ERP Definitions and E-Transformation PDF

ENTERPRISE RESOURCE PLANNING (e-Transformation : E-Invoice, e-archive, e-Ledger) #4 CONTENT Ø Basic concepts Ø E-invoice Ø E-archive Ø E-Ledger Basic Concepts and e-transformation of Financial Systems Basic e-Invoice...

ENTERPRISE RESOURCE PLANNING (e-Transformation : E-Invoice, e-archive, e-Ledger) #4 CONTENT Ø Basic concepts Ø E-invoice Ø E-archive Ø E-Ledger Basic Concepts and e-transformation of Financial Systems Basic e-Invoice Concepts e-Ledger e-Archive Basic Concepts Basic e-Invoice Concepts e-Ledger e-Archive Basic Concepts There are definitions that could be used in every stage of sales and purchasing processes in the system and that should be known. These definitions; Payment Term: It is the period determined by the contract or by law, that the borrower will benefit from when the payment is made after a certain period of time. This period is known to be entered as date or day in the system. The amount of debt or the amount of the receivable means that the relevant concubine will be collected / paid on the specified dates. Basic Concepts Payment Plan: The payment plan is defined in cases where the borrower will fulfill the payment in a certain period of time, but with certain forms of payment. Payment plan in the system can be defined as 4 different payment types. Ø Cash: It is the situation realized when the payments are received with invoices. Ø Single Payment: It is used in one installment only when payment is made in a certain term. Ø Installments: Certain amount of the payment is used in cash, the rest is used in installments. Ø Term based: It is used when the payments are made in certain payment terms. ERP Payment Plan Definition Basic Definitions Delivery Type: Indicates the way to delivery a given order. It is the determination of where, when, how the costs and risk will be shared between the seller and the buyer during the transportation of the goods from the loading place or the port of destination. The delivery method is important especially in foreign trade. Examples of delivery types; Ø Ex Work (EXW): Delivery in a commercial enterprise Ø Free Carrier (FAC): Delivery to the carrier Ø Free On Board (FOB): Delivery on Board of the ship Ø Cost And Freight (CFR): Cost and transportation Ø Cost, Insurance And Freight (CIF): Cost, Insurance and Transport Ø Delivered At Frontier (DAF): Delivery in Border Ø Delivered Ex Ship (DES): Delivery On Ship Ø Delivered Duty Paid (DDP): Tax Paid Delivery ERP Delivery Type Definition Screen Basic Concepts Payment Method: It is the section where payment methods agreed in sales or purchasing processes are entered. It is generally used in foreign trade processes. Some example forms of payment; methods; – Advance Payment: It is the form of payment that the importer pays the price of the goods to the exporter before the actual import. In this form of payment, the exporter does not undertake any risk, while the importer carries the risk of loss due to reasons such as not sending the goods or not conforming to the order list. – Payment Against Goods: It is the form of payment in which the exported goods are paid after the goods are received by the importer. After the exporter has shipped the goods, he sends the document related to the shipment to the importer via a bank, provided that it is delivered directly or free of charge. It is the form of payment that the exporter undertakes the most risk. Since the payment of the cost of the goods takes place after the delivery of the goods, there is a risk that the cost of the goods is not paid.  Basic Concepts Ø Documents Against Payment: It is a form of payment that allows the delivery of the shipping documents representing them after the shipment of the goods in accordance with the sales contract with the importer via the bank in the form of exchange for payment, policy acceptance or issuance of bonds. After the bank collects the export price, it delivers the documents to the importer. Ø Payment with Acceptance Credit: It is a form of payment that is committed to the payment of the cost of the goods in a certain term and based on insurance policy. Ø Payment with Letter of Credit: It is a form of payment that guarantees that the bank where the importer works, in accordance with the instructions given by the importer, will be paid to the exporter in exchange of the documents related to the exportation of the exported goods up to a certain amount and for a certain maturity. ERP Payment Method Definition Screen Basic Concepts Seller Code: It is the section where the sales representatives of the companies are defined. Analysis is provided on the basis of sales representatives by entering each transaction or defining it to the current cards and enabling it to arrive automatically. Shipping Type: It is the area where the type of transportation where the shipment is made is determined. Sample transportation types that can be opened in the system; Highway Seaway Airline Railway Shipper Description: This is the section where the shippers making the shipment are defined. ERP Seller Code Definition Screen  e-Invoice Basic e-Invoice Concepts e-Ledger e-Archive e-Invoice e-Invoice: It is the messaging infrastructure that enables the predefined users' invoices issued in UBL-TR standard and electronic documents to be transmitted from the sender to the receiving side via the specified data transfer protocol. E-Invoice can be sent in 3 different ways. These; Ø Through GİB Portal : Manual upload is made to the portal of the Direct Revenue Administration of Minister of Financial Affairs Ø Special Integration Method: It is an integrator system approved By GİB. Invoices are sent to GİB through approved integrators. Ø Direct Integration Method: Firms can directly send to GİB by providing their integrator competencies. e-Invoice If the company using the ERP system is the e-invoice user, the taxpayer is defined in the system. Without questioning the taxpayer to be sent or received invoices, it is first questioned whether they are e-Invoice user or not. For e-Invoice taxpayers, current account cards are automatically updated by the system to their taxpayer information. e-Invoice Ø The system automatically marks the invoice when entering to the system as an e-invoice if the sender is e-invoice user. Ø Then, sales invoices, which are e-invoices, are sent to the integrator company from the transfer screen. the status of the invoice can be viewed on the status inquiry screen. Ø Purchasing invoices sent by suppliers are queried and accepted on the e-invoice purchase screen in the system. The invoice details are made compatible with the codes in the system so that the accepted invoices can be registered on the invoice screen in the system. Then, invoice is created automatically in the system. Accounting and finance records are created automatically in the system along with invoice recording. ERP e-Invoice Transfer- Sending ERP e-Invoice Transfer- Receiving  e-Archive Basic e-Invoice Concepts e-Book e-Archive e-Archive Ø e-Archive: It is an application that allows the invoice, which is obliged to be organized, kept and submitted in paper environment, to be arranged in electronic environment and the second copy to be kept and submitted in electronic environment Ø Companies that are e-Invoice users have to send their invoice information to GİB electronically. However, if the invoiced company is not an e-invoice user, an e-archive invoice is not issued since the e-invoice cannot be issued. Ø The obligation to print and store invoices is no more required in the paper environment. The invoice that is created and sent to the Revenue Administration is received and sent to the customer in an e-mail environment. Ø Invoices created in the system are sent to GİB as e-archive from the sending screen. An Example of ERP e-Archive Sending Screen An Example of ERP e-Archive Documents e-Ledger Basic e-Invoice Concepts e-Ledger e-Archive  e-Ledger e-Ledger: According to the General Regulation of the electronic ledger, it is required to keep the day-book and the ledger within the scope of the electronic ledger, which must be kept according to the VUK (Tax Methods Act) and / or TTK (Turkish Commercial Act).  e-Ledger Accounting slips are created in the system entered from the modules or directly from the accounting screen. In accounting receipts to be sent as e-ledgers, there should be some definitions other than standard rules. These; Document Type (Invoice, Receipt, SMM, Receipt, Letter of Guarantee, Bank statement etc.) Payment Method (Cash, Bank, Check, Note, Credit Card) These definitions are defined in the system behind receipt types and transaction codes. The accounting receipts, which are created as integrated, come automatically from the document type and payment method definitions. ERP e-Ledger Slip Definition  e-Ledger Before the accounting receipts generated in the system are sent to the GIB, item numbering is performed. With this process, accounting slips in the system are numbered sequentially. If e-ledger application will be used, respective transition definitions are made in the system. When the e-Ledger Transition Date is written and the e-Ledger Information Update button is clicked, the e-Ledger Transition Date field on the e- Transformation tabs of the Company and Business definition is updated automatically.  e-Ledger A source file with numbered accounting slips is created to be sent to GİB. When the Accounting slips of the relevant month are listed in the Source File creation screen and the Transmission to the integrator Portal is performed, e- Ledgers (day-book, ledger) are automatically generated from the source file of the “integrator’s e-Ledger” application portal. Ledger books sent to the portal with a financial seal are signed. The status of the ledger sent on the E-Ledger monitoring screen can be monitored. An Example of an ERP e-Ledger Cycle ERP e-Ledger Source File Creation ERP e-Ledger Situation Monitoring QUESTIONS?