UN/CEFACT
                                      Simple, Transparent and Effective Processes
                              ...
Business Requirements Specification Cross Industry Invoicing Process




Document Summary
 Document Item                  ...
Business Requirements Specification Cross Industry Invoicing Process




                                            TABLE...
Business Requirements Specification Cross Industry Invoicing Process




1.         Preamble
           The current practi...
Business Requirements Specification Cross Industry Invoicing Process




2.         References

                 UN/CEFACT...
Business Requirements Specification Cross Industry Invoicing Process




3.         Objective
           The objective of ...
Business Requirements Specification Cross Industry Invoicing Process




             Categories                Descriptio...
Business Requirements Specification Cross Industry Invoicing Process




5.         Business Requirements
5.1.       Busin...
Business Requirements Specification Cross Industry Invoicing Process




           Table 5-1 Business Process Use Case De...
Business Requirements Specification Cross Industry Invoicing Process




 act CrossIndustryInv oice


                    ...
Business Requirements Specification Cross Industry Invoicing Process




           Activity diagram description – Traditi...
Business Requirements Specification Cross Industry Invoicing Process




5.1.1.1. Traditional Invoice (Business Collaborat...
Business Requirements Specification Cross Industry Invoicing Process




           Table 5-2 Business Collaboration Use C...
Business Requirements Specification Cross Industry Invoicing Process




                       act TraditionalInv oice


...
Business Requirements Specification Cross Industry Invoicing Process




5.1.2.     Incorrect invoice (Business Process)

...
Business Requirements Specification Cross Industry Invoicing Process




                                                 ...
Business Requirements Specification Cross Industry Invoicing Process




             Initial/Terminal Events            •...
Business Requirements Specification Cross Industry Invoicing Process




5.1.3.     Self-billing invoice (Business Process...
Business Requirements Specification Cross Industry Invoicing Process




 act SelfBillingInv oice


                      ...
Business Requirements Specification Cross Industry Invoicing Process




           Activity diagram description – Self-bi...
Business Requirements Specification Cross Industry Invoicing Process




5.1.3.1. Cross industry self-billing invoice (Bus...
Business Requirements Specification Cross Industry Invoicing Process




           Table 5-6 Business Collaboration Use C...
Business Requirements Specification Cross Industry Invoicing Process




                       act SelfBillingInv oice


...
Business Requirements Specification Cross Industry Invoicing Process




5.1.4.     Self-billing incorrect invoice (Busine...
Business Requirements Specification Cross Industry Invoicing Process




           When the customer receives the dispute...
Business Requirements Specification Cross Industry Invoicing Process




                                        see Figur...
Business Requirements Specification Cross Industry Invoicing Process




5.2.       Information Flow Definition

5.2.1.   ...
Business Requirements Specification Cross Industry Invoicing Process




5.2.2.     Self-Billed Invoice (Business Transact...
Business Requirements Specification Cross Industry Invoicing Process




5.3.       Information Model Definition

5.3.1.  ...
Business Requirements Specification Cross Industry Invoicing Process




5.3.2.     Business Documents
           The foll...
Business Requirements Specification Cross Industry Invoicing Process




             UID       Crd      Short Name       ...
Business Requirements Specification Cross Industry Invoicing Process




             UID       Crd       Short Name      ...
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
UN CEFACT Business Requirements Specification Cross Industry Invoicing Process
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UN CEFACT Business Requirements Specification Cross Industry Invoicing Process

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The current practice of the exchange of business documents in e-business transactions presents major opportunities to improve the competitiveness of companies. Especially the Small and Medium Enterprises (SME).

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UN CEFACT Business Requirements Specification Cross Industry Invoicing Process

  1. 1. UN/CEFACT Simple, Transparent and Effective Processes For Global Commerce BUSINESS REQUIREMENTS SPECIFICATION (BRS) Business Domain: Cross Industry – Supply Chain Business Process: Invoicing Process Title: Cross Industry Invoicing Process UN/CEFACT International Trade and Business Processes Group: TBG1 Version: 2.00.04 Release: 2 TBG approval: 12-Nov-2008
  2. 2. Business Requirements Specification Cross Industry Invoicing Process Document Summary Document Item Current Value Document Title Business Requirements Specification Cross Industry Invoicing Process Date Last Modified 18-Nov-2008 Current Document Version 2.00.04 Status Approved Document Description Specification that describes the business process and requirements for (one sentence summary) the invoicing process. Log of Changes Version No. Date of Change Paragraphs changed Summary of Change 1.1 20-Feb-2006 First version approved by TBG Steering Committee. 2.00.01 12-Jun-2008 All Version 2 of the Cross Industry Invoice (CII) is based on version 1.0 and was completely restructured according to the Supply Chain model elaborated by TBG 1 and taking in account requirements from TBG1 members (e.g., GS1, UBL, US DoD, EDIFrance, Airbus) as well as requirements from TBG 5 (Finance), TBG 6 (Construction sector) and TBG 19 (eGovernment) as well as other TBGs. 2.00.02 11-Sep-2008 All Editorial changes after TBG 1 internal review and alignment with Common Supply Chain BRS. 2.00.03 3-Nov-2008 5.3.2.1 Changes due to TBG steering review taking in account TBG 5 comments, INV-0101 deleted as covered by CSC BRS. Creditor reference added (INV-0263). 2.00.04 18-Nov-2008 None BRS approved by TBG Steering. 18-Nov-2008, 2.00.04 UN/CEFACT Page 2 of 45
  3. 3. Business Requirements Specification Cross Industry Invoicing Process TABLE OF CONTENTS 1. Preamble ...........................................................................................................4 2. References ........................................................................................................5 3. Objective ...........................................................................................................6 4. Scope.................................................................................................................6 5. Business Requirements ..................................................................................8 5.1. Business Process Elaboration .................................................................................................... 8 5.1.1. Traditional or supplier initiated invoice (Business Process).............................................. 8 5.1.1.1. Traditional Invoice (Business Collaboration) ......................................................... 12 5.1.2. Incorrect invoice (Business Process) .............................................................................. 15 5.1.2.1. Cross industry incorrect invoice (Business Collaboration) .................................... 16 5.1.3. Self-billing invoice (Business Process) ........................................................................... 18 5.1.3.1. Cross industry self-billing invoice (Business Collaboration) .................................. 21 5.1.4. Self-billing incorrect invoice (Business Process)............................................................. 24 5.1.4.1. Cross industry incorrect self-billing invoice (Business Collaboration) ................... 25 5.2. Information Flow Definition........................................................................................................ 27 5.2.1. Traditional Invoice (Business Transaction) ..................................................................... 27 5.2.2. Self-Billed Invoice (Business Transaction)...................................................................... 28 5.3. Information Model Definition ..................................................................................................... 29 5.3.1. Business Entity Relationships ......................................................................................... 29 5.3.2. Business Documents....................................................................................................... 30 5.3.2.1. Invoice (Business Document) ................................................................................ 30 5.4. Business Rules ......................................................................................................................... 45 5.5. Definition of Terms .................................................................................................................... 45 18-Nov-2008, 2.00.04 UN/CEFACT Page 3 of 45
  4. 4. Business Requirements Specification Cross Industry Invoicing Process 1. Preamble The current practice of the exchange of business documents by means of telecommunications – usually defined as e-Business presents a major opportunity to improve the competitiveness of companies, especially for Small and Medium Enterprises (SME). The commercial invoice is an important document exchanged between trading partners. In addition to its prime function as a request for payment, from the customer to the supplier, the invoice is an important accounting document and, also has potential legal implications for both trading partners. Additionally, e.g., in the member states of the European Union, the invoice is the key document for VAT declaration and reclamation, for statistics declaration, and to support export and import declaration in respect of trade with other countries. Started as an initiative by CEN/ISSS Work shop eBES, the European Expert Group 1 (EEG1) – Supply Chain & e-Procurement developed the Cross Industry Invoice in 2004. The Cross Industry Invoice has been compiled using the EUROFER ESIDEL version 1.0 as the base, with contributions and submissions from: EUROFER, GS1, CIDX, EDIFICE, AIAG/ODETTE/JAMA, GHX, UK e-Government, UK HM Customs & Excise, and EDS. The first draft of the Business Requirements Specification (BRS) was presented at the September 2004 UN/CEFACT Forum to the TBG1 members for review and comments from the other regions. Based on comments received TBG1 has drafted the final version of the BRS for further processing through the UN/CEFACT Forum process with the goal of developing a UN/CEFACT ebXML standard message. In 2008 the current version 2.0 of this document was published. In respect of version 1.0 a series of changes regarding the requirements and the structure were introduced. Basis for the enhancement of requirements were contributions from TBG1 members such as GS1, UBL, EDIFrance, US Department of Defense, and others. Also requirements were implemented from Construction (TBG 6) and from the Finance sector (TBG 5). The structure was reworked according to the Buy-Ship-Pay process model developed by TBG 14. The high level entity model is based on the Buy-Ship-Pay information model jointly developed by TBG 1, TBG2, TBG 3, TBG 5 and TBG 18. The purpose of this document is to define globally consistent invoicing processes for the worldwide supply chains, using the UN/CEFACT Modelling Methodology (UMM) approach and Unified Modelling Language to describe and detail the business processes and transactions involved. The structure of this document is based on the structure of the UN/CEFACT Business Requirements Specification (BRS) document reference CEFACT/ICG/005. 18-Nov-2008, 2.00.04 UN/CEFACT Page 4 of 45
  5. 5. Business Requirements Specification Cross Industry Invoicing Process 2. References UN/CEFACT TBG 1 Common Supply Chain BRS, Release 1 UN/CEFACT TBG 2 Buy-Ship-Pay (including UNeDocs) BRS, Version 1.0 UN/CEFACT Modelling Methodology (UMM) UN/EDIFACT – Invoice message Report and recommendations of CEN/ISSS e-Invoicing Focus Group on standards and developments on electronic invoicing relating to VAT Directive 2001/115/EC EANCOM® including the GS1 in Europe eINVOIC recommendation GS1 XML Invoice BMS 2.4 OASIS Universal Business Language (UBL), Version 2.0 Joint Automotive Industry Forum (JAIF) Message Guideline E-14 Global Invoice EdiFrance Invoice Implementation Guidelines (EDIFACT and ebXML) The following US Department of Defense (DoD) regulations and policies apply: o Supply Chain Materiel Management Policy (DoD 4140.1) o DoD Supply Chain Materiel Management Regulation (DoD 4140.1-R) o Security Assistance Management Manual (DoD 5150.38-M) o Financial. Management Regulation (DoD 7000.14-R) o Defense Federal Acquisition Regulations Supplement (DFARS) o Defense Transportation Regulation (DTR 4500.9-R) o Federal Acquisition Regulation (FAR) o Joint Strategy Review (JSR) 18-Nov-2008, 2.00.04 UN/CEFACT Page 5 of 45
  6. 6. Business Requirements Specification Cross Industry Invoicing Process 3. Objective The objective of this document is to standardize the Business processes, the Business transactions and the Information entities of the invoice used by the industries in the supply chain. The business process is the detailed description of the way trading partners intend to play their respective roles, establish business relations and share responsibilities to interact efficiently with the support of their respective information systems. Each Business transaction is realized by an exchange of Business documents (also called messages). The sequence in which these documents are used, composes a particular instance of a scenario and are presented as use cases in the document. The business documents are composed of Business Information Entities (BIE), which are preferably taken from libraries of reusable business information entities. The contents of the business documents and the Business Information Entities are presented using class diagrams and/or requirement lists. 4. Scope This section describes the extent and limits of the business process within the supply chain being described in this document. uc CrossIndustryInv oice «ProcessArea» CrossIndus tryInv oice (from Pay) «realize» Identi fyProducts Establ ishBus iness Order Ship Pay AndPartners Agreement Figure 4-1 Positioning the Invoice in BUY-SHIP-PAY model 18-Nov-2008, 2.00.04 UN/CEFACT Page 6 of 45
  7. 7. Business Requirements Specification Cross Industry Invoicing Process Categories Description and Values Business Process Invoice process in the supply chain BUY-SHIP-PAY/Procurement&Sales/Invoice Product Classification All Industry Classification All Geopolitical Global Official Constraint None Business Process Role Customer and Supplier Supporting Role ShipTo, ShipFrom, Consignor, Consignee, Customer’s Accountant, Seller, etc. System Capabilities No limitations The invoicing process is used to exchange the invoice between the supplier and the customer for the supply of goods or services ordered, delivered, received, consumed, etc. This document describes the variants of invoicing in use in trade and industry. It considers the legal statements and, to a certain extent, the corrections of a previously sent invoice, by using credit notes or debit notes. The following functions are part of the invoicing cycle, but so far the treatment of the ‘Traditional Invoice’ and the Self-billing Invoice, with its variants is dealt with at present: The treatment of the traditional or suppliers’ initiated invoice The treatment of the self-billing invoice The invoice described in this document can apart from supplier initiated invoice and the self-billing invoice also serve as corrected invoice, consolidated invoice as well as credit note or debit note, depending on the defined function within the business process and the message. Further invoice related processes, e.g., Dispute note or List of open items, will be developed in the future The payment and remittance processes are not part of the invoicing process, but are detailed in the payment process. To simplify understanding, the parties involved are limited to customer and supplier. In the total trade business, each of the parties can have more than one role. For the invoicing process, the customer can act as the customer, the buyer, the consignee, the ealize and the ordering company. The supplier covers the roles of the seller, the sales agent or sales company, the consignor, the invoice issuer and payee, if not another party is specified. To ensure that the invoicing of the ordered, delivered, received or consumed goods or services are in line with common practice used between trading partners, the following scenarios are used: The traditional invoicing, by the supplier to the customer (supplier is acting as the invoice issuer) The self-billing invoicing, by the customer to the supplier (customer is acting as the invoice issuer. 18-Nov-2008, 2.00.04 UN/CEFACT Page 7 of 45
  8. 8. Business Requirements Specification Cross Industry Invoicing Process 5. Business Requirements 5.1. Business Process Elaboration 5.1.1. Traditional or supplier initiated invoice (Business Process) uc CrossIndrustryInv oice «BusinessProcess» TraditionalInv oice «participates» «participates» Supplier «participates» «participates» Customer «BusinessProcess» SelfBilli ngInv oice Figure 5-1 Business Process Use Case Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 8 of 45
  9. 9. Business Requirements Specification Cross Industry Invoicing Process Table 5-1 Business Process Use Case Description Business Traditional or supplier initiated invoice process name Identifier Cross industry traditional invoice Actors Customer, Supplier (Optional, additional roles – Invoicee, Invoice issuer, Customer Accountant, Supplier Accountant) Pre-conditions Framework Agreement or Contract and that an order is in place with agreed prices. The supplier has provided goods or services according to the conditions set in the contract, agreement or order. The customer has received the goods or services. Description The supplier presents to the customer, for the ordered or delivered, received or consumed goods or services, a detailed statement of trade account payable (invoice). The customer reconciles the invoice with the agreed prices and the goods or services rendered and initiates the payment remittance. Post-conditions Based on the reconciled invoices, the customer should issue the notification for the payments. For the incorrect invoices, the customer will generate a dispute notice to the supplier. Scenario Based on the agreed conditions in the contract, agreement, order, delivery schedule, delivery just in time, or other relevant transaction, the supplier will provide goods or services to the customer. In accordance with the shipping instructions, the goods or services will be delivered directly to the customer, to a third party warehouse, to a consignment stock, or other relevant delivery point, (more details of the different ways are provided in the shipping cycle). Based on the agreement of the point of invoicing between the parties, the supplier will generate the invoice for the goods or services, based on the goods or services ordered, or delivered, or received or consumed. Once the goods or services are delivered to the customer, together with the shipment notice ( ealized advice, packing list or waybill), the customer checks the invoice with the order, the contract and with the goods or services receipt report. If there is any discrepancy found, the customer shall start the process to handle incorrect invoices – otherwise, the invoice will be submitted to the payment cycle. Remarks 18-Nov-2008, 2.00.04 UN/CEFACT Page 9 of 45
  10. 10. Business Requirements Specification Cross Industry Invoicing Process act CrossIndustryInv oice Supplier Customer ActivityInitial «BusinessProcessActiv... «SharedBusines... «BusinessProcessActi... :Inv oice IssueI nv oice Receiv e Inv oice [issued] [Incorrect] [Correct] «SharedBusines... «BusinessProcessActiv... :DisputeNotice «BusinessProcessActi... Receiv eDis puteNotice [issued] IssueDisputeNotice [Acce pted] «BusinessProcessActivity» «SharedBusines... «BusinessProcessActivity» IssueDisputeNoticeResponse :DisputeNotice Receiv eDispute NoticeRespond [respo nded] [NotAcce ptable] [Acce pted [Accep table] without Compensation] «BusinessProcessActiv... «SharedBusines... «BusinessProcessActiv... IssueCompensation :Compensation Receiv eCompensation [Acce pted] [issued] «InternalBusin... :Compensation [acce pted] «InternalBusin... :Inv oice [acce pted] Fin al Figure 5-2 Business Process Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 10 of 45
  11. 11. Business Requirements Specification Cross Industry Invoicing Process Activity diagram description – Traditional invoice Based on the conditions agreed between the customer and supplier, the supplier shall initiate the invoicing of goods or services delivered. The point of invoicing is one of the following triggers: Before the delivery of the goods or services: The preparation of a delivery is done based on the delivery instructions. The invoice or pro-forma invoice is created based on the delivery, before the delivery takes place, because the invoice should be used for customs clearance. Based on the ealized d goods: The invoice is created after the shipment of the goods and is based on the goods present in the shipment. This is the normal case for direct delivery of goods from the supplier to the customer. Based on the received goods or services: The invoice is created based on the information of the received goods or services, from the customer or a third party service provider. This is the normal case when a third party warehouse is used between the supplier and the customer. In this case, the supplier should receive the information of the goods or services delivered from the warehouse and received by the customer. This case can also be agreed between the customer and the supplier for direct delivery. Based on the consumed goods or used services: The invoice is created based on the information of the consumed goods or used services, from the customer. This is the normal case when an agreement exists between the customer and the supplier to use a consignment stock, being located in the customers’ warehouse. In this case, the goods can be invoiced when they are taken out of the consignment stock, or the services can be invoiced when they are used from a pre-negotiated pool. The supplier sends the invoice to the customer. When the customer receives the invoice, he checks the price conditions applied, against the price conditions agreed and specified in the contract, agreement or order. The customer also checks the goods or services invoiced against the goods or services received and accepted. If no discrepancies are detected, the invoice is accepted and will be submitted to the payment administration. If there is any discrepancy detected by customer, the customer should initiate the incorrect invoice procedure, to advise the supplier by a non-conformity notification and corrective action has to take place. 18-Nov-2008, 2.00.04 UN/CEFACT Page 11 of 45
  12. 12. Business Requirements Specification Cross Industry Invoicing Process 5.1.1.1. Traditional Invoice (Business Collaboration) TraditionalInvoice – (BusinessCollaboration Use Case diagram) uc TraditionalInv oice «BusinessCollaborationUseCase» «participates» TraditionalInv oice «participates» Supplier Customer «mapsTo» «include» «mapsTo» «BusinessTransactionUseCase» «mapsTo» «participates» IssueI nv oice «participates» «mapsTo» Inv oice Issuer Inv oicee (from IssueInvoice) (from IssueInvoice) (from IssueInvoice) «mapsTo» «include» «mapsTo» «BusinessTransactionUseCase» «participates» DisputeNe gotiation «participates» Responder Proposer (from DisputeNegotiation) (from DisputeNegotiation) (from DisputeNegotiation) «include» «BusinessTransactionUseCase» «participates» IssueCompensation «participates» CompensationIssuer Compensati onReceiv er (from IssueCompensation) (from IssueCompensation) (from IssueCompensation) Figure 5-3 Business Collaboration Use Case Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 12 of 45
  13. 13. Business Requirements Specification Cross Industry Invoicing Process Table 5-2 Business Collaboration Use Case Description Identifier Cross industry traditional invoice Description The supplier raises and sends an invoice to the customer. When the customer receives the invoice, he checks the invoice against the price conditions and the invoiced goods or services against the received and accepted goods or services. If the invoice is correct, the invoice is accepted and submitted to the payment administration. If there is any discrepancy detected, the customer shall initiate the incorrect invoice process. Partner Types Customer Supplier Authorized Roles Customer (Customer’s agent, Buyer or Buyer’s agent, Invoicee) Supplier (Supplier’s agent, Seller or Seller’s agent, Invoice issuer) Legal Steps/Requirements None Economic Consequences None Initial/Terminal Events • Initial: the supplier sends the invoice • Terminal: the customer accepts the invoice or initiates the incorrect invoice process Scope To request payment for the ordered and delivered goods or services. Boundary Not defined yet Constraints The supplier shall have full traceability of his invoice, to make sure it has been received. Failing this technical acknowledgement, the supplier shall re-issue his invoice message 18-Nov-2008, 2.00.04 UN/CEFACT Page 13 of 45
  14. 14. Business Requirements Specification Cross Industry Invoicing Process act TraditionalInv oice ActivityInitial [Correct Invoice] «BusinessTransaction... IssueInv oice [IncorrectInvoice] «BusinessTransaction... DisputeNegotiation «BusinessTransaction... IssueCompensation ActivityFinal Figure 5-4 Business Collaboration Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 14 of 45
  15. 15. Business Requirements Specification Cross Industry Invoicing Process 5.1.2. Incorrect invoice (Business Process) uc CrossIndrustryInv oice «BusinessProcess» TraditionalInv oice «participates» «participates» Supplier «participates» «participates» Customer «BusinessProcess» SelfBilli ngInv oice Figure 5-5 Business Process Use Case Diagram Table 5-3 Business Process Use Case Description Business process Incorrect invoice name Identifier Cross industry incorrect invoice Actors Customer, Supplier (Optional, additional roles – Invoicee, Invoice issuer, Customer Accountant, Supplier Accountant) Pre-conditions The customer received an incorrect invoice from the supplier. Description The Customer has found an error in the invoice from the supplier, a discrepancy between the invoiced goods or services and the received or consumed goods or used services, or between the price conditions applied and the price conditions agreed. Post-conditions The supplier has accepted the dispute notice raised by the customer, and the dispute is settled. The supplier rejects the dispute notice. Scenario Once the goods or services are delivered to the customer, together with the shipment notice, the customer checks the received invoice with the order, agreement and contract information and with the goods or services accepted by himself. If there is any discrepancy found, the customer shall generate a dispute notice for the supplier. On receipt, the supplier shall check the dispute notice and shall raise a dispute notice response, to inform the customer if the dispute notice is accepted or not accepted. When accepted, the supplier shall inform the customer how the incorrect invoice shall be settled. To settle the incorrect invoice, the supplier may either send a credit note to cancel the previously invoice and to generate a correct invoice, or he can settle the difference by using a credit note or a debit note. Remarks 18-Nov-2008, 2.00.04 UN/CEFACT Page 15 of 45
  16. 16. Business Requirements Specification Cross Industry Invoicing Process see Figure 5-2 Figure 5-6 Business Process Activity Diagram Activity diagram description – Incorrect invoice If there are any discrepancies detected in the invoice, the customer initiates the incorrect invoice procedure by raising a dispute notice. By this dispute notice, he informs the supplier about the discrepancies found and can propose the relevant corrective action to be taken by the supplier. When the supplier receives the dispute notice, he checks the non-conformity notification with his information concerning the invoice, the price conditions and the delivered goods or services. Based on his findings, the supplier shall accept or not accept the dispute notice and the corrective action proposed. If the dispute notice is not accepted, the supplier shall raise a dispute notice response to the customer, mentioning the reason for non-acceptance and/ or propose another corrective action. On receipt of the dispute notice response, the customer shall, after evaluation of the response, raise a new dispute notice containing a new proposal or to confirm the acceptance of the proposal made by the supplier in the dispute notice response. If the dispute notice is accepted, the supplier shall raise a dispute notice response to inform the customer and shall take the corrective actions. To resolve an incorrect invoice, the supplier has the option to cancel the incorrect invoice by using a credit note and to generate the correct invoice, or he can raise a credit note or debit note for the difference between the amount of the incorrect invoice and correct amount. On receipt of the dispute notice and the credit note, debit note and or invoice, the customer shall check them against the dispute notice initiated by him. 5.1.2.1. Cross industry incorrect invoice (Business Collaboration) see Figure 5-3 Figure 5-7 Business Collaboration Use Case Diagram Table 5-4 Business Collaboration Use Case Description Identifier Cross industry incorrect invoice Description The customer raises and sends a dispute notice to the supplier to report any discrepancy in an invoice. When the supplier receives the dispute notice, he checks the referred invoice with the price conditions and the invoiced goods or services with the delivered goods or services. Based on his findings, he raises and sends a dispute notice response, to reject the dispute notice or to propose another settlement, or he raises and sends a dispute notice response together with a credit note, debit note and/ or invoice to settle the incorrect invoice. Partner Types Customer Supplier Authorized Roles Customer (Customer’s agent, Buyer or Buyer’s agent, Invoicee) Supplier (Supplier’s agent, Seller or Seller’s agent, Invoice issuer) Legal Steps/Requirements None Economic Consequences None 18-Nov-2008, 2.00.04 UN/CEFACT Page 16 of 45
  17. 17. Business Requirements Specification Cross Industry Invoicing Process Initial/Terminal Events • Initial: the customer sends a dispute notice • Terminal: the incorrect invoice is settled, or the supplier proposes another settlement Scope To settle any discrepancy in the invoice. Boundary Not defined yet Constraints The customer shall have full traceability of his dispute notice, to make sure it has been received. Failing this technical acknowledgement, the customer shall re-issue his dispute notice see Figure 5-4 Figure 5-8 Business Collaboration Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 17 of 45
  18. 18. Business Requirements Specification Cross Industry Invoicing Process 5.1.3. Self-billing invoice (Business Process) uc CrossIndrustryInv oice «BusinessProcess» TraditionalInv oice «participates» «participates» Supplier «participates» «participates» Customer «BusinessProcess» SelfBilli ngInv oice Figure 5-9 Business Process Use Case Diagram Table 5-5 Business Process Use Case Description Business Self-billing invoice process name Identifier Cross industry self-billing invoice Actors Customer, Supplier (Optional, additional roles – Invoicee, Invoice issuer, Customer Accountant, Supplier Accountant) Pre-conditions Framework Agreement or Contract and order are in place with agreed prices. The supplier has provided goods or services according to the conditions set in the contract, agreement or order. The customer has received the goods or services. Description The customer presents to the supplier, for the received or consumed goods or used services, a detailed statement of trade account payable (invoice). The supplier reconciles the self-billing invoice with the agreed prices and the goods or services rendered. Post-conditions Based on the self-billing invoices, the customer should issue the notification for the payments. For incorrect self-billing invoices, the supplier will generate a dispute notice to the customer. Scenario Based on the agreed conditions in the contract, agreement, order or the delivery schedule or delivery just in time, the supplier will provide goods or services to the customer. In accordance with the shipping instructions, the goods or services will be delivered directly to the customer, or to a third party warehouse or to a consignment stock (more details of the different ways are provided in the shipping cycle). Based on the invoicing agreement between the parties, the customer will generate the self- billing invoice for the goods or services, based on the goods received or rendered. Once the self-billing invoices are received, the supplier checks the invoice with the order, agreement and contract information and with the information he has received about the goods or services received (accepted) or consumed by the customer. If there is any discrepancy found, the supplier shall start the process to treat incorrect self-billing invoices. Remarks 18-Nov-2008, 2.00.04 UN/CEFACT Page 18 of 45
  19. 19. Business Requirements Specification Cross Industry Invoicing Process act SelfBillingInv oice Customer Supplier ActivityInitial «BusinessProcessActiv... «SharedBusines... «BusinessProcessActi... IssueI nv oice :Inv oice Receiv e Inv oice [issued] [Incorrect] [Correct] «BusinessProcessActi... «SharedBusines... «BusinessProcessActi... Receiv eDis puteNotice :DisputeNotice IssueDisputeNotice [issued] «BusinessProcessActivity» «SharedBusines... «BusinessProcessActivity» IssueDisputeNoticeResponse :DisputeNotice Receiv eDispute NoticeRespond [Acce pted] [respo nded] [NotAcce ptable] [Accepted without [Accep table] Compensation] «BusinessProcessActiv... «SharedBusines... «BusinessProcessActiv... IssueCompensation :Compensation Receiv eCompensation [Acce pted] [issued] «InternalBusin... :Compensation [acce pted] «InternalBusin... :Inv oice [acce pted] Fin al Figure 5-10 Business Process Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 19 of 45
  20. 20. Business Requirements Specification Cross Industry Invoicing Process Activity diagram description – Self-billing invoice Based on the conditions agreed between the customer and supplier, the customer shall initiate the self-billing invoicing of goods or services received or consumed. The point of invoicing is one of the following triggers: □ Based on the received goods or services: The invoice is created, based on the information of the received goods or services from the customers’ receiving control system. Depending on the customers’ system, additional information from the supplier or warehouse (e.g., ealized advice) may be needed to create the self-billing invoice. This is the normal case when a third party warehouse is used between the supplier and the customer. In this case, the supplier should receive the information of the goods or services delivered from the warehouse and received by the customer. This case can also be agreed between the customer and the supplier for direct delivery. □ Based on the consumed goods or used services: The invoice is created, based on the information of the consumed goods or used services from the customers’ production control system. This is the normal case when an agreement exists between the customer and the supplier to use a consignment stock, being located in the customers’ warehouse. In this case, the goods can be invoiced when they are taken out of the consignment stock or services invoiced when they are rendered. The customer sends the self-billing invoice to the supplier. When the supplier receives the self-billing invoice, he checks the price conditions that have been applied against the price conditions agreed and specified in the contract, agreement or order. The supplier also checks the goods or services invoiced against the goods or services delivered, or received and accepted. If no discrepancies are detected, the invoice is accepted and will be submitted to the accounting administration. If there is any discrepancy detected by the supplier, the supplier should initiate the incorrect self-billing invoice procedure, to advise the customer by a non-conformity notification and corrective action has to take place. 18-Nov-2008, 2.00.04 UN/CEFACT Page 20 of 45
  21. 21. Business Requirements Specification Cross Industry Invoicing Process 5.1.3.1. Cross industry self-billing invoice (Business Collaboration) uc SelfBillingInv oice «BusinessCollaborationUseCase» «participates» SelfBilli ngInv oice «participates» Customer Supplier «mapsTo» «include» «mapsTo» «BusinessTransactionUseCase» «participates» IssueI nv oice «participates» «mapsTo» «mapsTo» Inv oice Issuer Inv oicee (from IssueInvoice) (from IssueInvoice) (from IssueInvoice) «include» «mapsTo» «mapsTo» «BusinessTransactionUseCase» «participates» DisputeNe gotiation «participates» Responder Proposer (from DisputeNegotiation) (from DisputeNegotiation) (from DisputeNegotiation) «include» «BusinessTransactionUseCase» «participates» IssueCompensation «participates» CompensationIssuer Compensati onReceiv er (from IssueCompensation) (from IssueCompensation) (from IssueCompensation) Figure 5-11 Business Collaboration Use Case Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 21 of 45
  22. 22. Business Requirements Specification Cross Industry Invoicing Process Table 5-6 Business Collaboration Use Case Description Identifier Cross industry self-billing invoice Description The customer raises and sends a self-billing invoice to the supplier. When the supplier receives the self-billing invoice, he checks the invoice against the price conditions and the invoiced goods or services against the delivered or received or consumed goods or used services. If the self-billing invoice is correct, the invoice is accepted and submitted to the accounting administration. If there is any discrepancy detected, the supplier shall initiate the incorrect self- billing invoice process. Partner Types Customer Supplier Authorized Roles Customer (Customer’s agent, Buyer or Buyer’s agent, Invoicee) Supplier (Supplier’s agent, Seller or Seller’s agent) Legal Steps/Requirements None Economic Consequences None Initial/Terminal Events Initial: the customer sends the self-billing invoice Terminal: the supplier accepts the self-billing invoice or initiates the incorrect self-billing invoice process Scope To request payment for the ordered and delivered goods or services. Boundary Not defined yet Constraints The customer shall have full traceability of his self-billing invoice to make sure it has been received. Failing this technical acknowledgement, the customer shall re-issue his invoice message 18-Nov-2008, 2.00.04 UN/CEFACT Page 22 of 45
  23. 23. Business Requirements Specification Cross Industry Invoicing Process act SelfBillingInv oice ActivityInitial [Correct Invoice] «BusinessTransaction... IssueInv oice [IncorrectInvoice] «BusinessTransaction... DisputeNegotiation «BusinessTransaction... IssueCompensation ActivityFinal Figure 5-12 Business Collaboration Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 23 of 45
  24. 24. Business Requirements Specification Cross Industry Invoicing Process 5.1.4. Self-billing incorrect invoice (Business Process) uc CrossIndrustryInv oice «BusinessProcess» TraditionalInv oice «participates» «participates» Supplier «participates» «participates» Customer «BusinessProcess» SelfBilli ngInv oice Figure 5-13 Business Process Use Case Diagram Table 5-7 Business Process Use Case Description Business Incorrect self-billing invoice process name Identifier Cross industry incorrect self-billing invoice Actors Customer, Supplier (Optional, additional roles – Invoicee, Invoice issuer, Customer Accountant, Supplier Accountant) Pre-conditions The supplier received an incorrect self-billing invoice from the customer. Description The supplier has found, on the self-billing invoice from the customer, a discrepancy between the invoiced goods or services and the received or consumed goods (or service used) or between the price conditions applied and the price conditions agreed. Post-conditions The customer has accepted the dispute notice raised by the supplier, and the dispute is settled. Exceptions The customer rejects the dispute notice. Remarks see Figure 5-10 Figure 5-14 Business Process Activity Diagram Activity diagram description – Incorrect self-billing invoice If there is any discrepancy detected in the invoice, the supplier initiates the incorrect self-billing invoice procedure by raising a dispute notice. By using this dispute notice, he informs the customer about the discrepancies found and can propose the relevant corrective action to be taken by the customer. 18-Nov-2008, 2.00.04 UN/CEFACT Page 24 of 45
  25. 25. Business Requirements Specification Cross Industry Invoicing Process When the customer receives the dispute notice, he checks the dispute notice with his information concerning the self-billing invoice, the price conditions and the delivered goods or services. Based on his findings, the customer shall accept or reject the dispute notice and the corrective action proposed. If the dispute notice is rejected, the customer shall raise a dispute notice response to the supplier, giving the reason for non-acceptance and /or propose another corrective action. On receipt of the dispute notice response, the supplier shall, after evaluation of the response, raise a new dispute notice containing a new proposal, or to confirm the acceptance of the proposal made by the customer in the dispute notice response. If the dispute notice is accepted, the customer can raise a dispute notice response to inform the supplier and shall take the corrective actions. To correct an incorrect self-billing invoice, the customer raises a self-billing credit note, or a self-billing invoice, to settle the difference. On receipt of the dispute notice response and the self-billing credit note or self-billing invoice, the supplier shall check them against the dispute notice initiated by him. 5.1.4.1. Cross industry incorrect self-billing invoice (Business Collaboration) see Figure 5-11 Figure 5-15 Business Collaboration Use Case Diagram Table 5-8 Business Collaboration Use Case Description Identifier Cross industry incorrect self-billing invoice Description The supplier raises and sends a dispute notice to the customer, to report any discrepancy in a self-billing invoice. When the customer receives the dispute notice, he checks the referred self-billing invoice with the price conditions and with the delivered goods or services. Based on his findings, he raises and sends a dispute notice response to reject the dispute notice or to propose another settlement, or he raises and sends a dispute notice response, together with a self-billing credit note or a self-billing invoice, to settle the difference. Partner Types Customer Supplier Authorized Roles Customer (Customer’s agent, Buyer or Buyer’s agent, Invoicee) Supplier (Supplier’s agent, Seller or Seller’s agent) Legal Steps/Requirements None Economic Consequences None Initial/Terminal Events • Initial: the supplier sends a dispute notice • Terminal: the incorrect self-billing invoice is settled, or the customer proposes another settlement Scope To settle any discrepancy in the self-billing invoice. Boundary Not defined yet Constraints The supplier shall have full traceability of his dispute notice to make sure it has been received. Failing this technical acknowledgement, the supplier shall re-issue his dispute notice 18-Nov-2008, 2.00.04 UN/CEFACT Page 25 of 45
  26. 26. Business Requirements Specification Cross Industry Invoicing Process see Figure 5-12 Figure 5-16 Business Collaboration Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 26 of 45
  27. 27. Business Requirements Specification Cross Industry Invoicing Process 5.2. Information Flow Definition 5.2.1. Traditional Invoice (Business Transaction) uc IssueInv oice «BusinessTransactionUseCase» «participates» IssueI nv oice «participates» Inv oice Issuer Inv oicee Figure 5-17 Business Transaction Use Case Diagram act IssueInv oice «BusinessTransactionSw imlane» «BusinessTransactionSw imlane» :Inv oic eIssuer :Inv oicee Initial State «RequestingBusinessActiv ity» IssueInv oice [Success] [Fail ure] FinalStateName.Success FinalStateName.Failure «RequestingInformationEnvelop... «RespondingBusinessActiv ity» :Inv oice Receiv eInv oice Figure 5-18 Business Transaction Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 27 of 45
  28. 28. Business Requirements Specification Cross Industry Invoicing Process 5.2.2. Self-Billed Invoice (Business Transaction) uc IssueInv oice «BusinessTransactionUseCase» «participates» IssueI nv oice «participates» Inv oice Issuer Inv oicee Figure 5-19 Business Transaction Use Case Diagram act IssueInv oice «BusinessTransactionSw imlane» «BusinessTransactionSw imlane» :Inv oic eIssuer :Inv oicee Initial State «RequestingBusinessActiv ity» IssueInv oice [Success] [Fail ure] FinalStateName.Success FinalStateName.Failure «RequestingInformationEnvelop... «RespondingBusinessActiv ity» :Inv oice Receiv eInv oice Figure 5-20 Business Transaction Activity Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 28 of 45
  29. 29. Business Requirements Specification Cross Industry Invoicing Process 5.3. Information Model Definition 5.3.1. Business Entity Relationships class CrossIndustryInv oice «InformationEnvel... Inv oice +body +header «InformationEntity» «InformationEntity» Inv oiceBody Inv oice Header «InformationEnvel... Dispute Notice +body +header «InformationE... «InformationEntit... DisputeNoticeBody DisputeNoticeHeader «InformationEnvel... Compensation +body +header «InformationE... «InformationEntity» CompensationBody CompensationHeader Figure 5-21 Business Entity Class Diagram 18-Nov-2008, 2.00.04 UN/CEFACT Page 29 of 45
  30. 30. Business Requirements Specification Cross Industry Invoicing Process 5.3.2. Business Documents The following Business Requirement is based on the Business Requirements for Invoice. For the requirements which are also used in other messages, the details are specified in the TBG1 Common BRS. For Example for Invoice BRS only “Buyer” appears in the requirement list, not requirements like buyer name and address. These requirements are defined in the Common BRS and therefore included in “Buyer” for this document. All elements of the Common Supply Chain BRS do also apply for the Cross Industry Invoice. Additionally in an invoice in specific sectors (e.g., construction) the line level may be replaced by a Valuation Breakdown Statement (also called Bill of Quantities or Work statement). The requirements for the Valuation Breakdown Statement are currently defined by TBG 6 and will be included presumably in the next version based on CCL 09A. 5.3.2.1. Invoice (Business Document) Table 5-09 Business Requirements List UID Crd Short Name Business Requirement Rationale / Example / Mapping Notes / Status CII BRS ID INV Business Document ID Header section Grouping of Document Details INV- A unique identification for this 1..1 Invoice identifier 0001 document. The date, time, date time or INV- 1..1 Issue date other date time value for the 0002 issuance of this document. Specifying the type of the invoice: • Commercial invoice • Self-billed invoice • Proforma invoice • Corrected invoice • Credit note – goods and services A code specifying a type of • Debit note – goods and INV- document [Reference United services 0..1 Document type code 0003 Nations Code List (UNCL) 1001]. • Credit note related to financial adjustments • Debit note related to financial adjustments • Self billed credit note Not yet realized in 08B, moved to 09A. To be deleted from this BRS, as A code specifying a status of a the requirement is covered by INV- 0..1 Status code document as original, Common BRS. 0004 canceled, changed, etc. (Document Purpose Code) 18-Nov-2008, 2.00.04 UN/CEFACT Page 30 of 45
  31. 31. Business Requirements Specification Cross Industry Invoicing Process UID Crd Short Name Business Requirement Rationale / Example / Mapping Notes / Status The Code specifying the To be deleted from this BRS, as INV- 0..1 Function code function of this document as the requirement is covered 0005 self bill, debit note, … Document Type Code (INV-0003) To be deleted from this BRS, as INV- A name, expressed as text, for the requirement is covered by 0..1 Document name Common BRS. 006 this specific document. The purpose, expressed as INV- 0..1 Document Purpose code, of this document (e.g. Exchanged Document Category 0007 Repair Invoice). Renamed, formerly “Document INV- Document Purpose The purpose, expressed in Information” 0..1 0008 Information text, of this document. Not yet realized in 08B, moved to 09A To be deleted from this BRS, as INV- The indication of whether or 0..1 Copy indicator the requirement is covered by 0009 not the document is a copy. Common BRS. The free text information To be deleted from this BRS, as INV- 0..* Note related to the complete the requirement is covered by 0010 document. Common BRS. The indication of whether or INV- Document Control Not yet realized in 08B, moved to 0..1 not a document has specific 0011 Requirement 09A control requirements. e.g., if not sent in structured format A binary object that is attached Cardinality changed from 0..1 to INV- 0..*, covered with relevant 0..* Binary Attachment or otherwise appended to this 0012 reference. document. Need sfurther discussion, moved to 09A INV- The party that issues this 0..1 Document Issuer 0013 document. Grouping of Trade Agreement Deleted according to the decision INV- The entity contains the details of TBG 17 to use only Seller and 0..1 Supplier 0014 of the supplier. Buyer for this parties. Agreed in Paris 28-Aug-2008. Deleted according to the decision INV- The entity contains the details of TBG 17 to use only Seller and 0..1 Customer 0015 of the customer. Buyer for this parties. Agreed in Paris 28-Aug-2008. INV- The entity contains the details Further details specified in 0..1 Seller 0016 of the seller. Common BRS INV- The entity contains the details Further details specified in 0..1 Buyer 0017 of the buyer. Common BRS Split into Seller and Buyer (see The entity contains the details INV- Buyer´s tax INV-00250) within TBG1 review, 0..1 of the tax representative of the 0018 representative originally tax representative, not buyer. specified. The entity contains the details INV- Seller´s tax Added to INV-0018 within TBG1 0..1 of the tax representative of the 0250 representative review seller. INV- The entity contains the details Changed from Customer to Buyer 0..1 Buyer accountant 0019 of the customer accountant. within TBG1 review. INV- The entity contains the details Changed from Supplier to Seller 0..1 Seller accountant 0020 of the supplier accountant. within TBG1 review. 18-Nov-2008, 2.00.04 UN/CEFACT Page 31 of 45
  32. 32. Business Requirements Specification Cross Industry Invoicing Process UID Crd Short Name Business Requirement Rationale / Example / Mapping Notes / Status Reference to contract or INV- agreement document 0..1 Contract document 0021 (reference, issue date, involved parties, etc.) Reference to quotation INV- 0..1 Quotation document document (reference, issue 0022 date, involved parties, etc.) Reference to order document INV- Order document Buyer added within TBG 1 0..1 of the buyer (reference, issue 0023 (buyer) review. date, involved parties, etc.) Reference to order document INV- Order document Added in addition to INV-0023 0..1 of the seller (reference, issue 0251 (Seller) within TBG 1review. date, involved parties, etc.) Reference to order response INV- Order Response 0..1 document (reference, issue 0024 document date, involved parties, etc.) Reference to promotional deal INV- Promotional Deal 0..1 document (reference, issue 0025 document date, involved parties, etc.) Reference to price list INV- 0..1 Price list document document (reference, issue 0026 date, involved parties, etc.) Reference to supply instruction INV- Supply instruction 0..1 document (reference, issue 0027 document date, involved parties, etc.) Reference to demand forecast INV- Demand forecast 0..1 document (reference, issue 0028 document date, involved parties, etc.) Reference to Valuation Reference to external document, Breakdown Statement otherwise Valuation Breakdown INV- Valuation Breakdown 0..1 document (reference, issue Statement ABIE is used. 0029 Statement document date, involved parties, line Renamed from Bill of quantities number etc.) to new name in TBG1/6 review. INV- Reference to purchase 0..1 Purchase Conditions 0030 conditions Reference to an additional INV- Additional document 0..* document (reference, issue 0031 reference date, involved parties, etc.) A code specifying a type of INV- Additional document ealized d document Cardinality changed from 0..* to 0..1 0032 type [Reference United Nations 0..1 as it refers to INV-0031. Code List (UNCL) 1153]. The entity contains the details INV- of the delivery terms and the Includes reference to 0..1 Delivery terms 0033 place if relevant for the delivery INCOTERMS terms. Grouping of Trade Delivery Details Also applicable for service Date/time on which goods or INV- completion date. 0..1 Delivery date, actual consignment are delivered at 0034 Includes also the indication of their destination. delivery periods. INV- Pick-up/collection date/time of 0..1 Pick Up date, actual 0035 goods INV- Date/time on which the goods Changed to actual during TBG1 0..1 Despatch Date, actual 0036 are ealized d or shipped. review. The requirement is to cover withdrawal date (This entity is INV- Date/time of the withdrawal of 0..1 Internal Delivery Date used in a self-billed invoice to 0037 materials/goods. indicate the withdrawal of materials from the store.) Reference to ealized advice INV- Despatch advice 0..* document (reference, issue 0038 document date, involved parties, etc.) 18-Nov-2008, 2.00.04 UN/CEFACT Page 32 of 45

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