6 E-Invoicing

E-Invoicing is the electronic exchange of financial documents between a business and a government agency, a business to another business, or a business to a consumer. Invoice Matching uses a configurable approach to identifying documents to be extracted for E-invoicing. The configurable approach allows the user to identify documents by country or by country/set of books combination and map transaction types to be included in the extract for integration with third-party solutions which manage local tax reporting.

The E-Invoicing functionality is an optional batch process and can be configured at a country or country set of books level, and is only applied to specific documents. Therefore, you can configure the system to only extract specific documents created for specific countries. The list of document types eligible for E-Invoicing is listed below.

The batch job extracts documents from Invoice Matching Cloud Service and passes them to the Financial Document Generation (FDG) system in Merchandise Foundation Cloud Service. See the Oracle Retail Invoice Matching Operations Guide for additional details on the batch job.

Setting up Configuration Data to Identify Documents for E-Invoicing

The configuration data for creating and maintaining a document sequence is entered via the Data Upload / Data Download process in the Merchandise system.

Perform the following procedure to initially create the configuration for E-Invoicing:

1. Download the E-Invoicing Configuration (this creates an empty spreadsheet).

2. Populate the spreadsheet to identify documents to be extracted for E-Invoicing.

3. Upload the E-Invoicing Configuration.

Detailed steps:

1. Download the E-Invoicing Configuration.

   1. Log in to the Merchandise system.

   2. Navigation: Foundation Data > Download Foundation Data

   3. Select Template Type: Finance Administration

   4. Select Template: E-Invoice Mapping

   5. Click the Download button

2. Populate the E-invoices worksheet on the spreadsheet. The table below shows the columns on the worksheet, and provides information on the usage.

3. Upload the E-Invoicing Configuration:

   1. Log in to the Merchandise system.

   2. Navigation: Foundation Data > Upload Foundation Data

   3. Select Template Type: Finance Administration

   4. Select Template: E-Invoice Mapping

   5. Select: Choose File and browse to the spreadsheet to be uploaded.

   6. Click the Upload button.

   Table 6-1 E-Invoices Worksheet Columns

   Columns	Field Type	Mandatory	Comments
   Worksheet: E-Invoices
   Country Id	Free Text	Yes	The Country ID associated with the documents to be extracted. The country of the location on the document will be one of the criteria to determine if the document should be included in the extract.
   Set of Books	Free Text	No	The Set of Books associated with the documents to be extracted. This optional field allows an organization to specify that only documents for a particular set of books for a particular country should be extracted.
   Receiving Authority	Drop Down	No	Receiving Authority is an optional field which is passed with the extracted document to identify the 3rd party who should be receiving the document The values available to be used for the Receiving Authority are stored in a codes table in the Merchandise system: Code Type - IMRA - Trusted Third Party
   Transaction Type	Drop Down	Yes	The transaction type identifies the types of documents to be included in the extract. The values available to be used for the transaction types are stored in a codes table in the Merchandise system: Code Type - IMTT - MRCHCI - Consignment Invoice MRCHEI - ERS Invoice DEBMBB - Bill Back Deal (Fixed or Complex deal) MRCHI - Other Merchandise Invoice * NMRCHI - Non-merchandise Invoice DEBMEC - Debit Memo Cost DEBMEQ - Debit Memo Quantity DEBMET - Debit Memo Tax CRDMEC - Credit Memo Cost CRDMEQ - Credit Memo Quantity CRDNT - Credit Note CRDNRC - Credit Note Request Cost CRDNRQ - Credit Note Request Quantity CRDNRT - Credit Note Request Tax The values shown are the only value values for Transaction Type, user cannot create additional values.
   Extract Point	Drop Down	Yes	The extract point determines when a document will be extracted for E-invoicing. Creation means at the time when the document was first saved in Ready to Match, Tax Discrepant, or Approved status. Posted means at the time the document is sent to the financial system. The values available to be used for the Extract Point are stored in a codes table in the Merchandise system: Code Type - IMEP - Creation Posting Creation and Posting are the only valid values for Extract Point.
   Retailer Issued Document	Drop Down	Yes	Indicates whether the document type is issued by either the ‘Retailer’ or the “Vendor’. See below for additional details on this indicator.
   Approval Required	Drop Down	Yes	Indicates whether this document type must be approved by the Fiscal Authority before posting to the financial system.

Retailer Issued Document vs. Vendor Issued Documents

There are legal requirements in some countries to associate a Fiscal ID to invoices. When a document type is flagged as ‘Retailer Issued’, the retailer is responsible for sending the document to a government agency which will assign a fiscal ID to the document and send it back. Invoice Matching integrates with the Financial Document Generation (FDG) system in MFCS to facilitate this process. For document types flagged as ‘Retailer Issued’, the Fiscal ID is not allowed to be entered through the UI, EDI or Induction processes. Instead, the only way to get the Fiscal ID for Retailer Issued documents is through the Integration with FDG and the government agency describe above.

For Vendor Issued document types, if a Fiscal ID is required the Vendor is expected to provide it with the Invoice, and it could be entered via the UI, EDI, or Induction. The Vendor has the responsibility to provide the Fiscal ID, and retailer only needs to keep the Fiscal ID with the document.