Tasks to be completed when documenting an operation (from creation to publication)

1.1. Objective of this Operation

2. Add the following Labels : 

    • Scope of applicability: ww, country_accounting 

    • Country or group of countries (if applicable): belux, china, france, italy, lam, nam, uk_ie, bulgaria, dach, netherlands, iberia, poland, latvia, australia, india, japan, south_korea, thailand, singapore, new_zealand, emea_transversal, apac_transversal

    • Unit and Domain according to the List of labels to be used in the Finance Service Line space

      • E.g. 1: WW Operation in Financial Accounting under domain "Central Finance Processes & Compliance":
        • Labels to be used: ww, financial_accounting, central_fin_proc_compliance

      • E.g. 2: France Operation in Financial Accounting:
        • Labels to be used: country_accounting, france, financial_accounting
          (for country operations, the Domain is always country_accounting)


3. Fill in all fields as described above

4. Name the title of each section using OPD methodology naming convention - Infinitive verb without the “to”, mainly action verb...something) - " I do something..."

5. Once the description of the operation is completed, ensure it is approved and published by launching the SBS-Finance approval workflow 


Domain: 1. Enter the Domain identified in OPD matrix (for Country specific operations, Domain = Country Accounting)

Responsibility area: 2. Enter the responsibility area described in OPD matrix ("N/A" for Country Accounting Operations)

Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

3. Remove the icon when not applicable


ERP

4. Remove the icon(s) when not applicable

PF2 WP2 PE2 PI2

Frequency

5. Remove the icon(s) when not applicable

 

References

6. Add the link to SAP transaction(s) (when it exists)



Forms

7. Insert the links accordingly and change the link text with the Form name



Attachments

8. Add the link to attachments or external links


 

 

Previous operation << >> Next operation



1. Objective and Scope

1.1. Objective of this Operation

WHY - Describe the objective of the operation

 The objective of this operation is to identify any invoices that, for various reasons, were not correctly issued and therefore were not transmitted to the tax authority (Agenzia delle Entrate). This process ensures compliance with legal and fiscal requirements by detecting and addressing any discrepancies or omissions in the invoicing and reporting process. The operation covers three main categories of invoices:

  • Invoices for the sale of goods issued by Customer Service teams
  • Invoices for the sale of services issued by Intercompany teams
  • VAT integration or self-invoices related to foreign supplier purchases

1.2. Scope

This operation applies exclusively to the legal entities located in Italy, identified by company codes 5835 and 8090. The activity includes the review of all invoices issued by the Customer Service and Intercompany teams, as well as VAT integration/self-invoices generated from transactions with foreign suppliers

(both EU and non-EU)


2. Definitions

Definitions should be added in the Finance Glossary - Add definition and link it to respective Letter in Finance Glossary 

See Finance Glossary:

  • ...

    SDI (Sistema di Interscambio) is the IT platform managed by the tax authority (Agenzia delle Entrate) that receives, checks, and forwards electronic invoices.

    How it works:

    1. The company issues the electronic invoice in XML format.
    2. It sends the invoice to SDI.
    3. SDI checks that the invoice is correct (format, required data, etc.).
    4. If the invoice is valid, SDI forwards it to the recipient and sends a delivery receipt to the issuer.
    5. If there are errors, SDI rejects the invoice and notifies the issuer of the reason.
    6. The SDI is fundamental in the Italian electronic invoicing system for several reasons.
  1. It ensures legality and tax compliance
    The SDI checks that all electronic invoices comply with the technical and regulatory standards established by the tax authority. Only invoices that pass these checks are considered valid for tax purposes.

  2. The tax box(“cassetto fiscale”) is the tool that allows you to view, check, and manage all your electronic invoices sent and received through SDI.

3. Electronic Invoices

WHAT and HOW - Main content of the operation

The content should be mainly organized in 2 levels of Headings to ensure a proper link with the Table of Contents.

Electronic invoices in Italy are digital fiscal documents that replace traditional paper invoices.

Main features:

  • They are issued in XML format according to a standard defined by the Italian tax authority (Agenzia delle Entrate).
  • They must be digitally signed to ensure authenticity and integrity.
  • They cannot be sent directly to the customer but must go through a central system.

3.1. I do something...

3.1.1. Log in to SAP and open the EDOC_COCKPIT transaction

  • In the “Show Recent eDocuments” field, enter “999” to display recent documents.


3.1.2. Filtering for Errors

  • Filter the column “Proc. Status Descr.” to show only “Invalid File” entries


Select the filter for the “Cre.Date”  and “Proc Status Desc”column and set the range to include:

  • only the dates within the current month
  • only Invalid File status


3.2.1. Analyzing the Error

  • Go to “Goto > History.”
  • Open the row with the highest sequence number.
  • Review the XML error details to identify the issue.

    You can identify the relevant row by looking for the highest SequenceNo in the list. Then, check the File Type column for entries such as “REJECTION” to find error details.

3.2.2.Corrective Actions (Identify the Incorrect Field)


  • Review the error message details in the XML file (as shown in your screenshot).
  • For example The error description and suggestion specify which field or value is incorrect
  • (e.g., Document Type, special characters, or country code )

...


Typical error type:


  • The most common errors involve Document Type and special characters.
  • The Field “TipoDocumento” is not valid : means that the system is not able to assign the correct Document Type to the Electronic invoice .  Solutions : check if 
    • the posting linked is really an invoice 
    • if the tax code is correct 
    • if the supplier is Italian 



  • The Field “riferismentoTesto” : means that we have some Characters not insertable … example special character : & % $ $ ect   Solutions : check in the posting and delete the characters and re-submit the file.


  The contact for asking correction / adjustment for E-invoice


 Customer invoices -----> CONTACT CUSTOMER SERVICE  check the name of the responsible follow below image :



 

name  is CCS representative(Consider that many actions can be done in autonomy


SUPPLIER INVOICE : ------> ask always to the user that posted the invoice  or for avoid doubt/discussion create a tickets for account payable 

End of document.