assigned to such documents has to be consecutive without gaps – the documents should be sequentially numbered by entry date. SAP uses the concept of document classes, using them with document types and number ranges to meet this functionality. This functionality has been further enhanced by using SAP FI validations to meet specific Italy requirements. This setup enables you to maintain calendar year-dependent number ranges for the ODN for a company code in addition to the normal financial document number range which could be based on a fiscal year. It then automatically generates the ODN within the year-dependent number range on SD and MM documents when you post them. It also runs a chronological check on the document numbers to ensure that they are consecutive with no gaps.
Using the official document numbering functionality, you can allocate an additional document number to each created FI document or billing document with an own, calendar year dependent number range. The functionality is designed such that the official document number may be used for official legal reporting by selection via the logical data base used for the reports. However, the official document number functionality has not been designed to replace the standard accounting document number BKPF-BELNR in daily operations (e.g. creating accounting documents, electronic bank statement transfer, DME etc.) and no additional functionality shall be offered to this effect. In the case of billing documents the official document number is stored in field XBLNR (in table VBRK). When you create the accounting document for the billing document, the official document number is copied to field XBLNR_ALT in table BKPF (Alternative Reference Number). For documents created in the logistics invoice verification or in FI, the value is only stored in field XBLNR_ALT (table BKPF).
3 System Configuration for Italy ODN
Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Define Document Class
Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Assign Document class to document type
Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Maintain Number Range
Cross Application components ->General Application Functions -> Cross-Application Document Numbering -> Italy ->Assign Number Range to document class
FI Validations may be required to put in place for the following objectives:
- To ensure that the Billing documents should not be posted at future date.
- To ensure that the Billing documents should not be posted at back date from the last posting date.
- To ensure that some document types are not posted directly from FI, for example RV. This is to make sure that number range of ODN is not misused by making postings using wrong document types: