4/25/2024

SAP Business ByDesign Library

SAP Business ByDesign | February 2024

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Invoice Processing - Mexico

Overview

 Note
In order to use the electronic invoice function, you must activate it in a Customer Pilot Add-On. To do this, contact SAP for
further information on SAP-approved solution providers.

Invoice documents issued by Mexican companies must comply with legal requirements de ned by the Servicio de
Administración Tributaria (SAT), the Mexican tax authority. As of January 1 2011, SAT de ned a revenue threshold that
determines whether a selling company is allowed to issue paper or electronic invoices.

Each invoicing method has different requirements:

Paper invoices:

If the revenue of your company is below the threshold de ned by SAT, you can issue paper invoices. When using this
method, every invoice document issued must be within an official number range, which you have previously requested
from SAT.

Electronic invoices

If the revenue of your company is above the threshold de ned by SAT, you must issue electronic invoices. When using this
method, every invoice document must be in a speci c XML format required by the tax authorities and is only considered
valid if it is electronically approved by SAT. For the approval process the company issuing the invoice must attach a digital
signature to it. SAT validates and approves the invoice and, in turn, adds to the invoice an official invoice ID as well as a
digital stamp which states that the invoice is compliant with the law.

The approved XML version and the printed version of the electronic invoice that you send to your customers must
display the following information:

Digital signature of the invoice

Digital stamp from SAT

Certi cate used to generate the digital stamp

Official invoice ID granted by SAT and date and time of the invoice approval

Bi-dimensional bar code that entails approval information of the invoice in graphic form

Bi-dimensional bar code that entails the certi cate of the company

SAP Business ByDesign allows you to generate both paper or electronic invoices for your customers well as it processes
supplier invoices generated by your suppliers in both methods.

The system offers you two ways to generate electronic invoices. By selecting the Electronic method in scoping, you
choose to integrate the services of one of the listed service providers in the SAP Store to generate the invoice in the
required XML format and request the approval at SAT. Alternatively, you can select the Export Invoice Data method and
use the Reports functionality in the Customer Invoicing work center to download the invoice data to your le system and
proceed with the external approval process using any other service provider of your choice.

 Note
Because Pedimento is not supported, you should only issue customer invoices that do not include imported goods or
materials.

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Prerequisites

 Note
Con guration settings are usually performed by an administrator. If you do not have the required authorization, contact your
administrator.

During scoping, you have selected the following:

Mexico as one of the countries in which you do business

Customer Invoicing and/or Supplier Invoicing business areas

The invoice processing method in your system when creating invoice documents for your customers

Depending on the invoice processing method selected in scoping, you have maintained the following settings:

Paper Method: You have maintained the ne-tune activity for the official number ranges for Mexico.

For more information see the section about Document Numbering Formats for Mexico in Document Numbering Formats
for Customer Invoicing - Con guration Guide.

Additionally, you have maintained in the print form template for invoice documents the bi-dimensional bar code images
granted by SAT along with the official number range.

Electronic Method:

You have signed up during the preparation phase a contractual agreement with the service provider authorizing
this company to communicate with SAT on behalf of your company.

For more information, see Contractual Agreement with Service Provider for Electronic Invoices – Mexico.

You have added SAT as a tax authority in your master data.

For more information, see Tax Authorities Quick Guide.

You have set up in the integrate and extend phase a communication arrangement that enables the exchange of
invoice information with SAT through the authorized service provider.

For more information, see Communication Arrangement with Business Partner for Electronic Invoices – Mexico.

Export Invoice Data Method: You have selected this method to export the invoice data to your le system using the
Reports functionality in Customer Invoicing work center. Once the invoice data has been exported from the system in
one of the supported le formats, you can use an external process or software of your choice to create the electronic
invoice in the required format and request approval at SAT.

For more information, see Reports View.

 Tip
In case your system has been set up for more than one company, you can specify in the ne tune phase different
invoice processing methods for each company.

For more information, see Con guration Guide for Assignment of Invoice Processing Methods — Mexico.

Process Flow
Process Flow for Customer Invoices

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The process ow described below shows all the steps for the three invoice processing methods: Paper Invoice, Electronic
Invoice, or Export Invoice Data.

1. If you are creating an invoice from an invoice request, go to Customer Invoicing Invoice Requests and
create a customer invoice. In Common Tasks you can also create a manual invoice.

 Note
For electronic invoices you can specify the values for the Payment Method Mexico and Payment Format
Mexico. By default, these values are set to PPD – Deferred Payment and 99 -To De ne respectively and will
be considered in the electronic payment document generation.

For more information, see Quick Guide for Invoice Requests - Mexico.

2. In the Invoice Documents view, select the invoice document you have created from an invoice request.

For more information, see Quick Guide for Invoice Documents - Mexico.

3. Depending on the invoice processing method you have selected, you must proceed as follows:

Paper Method: Go to step 4

Electronic Method: Click Request Approval. The system changes the approval status of the invoice to
In Approval.

This action triggers the external approval process as follows:

a. The system automatically retrieves the relevant information and sends it via B2B communication
(outbound message) to the SAT by means of the authorized service provider.

b. The service provider assembles the data of the electronic invoice in the prede ned XML format
required by SAT and forwards it to SAT for approval.

c. SAT validates the electronic invoice. If the invoice is not valid, SAT returns an error message and
the invoice gets the status In Revision. Correct the invoice and request approval again. If the
invoice is valid, SAT grants an official invoice ID for this invoice. This information is assembled in an
XML le, together with the exact approval date and time, the digital signature of the company
issuing the invoice, the digital stamp given by SAT, and the digital certi cate used to generate the
digital stamp; the XML is sent back to the authorized service provider that requested the approval.

d. The service provider translates the approval information in a bi-dimensional bar code and sends
this information as a graphic together with the electronic invoice in XML format to SAP Business
ByDesign.

e. SAP Business ByDesign receives the B2B message (inbound message) and saves the approval
information in the related invoice. The invoice is displayed in the Invoice Documents view with
approval status Approved.

Open the invoice and click View All. Under General, check that the Official Invoice ID and Approved
On elds are populated and that the approval status is Approved. Under Attachments, check that
the electronic invoice in XML format is attached.

 Tip
During the external approval process, the key user can check the status of the inbound and outbound
messages in Application and User Management Input and Output Management → Business
Communication Monitoring.

For more information, see Business Communication Monitoring Quick Guide.

Export Invoice Data Method: Click Request Approval. The invoice has the approval status In Approval.

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a. Go to the Reports view and export the invoice data to your le system in one of the supported le
formats and forward it to a service provider of your choice to proceed with the approval process at
SAT.

b. Once you received the approval from SAT, update the approval information in the Customer
Invoicing Invoice Documents manually. Alternatively, you can use a Microsoft Excel template to
automatically update the system with the approval information given by SAT for the invoices you
have exported via the Export Invoice Data method. This feature is useful for updating the several
invoices at the same time.

For more information, see Upload Approval Information for Invoicing Documents Using Microsoft
Excel and Upload Approval Information for Invoicing Documents Using Microsoft Excel — Mexico.

 Caution
The Export Invoice Data method requires that you enter the approval information received from
SAT manually in the system. You must be aware of the fact that once you have saved the
invoicing document, the approval information you have entered manually in the system cannot
be changed anymore.

c. Save the invoicing document. The system updates the approval status to Approved.

4. In the Invoice Documents view, select the invoice and click Release. The invoice gets the Released status and is
released to nancials and to your customer.

Process Flow for Supplier Invoices

Mexican suppliers may send your company either traditional paper or electronic invoices, following the revenue
threshold criteria de ned by the tax authorities. The handling of paper invoices from your Mexican suppliers in the
system follows the standard functionality.

For more information, see Quick Guide for Invoice Entry (in Supplier Invoicing).

For electronic invoices, however, there are two processes to create supplier invoicing documents in the system. .

Manual creation of supplier invoices

1. Your supplier sends you an invoice with the official invoice ID and the approval date. You received this
invoice either as an attachment in an E-mail, or as a hard copy of an electronic invoice.

2. In the Supplier Invoicing work center, in the Invoice Entry view, create a supplier invoice.

3. Enter the approval information of the invoice in the Official Invoice ID and the Approved On elds
manually.

4. Proceed as in the normal Supplier Invoicing process.

For more information, see Quick Guide for Invoice Entry (in Supplier Invoicing).

Automatic creation of supplier invoices using le input

1. Your supplier sends you invoicing documents in XML format containing the approval information from SAT,
the official invoice ID and the approval date.

2. You upload the invoicing documents in XML format to the WebDav folder. For more information, see the
Prerequisites section in File Input Quick Guide.

3. In Application and User Management Input and Output Management File Input you create and
execute a le input run according to the instructions in Upload Supplier Invoices in XML Format — Mexico.

4. The system automatically generates invoicing documents based on the uploaded XML les in the Supplier
Invoicing work center.

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5. In the Supplier Invoicing work center, Work view search for your invoicing documents and check if all
required elds are populated accordingly and add information which have not been provided in the XML
le, such as account assignment and purchase order.

6. Proceed as in the normal Supplier Invoicing process.

For more information, see Quick Guide for Invoice Entry (in Supplier Invoicing).

Related Information
Customer Invoice Processing

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