Changes in the way invoices are issued are impacting current supply management processes and existing SAP EDI (Electronic Data Interchange) interfaces. Previously, invoices were issued in SAP and automatically sent to the ordering party through standard SAP ALE integration mechanisms and converted to the EDIFACT standard.
After KSeF came into effect, the invoicing process was completely reversed. Now it is not the issuer who decides whether an invoice has been created by creating it in SAP, but KSeF, which assigns it a unique number when it is accepted into its register, and it is at this point that it enters legal circulation.
This means that the invoice sent so far through the interfaces in an automatic way is no longer an invoice in the strictly legal sense, it can be described as the equivalent of an invoice proposal.
As a result, it becomes necessary to update the interfaces to take into account the specifics of data exchange with SAP KSeF, and the new invoice identifier goes from KSeF to EDIFACT.
The GS1 organization, together with participants in the EDI Working Group, which brings together the largest EDI operators, has developed recommendations for proposals for changes to the interfaces in the form of three models.
Let’s take a look at what these proposals look like:
Version/model 1 – SAP invoiceless approach with KSeF
In this version, the order, advice and delivery confirmation work unchanged and are sent through the interface, while the invoice delivery method changes. In this model, the issued invoice is no longer sent through the EDI interface, but sent and downloaded to SAP from KSeF.
In this model, the invoice sent from SAP to KSeF can be supplemented with additional information that previously went to the contractor through the INVOIC object and EDIFACT protocol.
Version/model 2 – approach with invoice proposal and SAP EDI and KSeF invoice.
In this version, the purchase order, advice letter and delivery confirmation work unchanged and are sent via the SAP EDI interface, while an invoice proposal is sent instead of an invoice (as EDIFACT).
The invoice proposal goes only to the EDI operator, who can create a document in KSeF based on it, and only after it is accepted by KSeF can such a document be transferred to the customer’s SAP system.
The use of this model is complicated by the issue of invoice corrections in KSeF, which would also have to go via EDI to KSeF.
Version/model 3 – delayed EDI invoice approach from SAP and KSeF.
In this version, the purchase order, advice letter and delivery confirmation work unchanged and are sent through the SAP EDI interface, while the issuer sends the invoice from SAP to KSeF first (hold EDI shipment).
In this version, only after obtaining the KSeF number is the invoice as an EDIFACT object sent to the customer. The recipient can both download the EDIFACT invoice and the actual invoice from KSeF.
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