Electronic Accounting Mexico

October 2014
Rodolfo Lomeli, Monica Marcellin

Index

Introduction

Scope

Note

Reports and XML files for Chart of Accounts and Account Balance

Reports for Journal Entries

Questions and answers

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Customer

How are we going to pass the wave ?

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Customer

Introduction
According to the law published on July 1st (2da. Resolucin de Modificaciones a la RMF
2014) specified in the Federal Fiscal Code in Art.28, Part.III, all companies have to provide,
via a Tax Mailbox (Buzn Tributario), three XML files the following accounting
information:
1- Chart of Account: has to be provided once in January 2015, and later whenever an account is
added/deleted or changed

2- Balances (beginning balance, period postings: credit/debits, end balance) of all accounts: need to
be generated monthly. The first files have to be sent on January 2015.
3- Journal Entries (type, accounts, amount, taxes), only required if the government requests it. The
file has to be generated only for JE starting 2015.
The format of the XML files is defined in Annex24 of the law. The definition is not complete yet.
The validity of the law begins on July 2014, which means that the Account Balances from July to December
2014, have to be sent on January 2015.
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Customer

Scope
The standard solution of Electronic Accounting in the ERP includes:
- Generation of the XML file of the Chart of Accounts => planned availability on Oct. 8th
- Generation of the XML file of the Account Balance => planned availability on Oct. 8th
- Generation of the XML file of the Journal Entries => available by mid December
o

The solution for Electronic Accounting will be available for releases ECC 6.0 and higher

The solution does not support SPL: Special Purpose Ledgers

The solution does not support FI-CA

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Customer

Notes
ERP:
Announcement of the functionality:

2042663 - [MX] Announcement for Electronic Accounting in Mexico

Report to generate XML files for the chart of accounts and for the accounts balances:
2066631 - Mexico Electronic Accounting - DDIC Note
2050349 - Mexico Electronic Accounting - Chart of Accounts/Account Balances
Business by Design:
Announcement of the functionality:
2050875 - [MX] ByD Announcement for Electronic Accounting in Mexico
Business One
Announcement of the functionality:
2048577 - Monthly electronic accounting reports
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Customer

Configuration required to generate the XML files

In the XML file, the chart of accounts needs
to be classified by a Grouping Code, defined
by the government.

To do the classification of the accounts, a FSV: Financial Statement

Version is used.
Each item of the FSV is a Grouping Code and the accounts can be
assigned to their corresponding code.

The accounts also need to be identified by their nature (whether if the balance is normally A: Credit
or D: Debit). This is also done in the FSV. In the items description, the first letter of the field has to be
D or A. For example, the description of Cash is: D Cash
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Customer

Report for the Chart of Account

A new report was created to generate the report and XML file for the Chart of Accounts:

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Customer

Report for the Account Balances

The new report for the Chart of Accounts is also used for the Account Balances

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Customer

Generation of the XML files

After executing the report, button Download needs to
be selected. A new screen is then opened from where
the XML file is generated.
To generate the file, the No Character Set
Conversion has to be selected, otherwise the file is
generated empty.

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Customer

10

Reports and XML files generation in the system

DEMO
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Customer

11

XML file for Journal Entries

The report is currently being developed.

This report has to include, for the income and expenses JE (posted documents), data
of the e-invoicing (CFDI). The data is the CFDI number (UUID), the Tax ID of the
issuer (RFC) and the amount of the CFDI.
The CFDI information is also required for the JE of Travel Expenses, Payroll.

The ERP will have fields to store the UUID and RFC data. In case this information is
available in other fields, the report will include a BAdI that will allow to get the
information from those fields.

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Customer

12

Field for the UUID

The UUID number is 36 character long.

For example: fdfc9a39-797a-4aea-a66b-214cfeed2218.
Because this data is very long, there are no standard fields available to enter. For the FI and SD
modules, a document text at header level will be needed. This field will be defined as the one used in
the standard solution for Electronic Invoices: CFDI.
If the CFDI functionality is already implemented, the UUID field is already available for FI and SD and
no additional configuration is required.

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Customer

13

Field for the UUID in Financials

If the standard functionality of CFDI is not implemented, the document text field will have to be configured as
follows:
In transaction OBT8, the Document Text is defined::
YUUD for the UUID

accesse

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When the Document Text field is defined, it can be

accessed via top menu:
> Extras > Texts

Customer

14

Field for the UUID in Sales and Distribution

If the standard functionality of CFDI is not implemented, the document text field will have to be configured as
follows:
In transaction VOTXN, select Text Determination for: Billing Doc. Header
1. Create dialog structure if it doesnt exist yet:

3. Assign the text procedure to the document type used

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2. Create YUUD field for the UUID

4. Field in the billing document:

Customer

15

Field for the RFC in Financials and in Sales & Distribution

The RFC will normally be taken from the vendor/customer master data.
In some cases however, the RFC of the vendor/customer might be different than the one in the CFDI. Such
cases are in Imports via a Customs Agent or in case of Factoraje when the vendor sells the invoices to a
bank and the company pays to the bank, the invoice of the vendor.

1. Financials:
As for the UUID, a new Document Text field has to be defined (Trans. OBT8):
YRFC, for the RFC
2. Sales and Distribution:
As for the UUID, in transaction VTOXN, in Billing Doc. Header the new filed has to be defined in the
Dialog Structure used:
YRFC, for the RFC
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Customer

16

Fields UUID and RFC in Materials and Travel Expenses

The fields for the UUID y RFC in MM and Travel and Expenses are being analyzed:
Materials (MM), in transaction MIRO:
A new consulting note will be created with the explanation of how make the fields
available
Travel and Expenses (TM), in transaction PR05:
Probably fields in Additional Data in the expense report will be used, but they are
under analysis.
As soon as this information is available, the information will be available in OSS note: 2042663

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17

Questions?

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Thank you
Contacts:
Rodolfo Lomeli
Monica Marcellin

rodolfo.lomeli@sap.com
monica.marcellin@sap.com

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