management of entry certificates with m.securetrade ... · m.securetrade/entry certificate is...

Management of entry certificates

with M.SecureTrade /

Entry certificate

Solution overview

M.SecureTrade/Entry Certificate is the central programme for the

creation and management of Entry Certificates (ECs) or alternate

forms of verification (Sec. 17a of German law UStDV, 22.03.2013)

M.SecureTrade/Entry Certificate…

takes care of all the communication with goods recipients or transport service

providers

makes it possible to monitor the status of the EC and to dispatch reminders

regarding missing verifications

M.SecureTrade/Entry Certificate is completely integrated into SAP.

In technical terms, this application is an independent development within the

Mercoline namespace.

This solution is available for systems starting from SAP ERP 6.0 and is

compatible with UNICODE.

Entry Certificate is a new M.SecureTrade module.

It can be implemented to work together with or independently of the other

M.SecureTrade modules (Sanction List Check, VAT-ID Number Check).

2 © Mercoline GmbH

Functions (An excerpt)

Automatic or manual creation of the Entry Certificates (EC) from SAP

documents (such as deliveries)

Various types of ECs are possible: single EC or collective EC

EC transmission corresponding with the stored communication channel

types (e-mail, fax, SmartForm, IDoc/EDI, one-time link/web portal,…)

Flexible reporting processes for EC/alternate forms of verification (e-mail,

IDoc/EDI, Paper/Scan, one-time link/web portal, XSI/tracking,…)

Linkage of export verifications with the EC document is possible both

manually (SAPGOS) and automatically (UPLOAD&LINK)

Logging of all EC document reports/status changes

Full integration into the SAP document flow

Status monitoring featuring a traffic light function and processing

possibilities (such as status change, reminder, cancellation)

Multi-level reminder process (manual and automatic)

EC document archiving is possible

Multi-language EC forms and e-mail boilerplates (DE, EN, FR)

3 © Mercoline GmbH

Solution overview

4 © Mercoline GmbH

Versender / SAP-System

M.SecureTrade

Entry Certificate

Customizing

EC status monitor

GB document (only

intra-community deliveries)

Invoice

Delivery

EDI, XML, … Mercoline

EDI-

Services**

GB-IDoc

EDI, XML, …

Print / Paper (SAP SmartForm)

Fax, e-mail with PDF attachment

Out-bound In-bound

Paper Scan*

Response e-mail / Fax

File

system* Upload

SAPGOS

Empfänger

Archive-

Link

web**-

portal click one-time link

E-mail with a one-time link/web portal

XML

* Mercoline supports with the equipment of technical solutions for

various response processes, e.g., Upload&Link.

** The web portal and the Mercoline EDI services are not a product

component. You are made available as services liable for costs by

Mercoline.

Integration into

the SAP

document flow

Flexible depiction of individual customer processes

EC document creation:

1. Manual creation

2. Process-accompanying

document creation via the

message determination/EC

condition types

3. Automatic creation via work

list/EC report

5 © Mercoline GmbH

EC communication channels:

1. E-mail with PDF (SmartForms)

2. E-mail with one-time link/web-

portal

3. Fax

4. Smartform print

5. IDoc/EDI

6. Without/XSI

E-mail with PDF (SmartForms)

E-mail transmission to the pre-assigned e-mail

recipient via SAP-Mail

Utilisation of flexible boilerplates for e-mail

Barcode and company logo printing in the PDF is

possible

Automatic upload & link

Load files from a central file repository into SAP and

link them with EC documents

A prerequisite for this is the necessity of a central file

repository containing EC reports and a uniform

naming convention for EC documents

Utilisation of SAP ArchiveLink programmes such as

ZOA_UPLOAD_AND_LINK

Utilisation of existing scanning solutions for

digitalisation and automatic linking with the EC

document (such as identification via barcode)

6 © Mercoline GmbH

E-mail

PDF

Functions with e-mail transmission accompanied by

a one-time link/web portal

Transmission of an e-mail from SAP with one one-time link per EC document

The one-time link is distinct and coded. It is stored in the SAP system together with

the number of the EC document and other data.

Transfer of the EC data to the EC web portal

Via a communications connection between the customer and Mercoline (such as a

VPN connection)

Individual and collective ECs are possible.

Reporting via the EC certifier

The EC certifier clicks on the link and the web portal appears in the browser.

The EC certifier is able to confirm the EC and to change quantities and store

additional data as needed (date of receipt, recipient name, …).

E-mail reporting process can be completely automated

Upon “certification” of the EC in the web portal, the reporting data are transferred to

SAP via the communications connection.

EC documents can be automatically certified.

Reminders are sent from the Entry Certificate module, i.e. the original one-time

link is sent again.

7 © Mercoline GmbH

Optional: XSI transmission (e.g. when reporting

tracking data from transport services providers)

Assumption of tracking data from SAP XSI charts

Data is filled in via the logistic software (such as

M.TransportCommunicator)

Acknowledgement of the ECs via the reported handling units (HU)

Each delivered quantity per position is determined on the basis of the

HU allocation and integrated into the EC document

EC status is automatically changed via the tracking status

If all HUs are "delivered" -> the EC Status is changed to “Fully

certified”

If the quantity delivered does not match the prescribed delivery

quantity -> the EC status changes to “Under clarification”

Link with FI data relevant to the EC, for instance regarding

payment of the CEP invoice (invoice number, …) is possible

It is possible to branch directly into the M.TC document

8 © Mercoline GmbH

Notices regarding EDI data exchange

Mapping and communication via EDI standard messaging formats can be

conducted either by the customer or via Mercoline’s EDI services (Full

Service).

We try to the greatest possible extent to use the EDI message formats most

commonly used today in communication between suppliers and customers.

Mercoline is able to process the broadest range of message formats and

message standards (such as EDIFACT, ANSI X12, VDA, ODETTE …).

Recommendation: Provide us with an overview of message formats already

exchanged at present.

The data required for the Entry Certificate are not overly extensive.

Therefore in most cases they can be extracted from incoming messages

(such as RECADV) and mapped via EC IDoc-IN.

With inbound IDoc processing, the reported data are automatically

integrated into the EC document.

9 © Mercoline GmbH

Reminders

In the event that relevant documentation is overdue,

reminders can be sent automatically or manually for

the return of the EC.

Manual reminders:

from the EC status monitor

using the same communication channel

as the original EC document

reminder is logged (transmission channel,

date, changed from, dunning level, …).

Automatic reminders:

When the dunning run function is activated, all EC

documents with the status “Sent" are checked.

As soon as the maximum reminder period is

reached, a reminder is created using the same

transmission channel as the EC document.

Reminder is logged (transmission channel,

date, changed from, dunning level, …).

10 © Mercoline GmbH

Status monitor – selection monitor


Status monitor – document overview


System requirements

System requirement – Server

SAP System Release: from 6.0

System requirements - Client

Windows PC

SAP GUI ≥ 6.40 PL 20 or SAP GUI ≥ 6.20 PL 64 (refer to SAP Note

950975 - SAP GUI for Windows: Support for IE7 (Internet Explorer 7))

PDF reader (such as Adobe Acrobat Reader)


Services

Provision of the SAP transports for input into the

SAP system

Provision of the documentation (Admin and User

Manuals)

The application can be used flexibly thanks to

individual customising

Integration of specific customer requirements via

predefined BAdIs

The Entry Certificate module is provided following

licensing

Mercoline provides free updates as part of the

maintenance contract


Best regards for your attention.

MERCOLINE GmbH

Am Borsigturm 100

D-13507 Berlin

Germany

Phone: +49 (0)30 4393 – 2300

Fax:: +49 (0)30 4393 – 2399

E-Mail: [email protected]

Internet: www.mercoline.de

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