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E-Invoicing with SAP Business ByDesign

This blog will describe how to configure the transformation settings to enable the system to send an E-Invoice.

Electronic Invoicing

In some countries it is legally required to provide an electronic invoice when dealing with companies which belong to the public-sector.

Please see as well:

E-Invoicing-Integration-with-SAP ByDesign

The next steps will guide you to all necessary steps you and settings to change your invoicing system.

Login to your SAP Business ByDesign tenant and configure transformation files for Customer Invoice document.

 

Work center view Business Configuration – Overview:

  • Open view Common Master Data Configuration
  • Edit entry having Configuration Type Code as Transformation Repository
  • Maintain transformation files for Customer Invoice having Transformation Type as XSL Transformation Customer Invoice for different countries along with validity periods

In the Transformation section:

 

  • Add new Row
  • Set ID e.g. EINVOICE
  • Status -> Active
  • Transformation Type -> C14 – XSL Transformation Customer Invoice
  • Country: Select the country the transformation type is valid for, if you don’t select a country, the transformation type will be valid for all Countries.

 

In the transformation Version section:

 

  • Add new Row
  • Upload the mapped xslt file to map the invoice
  • Status -> Active
  • Valid from: Set the date, the file mapping is valid from
  • Valid to: Set the date until the file mapping is valid. In case you don’t have and end date, leave the field as unlimited.

 

After you have maintained your Transformation Repository, you should save your changes.

Configure multi-channel output setting

To have the transformation type as a default for our invoice documents, we need to configure the multi-channel output settings.

General Default

Work center view Application and User Management – Output Channel Selection:

  • Select Customer Invoice document
  • Maintain output channel rules having multiple channels along with their corresponding channel settings
  • Maintain Transformation for E-Mail Output Channel

 

In the Output Channel Settings:

  • Output Channel -> Select E-Mail
  • Sender E-Mail Source -> Select e.g. Manual Entry
  • Sender E-Mail Address: specify an email address you would like as a default.
  • Transformation: Select the transformation ID you have defined in the Business Configuration before.

After you have maintained the Output Channel Settings, save your changes.

  1. Output setting on document level

The default which was defined in the Output Channel Settings can be over can be changed on document level.

 Work center view Customer Invoicing – Invoice Documents:

  • Change the output settings at document level
  • Go to: You Can Also -> Edit Output Settings
  • Output channel settings have been populated here as per the configuration defined in Output Channel Selection view

If no settings available for E-Invoice, change the Output Setting on document level:

  • Add new Row
  • Select in the detail section the transformation type for E-Invoice.
  1. Output setting on Business Partner level

If you want to set an individual default on Business Partner level, you are able to change the settings for each Business Partner.

Open the Business Partner Master Data

  • Change the output settings at Business Partner level
  • Go to: View All
  • Go to: Communication -> Collaboration
  • Select under Business Document Settings the document type Customer Invoice/ Credit Memo
  • Maintain the Output Channel Settings

Invoice Mapping

The Invoice mapping for the invoice against the file structure of the authorities requires partners/ customers

  • To create XSLTs
  • Using mapping tools that are available outside SAP

The target structure will be provided by the authorities of each country.

Source File

The source file structure of your invoice can found and downloaded an the following places in your SAP Business ByDesign tenant.

  1. Business configuration

Work center view Business Configuration – Overview:

  • Open view Common Master Data Configuration
  • Edit entry having Configuration Type Code as Transformation Repository
  • Select the trans Transformation Type
  • Download the file structure for the transformation file.

  1. Existing Invoice document.

Open an existing Invoice document.

  • Open the Business Partner Master Data
  • Go to: View All
  • Go to: Output History
  • Select the existing output file
  • Select View Data XML and download the file structure.

Supplier Invoicing – New Work Center View „Invoice File Upload“

 

Business Configuration – Scope:

  • Open your Business Configuration
  • Edit your Project Scope
  • Move next to the Point 4 Questions
  • Make sure that the tick box for the question “Do you want to enter supplier invoices via file upload?” is set.

 

 

Work center view Business Configuration – Overview:

  • Open view Common Master Data Configuration
  • Edit entry having Configuration Type Code as Transformation Repository
  • Maintain transformation files for Supplier Invoice having Transformation Type as XSL Transformation Supplier Invoice for different countries along with validity periods

In the Transformation section:

 

  • Add new Row
  • Set ID e.g. EINVOICE
  • Status -> Active
  • Transformation Type ->SIV – XSL Transformation Supplier Invoice

File upload:

 

The business user should have the rights assign to upload Supplier Invoices.

 

Under “Supplier Invoicing” -> “Invoice File Upload”, the user will find the option to upload invoice files.

We conclude, that we have covered in this blog post the configuration of the transformation settings to be able to send and receive an E-Invoice.

 

 

 

 

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