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B2B Invoicing - Getting Started Guide

B2B Invoicing - Getting Started Guide. Exchange of electronic invoices with Customers. Key B2B Components and Releases. Customer Backoffice ERP. Alcatel. Polaris B2B Gateway. Blue Planet. Polaris e-Sales.

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B2B Invoicing - Getting Started Guide

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  1. B2B Invoicing - Getting Started Guide Exchange of electronic invoices with Customers

  2. Key B2B Components and Releases Customer Backoffice ERP Alcatel Polaris B2B Gateway Blue Planet Polaris e-Sales Inbound flowsPurchase Order (order capture), PO change, PO cancel, Invoice trigger, B2B Front-endRelease 1.1 B2B End-to-EndOrderingRelease 2.1 Outbound flows PO Response Delivery note Outbound flows Invoice B2B InvoiceRelease 1.0 Pending on 2004 budget extension Automatic process Manual process

  3. 6. Send message to Customer CUSTOMERS 5. Automatically create the XML message & Customer specific mapping POLARIS TelecomItalia TI portal BLUE PLANET XCBL webMethods Integration Server SAP Businessconnector Telefonica G a t e w a y RosettaNet Billing doc creation Interface Billing Polaris Interface DeutscheTelekom T-MART XCBL XML IDOC BP file ? EDI … ? … ? G X S … … EDI FranceTelecom . . . 4. Automatically create the EDI message & Customer specific mapping 3. Dispatch Idoc to XML & EDI platforms 2. Validate a billing document and create the IDOC 1. Create a billing doc in BP . . . Customer Communication platform and back office Customer specific data-mapping and transport protocols Generic invoicing/billing interface How does the B2B Invoicing work?

  4. Basic Principles of B2B Invoicing • Only billing documents and associated product lines included in Blue Planet are in the scope of B2B Invoicing • There is one unique B2B file format defined for each customer regardless of the document type • Even if the filling of certain fields depends on the document type • Each local legal unit must ensure that all issues related to electronic invoicing are taken into consideration, e.g. : • Production of a paper Weekly Invoice Summary for Alcatel SEL • Specific recording of B2B invoices using a FNMT* electronic certificate for Alcatel Spain (*) FNMT = Fabrica Nacional de Moneda y Timbre Espanola

  5. Management rules for B2B Invoicing • The existing billing procedure to issue a billing document in Blue Planet remains unchanged • The creation of the B2B invoice is done via the « Billing Polaris Interface » • The creation of the IDOC is the trigger to produce the B2B invoice in Polaris • The user has NO direct access to the Polaris Platform • Final decision to validate and send a billing document to the customer is taken by the Billing Department via the "Billing Polaris Interface" • The monitoring of B2B invoices delivered to customers is assured in the "Billing Polaris Interface"

  6. Accessing the Billing Polaris Interface (1st screen) After creation of a billing document, type « ZTDO47 » to access the Billing Polaris Interface Fill in this data to display the billing documents created Filter the billing documents by their status Define the display layout of your results Use the Force Mode procedure to modify and re-send an IDOC

  7. Billing Polaris Interface (2nd screen) – infos on billing doc Fields related to the billing document created in Blue Planet As usual, double click on the document number to display it and to check the billing document in detail

  8. Billing Polaris Interface (2nd screen) – infos on billing doc Coming soon new field « Billing Type » (Explanation of billing doc type) New Debit/Credit indicator

  9. Billing Polaris Interface (2nd screen) – Billing doc. flags VALIDATION FLAG column DISCARD FLAG column ERROR FLAG column Red : the relative IDOC cannot be created for this billing document as it is in error or discarded (or both). The document cannot be sent or resent (protected from sending) Green: an idoc has been sent for this billing document Exceptions: 1. If a user discards a validated document, then the corresponding traffic light becomes red.(relevant in some cases to forbid resending of a document) 2. Even if a billing document is ready to be resent (ZSFT added manually in the billing document), the traffic light remains green. 3. If an error is detected in the idoc after it leaves Polaris, the traffic light remains green and the error is seen in the « Status » and « Description of status » columns Orange: the billing document is ready to be sent (it has never been sent, not discarded and not in error)

  10. Billing Polaris Interface (2nd screen) – Error messages ERROR FLAG column • There are 3 possible Error Messages in Blue Planet: • "Wrong accounting status" - the billing document has not been recorded in BP accounting due to errors in the billing document creation in BP • "Issue – Idoc not sent" - no output message generated – this is needed to create the IDOC. You should contact the Blue Planet helpdesk if this message occurs • "Benestare rule not fulfilled" (The Benestare field in the billing document has not been filled in properly). For Alcatel Italia ONLY ERROR FLAG message : specific reason for which the IDOC cannot be created

  11. Billing Polaris Interface (2nd screen) – Discard flag DISCARD FLAG column • Discard flag management rules: • In order to hide billing documents from the display in the Billing Polaris Interface, the discard flag must be activated • ALL billing documents, no matter what their status, can be discarded and (recovered) • IDOCs can ONLY be created for billing documents that are NOT discarded • To create the IDOC for a billing document that has been discarded, the user must first recover the billing document

  12. Billing Polaris Interface (2nd screen) – IDOC status Date of IDOC creation IDOC reference Code referring to the IDOC status Number of IDOCs created in referenceto the same billing doc Example: in the case of the billing doc N° 2000002847 above; an idoc has been sent 34 times (once in “normal mode” and 33 times in “force mode”). However an error has been detected after the last idoc left Polaris (Idoc status 7 – Error during syntax). The traffic light remains green. When trying to send a document that is being modified by another user, this message appears. The invoice number is mentioned in the message.

  13. B2B Invoicing Monitoring (idoc status) 16 14 22 08 03 XML message G a t e w a y Blue Planet file Customer IDOC 07 17 15 4. Send message to customer 3. Create the XML/EDI message 2. Validate a billing document and create the IDOC 1.Create a billing document in BP 03 "Passed to port OK" (Sent from Blue Planet to Polaris) 07« Error during syntax check » " (Polaris detected an error, a mail will be sent to the user) 08« Syntax Check OK » (Polaris checks are successful, document is ready to be sent to customer) 22« Dispatch OK Acknowledgement Still due » (Polaris sent message to customer –waiting for ack.) 14 « Interchange Ack. positive  » (Customer accepted the document from a technical point of view) 15 « Interchange Ack. negative » (Customer refused the document from a technical point of view) 16 "Functional Ack positive" (Customer accepted the document from a functional point of view) 17 "Functional Ack negative" (Customer refused the document from a functional point of view) x x Only for Spain x

  14. For each filter, 3 options are possible : • Filter On • Filter Off • Do not take flag into account Filtering – 3 criteria The 3 crietria (validated, discarded and with errors) are ALWAYS taken into account. In order NOT to take a crieria into account you must click on ALL 1. Show me ALL the Validated documents (All the documents for which an idoc has been sent).Attention : this doesn’t mean all documents in green status (e.g. it shows also documents that have been sent once and that in the resent in force mode have an error – red status) 2. Show me ALL the Discarded documents (ALL documents which are discarded)Attention : in the discarded documents there can be documents for which an idoc may or may not have already been sent 3. Show me ALL the documents with errors Note : in the above example the result will be : “show me all the document that have not been discarded and have an error message”

  15. Reporting 1. Select the criteria for specific reports 2. Define the display layout of your results 3. Create an excel file 4. Select the « Excel display » to export to excel format

  16. Document flow transaction – document links 1. After creation of a billing document, type « VF03 » to display the document Coming soon new possibility to view all Sales Order related docs 2. Press this button to access the document flow 3. The related Order 4. The Billing document and related accounting doc 5. Billing doc cancellation and its related accounting doc

  17. Used to modify a billing document already sent and to send the new associated IDOC NB: only users with special access can use Force Mode Force mode • Press « Repeat Output » to create a new ZSFT output message in orange status 2 Select the Force mode procedure for the relevant billing document 3 Modify the billing document as needed 5Press « F8 » to refresh your screen at any time 4 Press validate to create and send the new IDOC

  18. IDOC Creation: Global process in 7 steps 1 User creates and saves a billing document in Blue Planet 2 BP generates 2 messages: ZSFTand ZPOL ZSFT ZPOL ZPOLmessage is processed immediately to update the Billing Polaris Interface with billing documents relevant for Polaris 3 4 User validates the billing document 5 No Billing Polaris Interface checks the existence of the ZSFT message Yes An ERROR message appears in the BPI and the user cannot create an IDOC until a new ZSFT message is created (previous slide) 6 User validates the creation of the IDOC 7 BP creates the IDOC through the ZPOL message IDOC

  19. New “Bill-to”: Updating Customer Table Procedure 1 The user who requires a new “Bill To” in Blue Planet requests confirmation from the Customer Account Team 2 CAT confirms the need to create the new “Bill To” OK The user creates a Service Request in Blue Planet 3 SR 4 Blue Planet maintenance team update Customer Table and informs user

  20. Getting started with the user acceptance tests • Connect to the Blue Planet Pre Production environment* via Saplogon to carry out the tests • Help-line technique during tests phase: For Blue Planet issues: Mondays to Thursdays 9h00 - 18h00 Fridays 9h00 - 15h00 Contact: Boubacar Faye Tel : +49 (0)711 821 38410 Alcanet : 2593 8410 Mobile : + 49 (0)173 45 70040 e-mail : boubacar.faye@alcatel.de For Polaris issues: Mondays to Thursdays 9h00 - 18h00 Fridays 9h00 - 15h00 Contact: Jean-Emile Totobesola Tel : +33 (0)3 9067 5069 Alcanet : 2187 5069 e-mail : jean-emile.totobesola@alcatel.fr (*) In the unlikely case that users do not have this environment on their Saplogon, they need to request the latest version from the respective local helpdesks

  21. Your Turn now…

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