SAP Localization: For companies that operate in Mexico, SAP has a standard solution as part of the localization available for the country template to comply with SAT requirements about Electronic Accounting that addresses the need of generating electronic accounting reports.
According to the regulation, all companies that operate in Mexico must provide through a “Tax Mailbox”, the following accounting information:
- Chart of Account: must be provided once and updated every time an account is added/deleted or changed.
- Balances (beginning balance, period postings: credit/debits, end balance) of all accounts: need to be generated monthly.
- Journal Entries (type, accounts, amount, taxes…), only required if the government requests it (for audit).
- Auxiliary Accounting.
Regarding the Journal Entries XML files, the report to generate the file for the Journal Entries is part of the SAP solution.
Part of the data needed to generate this XML file, in case of income or expense Journal Entries, is the CFDI information: “UUID” (e-invoice approval number provided by SAT), the “RFC” (Tax Number of the issuer of the e-invoice) and the amount.
The UUID is a 36-char data and in order to be able to enter this information, the header texts need to be defined:
On the topic of UUID in Sales & Distribution and in Finance Accounts Receivables and Payables: the RFC will be stored in a specific header text.
UUIDs – or unique identifying codes – are what allows tax authorities to track every single taxpayer document and verify VAT payments and credits based on the original source documents.
The report will look for the UUID, RFC and amounts in the defined fields.
After years of experience working on implementations and support for companies in Mexico, we have observed the need to complement this process with automation and provide a matching tool with update logic to capture the Fiscal Data from the XML source containing the UUID and its integration in SAP records to the use this information on Journal entries report as part of electronic accounting requirements.
SAP Localization – Example of scenarios that we have automated for the Fiscal Data input entry
The Origen automation solution and SAP Localization for Mexico Electronic Accounting includes the adoption of a cockpit console that will provide the tools to handle the requirements from SAT for the Electronic Accounting reporting for Mexico.
Our approach is structured using SAP ECC or S/4 with SAP standard solution offering and the additional functionality to automate the UUID entry information input in SAP on the records.
