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Mexico Electronic Invoicing and Tax Reporting Requirements
1.
Mexico Electronic Invoicing
and Reporting Requirements INVOICEWARE INTERNATIONAL Global Compliance - Simplified
2.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Background The Mexico SAT, their governmental tax agency, announced the mandatory transition of all invoices, for companies generating more than 250,000 pesos in revenue annually, to CFDI e-invoicing as of January 1, 2014. Organizations must comply with the CFDI legislation for all outgoing customer invoices, and validate all incoming supplier XML Additionally, payroll (called Nomina Electronica) must be processed via CFDI As of April 3rd 2015, Mexico requires electronic accounting Chart of accounts Trial Balances Journal Entries
3.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Tax Authorities Control an End To End Process Government standardized XML linked to VAT Tax reporting = Real Time Audits Supplier Registers XML Government XML Standard Only Legal document Registers VAT Tax Obligation PDF Accompanies Truck Copy of Invoice OR Signed Shipping Document depending on country VAT Tax Linked to XML Buyer only able to take VAT tax credits that are linked to approval codes in supplier XML Errors or corrections are the buyer’s issue to get fixed
4.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Governments: Constantly Changing & Accelerating From 3 to 10 Countries in less than 2 Years, More Business Processes Affected 2013 2014 2015-2016 AR eInvoicing AR eInvoicing AR eInvoicing AP eInvoicing Freight Invoices SPED ECD AR eInvoicing AP eInvoicing Nomina eContabilidad AR eInvoicing Proforma VAT AR eInvoicing AP eInvoicing Freight Invoices SPED ECD SPED ECF eSocial AR eInvoicing AP eInvoicing Libros Reports
5.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Solution Requirements Simplify Complexity Today, Manage Change in the Future Cash, Compliance & CostEfficiency & Stability CFO Objectives How do I automate processes with my customers and suppliers? How do I streamline transparency of reporting & cash flow? Efficiency On-time delivery Lower Inbound Receiving costs Accurate tax reporting & IVA Credits Complete audit trails Cost Employee productivity Cost and time of shutdowns Tax penalties, missed deductions Cost of closing books monthly Flexibility Automated Contingency in place Process workflows Working capital optimization SAP as single system of record IT Consolidation Chief Information Officer How do I provide value with fewer systems and lower costs of upgrades? Effort build, integrate, and maintain SAP & multiple country solutions Staff, Solutions, Infrastructure Annual upgrades & consulting Stable budgeting vs. fire drill projects Buffer SAP from change VP Supply Chain
6.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Multiple Solutions • Local country solutions • Middleware interfaces • SAP ERP updates SAP not System of Record • Data is changed in 3rd party tools not in SAP ERP Who Supports? • Search & Rescue Missions Who Maintains? • Alignment with SAP ERP – global regression testing? • Ongoing knowledge of what was done and what needs to be done IT – Traditional Approach is Costly Multiple Solutions, Constant Upgrades SAP ERP Middleware Integrate the System Different Solutions for Each Country CUSTOMER IDOC1 2 3 4 5 Monitor #1 Monitor #2 Monitor #3-6 Who Supports Who Supports Who Supports 6 7 8
7.
INVOICEWARE INTERNATIONAL ©
2016 ConfidentialConfidential IT – Financial Accuracy Equals Cash Flow VAT Remittances & Working Capital Issues Working Capital Optimization • Accurate invoicing equates to lower DSO & less returns • VAT tax obligations & deductions equal millions for multinationals • Transform mandated compliance into Supply Chain Financing opportunities Financial Reporting Accuracy - VAT VAT obligations in Latin America – 16-22% of goods sold Brazil VAT – based on physical movement of goods which means can owe even before you collect from your end customer VAT Credits/Deductions must be linked to supplier’s registered XML Finance Penalties – Local and FCPA for US Public Companies • Mexico - $3,000 per event (i.e. transaction) plus denial of deductions • Brazil -75% to 150% of tax values - $50 Million dollar Chem business fined $3 Million by SEFAZ for deduction issues (page 30 of 10K) • Foreign Corrupt Practices Act – SEC fines CPG company 4.2 Million of Mexico invoices issues; High Tech company FCPA issues approach $108 Million
8.
INVOICEWARE INTERNATIONAL ©
2016 ConfidentialConfidential Supply Chain – Business Impact is Substantial Mission Critical Timing & End User Productivity Invoicing Can Shut Down Operations Government approved documents are needed to ship legally. Built in back up processes ensure you can always ship. Level 1 - On Network Contingency Level 2 – On Premise Contingency Automatic Reconciliation to get invoice registered when systems back on line Standardization can drive down costs Use XML Invoice and PDF on trucks to lower cost in inbound receiving Automated Purchase Order – Invoice matching before the truck arrives Eliminate data entry at warehouse by scanning the PDF for data entry Manage discrepancies and trigger government processes (return orders, gov’t status messages)
9.
INVOICEWARE INTERNATIONAL ©
2016 ConfidentialConfidential Mexico SAT Requeirements Account Receivable mandates - Sending Invoices to customers – these must be CFDI if your business does more than 250,000 pesos of revenue per fiscal year. Account Payable mandates - Receiving invoices from suppliers – the government only cares about XML during an audit as of the 2012 diaries, so you must collect, validate and archive your supplier XML. Logistics companies - should be producing the Carte Porta and this should accompany your goods movement in the country, customs documentation can be used for import. Import numbers - known as Pedimento must be applied to the invoice. Nomina Electronica – All payroll receipts must be validated before you can deduct taxes, this is retroactive and effective as of January 1, 2014. eContabilidad (eAccounting Reports) – due for Chart of Accounts, Trial Balances and Journal Entries which need to be linked to government CFDI XML approval codes known as UUID.
10.
INVOICEWARE INTERNATIONAL ©
2016 ConfidentialConfidential Mexico e-Invoicing Business Process Overview PDF or ML via Mil or electronically via FTP, email, etc.
11.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Invoiceware International Avoiding Financial Penalties with Audit Proof Processes Fiscal Compliance: XML Invoice collected and status updated inside of SAP Process Automation: XML linked to a PO or processed along with SAP MIGO UUID and Signing Attributes: UUID automatcially posted to SAP once validated with gov’t and all signing attributes for audit included in SAP monitor 5 Year Archive: Integrated archiving, so can access XML and PDF from SAP monitors Revalidate XML: You should have abilit to revalidate XML as a supplier could cancel an XML days after first sending. This process ensures that time stamp and validation happens when XML received as well as when payed (could be days later)
12.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Mexico eContabilidad 2015 eContabiidad April 3rd Deadlines for Chart of Accounts & Trial Balances Polizas (Journal Entries) – Due September 2015 for July Movements Due if audited Due if require Tax Credit (Compensacion, Devolucion) In order to do Polizas – must have XML automated through gov’t validation to G/L posting – 95% of companies are manual off PDF and not using XML in Payables process Issues that many will have Polizas – UUID (gov’t signing attribute) needs to accompany G/L entries for proof of tax credits and deductions Inbound Procurement – typically invoices doesn’t have the UUID, needs to match and align to the FI posting in SAP Gastos (T&E)– need multiple XML per expense report, often expense report is a single entry on G/L with many to one link of XML for T&E Nomina (Paychecks) – need to have UUID at grain of employee, usually G/L entry is at Cost Center
13.
INVOICEWARE INTERNATIONAL ©
2016 Confidential Invoiceware International Business-to-Government Compliance Suite for SAP Latin America Regional Platform • Brazil, Mexico, Chile, Argentina, Peru, Ecuador, Uruguay & Colombia SAP System of Record • SAP sole system of record • Single user interface inside SAP Process Automation • Automated Contingency – always be able to ship • Lower Inbound Receiving & AP Costs • Transactions & Reports are fully integrated • Working Capital Optimization solutions End to End Support • End to End support in Portuguese, Spanish and English whether SAP issue or gov’t issues Fixed Fee - Change Management • All maintenance is covered by fixed cost annual fee (software & labor included)
14.
INVOICEWARE INTERNATIONAL ©
2016 ConfidentialConfidential Resources Click the links below for more information Learn more about Mexico requirements Effective SAP Implementation in Mexico Is a Critical Component of Business-to-Government Compliance Mexico SAT mandates checklist Want to stay up to date on compliance in Latin America? Subscribe to our blog today.
15.
INVOICEWARE INTERNATIONAL ©
2016 ConfidentialConfidential Next Steps Contact Us To Learn More + 1800 – 988 – 0728 www.invoicewareint.com
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