E-Invoice Integration and Parametric Definitions

e-Invoice application in W3 is done with Special Integration. e-Invoice definitions, e-Invoice sending, and receiving processes are done directly on the system and there is no need to install a different application. Parametric definitions must be made before use.

Integration Definitions

e-Government integration and verification are done through definitions. Each product has its own unique username and password.

Route: ERP > Finance - Accounting > e-Government > e-Invoice Integration Definitions

e-Invoice Transition Date: The date you are active on the Government.

Test: With this feature, you can first perform the tests in your test environment, and then you can enable your live transition.

UBL: With UBL Version, you can choose the new versions that come with the legislation.

Company Code, User Name, Password: Information from the integration is entered.

e-Invoice No: You can define your Serial and Number.

Template File: Instead of the standard, you can add the xsslt of the template made specifically for your company.

Process: If you want to process the incoming e-Invoice with approvals, you must choose it. You can switch to the process structure later, but it will be valid for the invoices that come to the system after the box is checked.

Special Period: Must be selected if it is subject to a Special Period. For example: Schools

Use Multiple Series: If more than one series is to be used, it should be marked.

Reports

Integration means that technologies, software, systems can automatically communicate and exchange data in a compatible, interconnected and understandable manner. With Full Integration, you can follow your work more easily and save time and space. e-Government integrations in W3 progress with Reports and Scheduled Tasks.

Route: Reports > Standard Reports

• Incoming e-Invoice Report and purchase e-Invoices approved by the counterparty and government are automatically recorded in the system.
• With the Outgoing e-Invoice Status Control Report, the status of the e-Invoices you have sent is inquired.
• The Taxpayer Transfer Report is drawn from the Revenue Administration and inquires whether your current clients are e-Invoice taxpayers and updates it in the system accordingly.
• With the Alias Report, you can check the branch office code & alias definitions from the branch offices in the details of your current customers. Taxpayers who have a dealership structure and work on a branch office basis have more than one alias (shipping address).

Scheduled Tasks

Scheduled Tasks lets you declaratively define actions to run in the cloud, schedule and run those actions automatically. Scheduled Tasks does not host workloads or run code. It only fetches code hosted in reports.

Route: Dashboard > System > General Settings > Scheduled Tasks

Reports saved in e-Government integration are converted into Scheduled Tasks.Each time a Scheduled Task runs, each one runs its own task.You can set the end date or working period according to you.

Parametric Definitions

According to the government published tax code, payment method code, measurement unit codes etc. There are Coding Systems and Identity Schemes used under with law.Each code definition is made on its own screen. These definitions are made only once during the implementation, and no additional regulation is required.

Company Definitions

The following fields must be defined on the Dashboard > System > General Settings > Company Definitions screen. These definitions allow sending information about your Company in your e-Government transactions.

Payment and Tax Definitions

Tax Code parameters in Payment Tax Methods are taken from Government Code Lists.

Route: Dashboard > SYSTEM > Parameters screen, the “Tax Code” and “Payment Method Code” related to Payment and Tax should be selected.

VAT, SCT, SCT, Withholding, Withholding Rate, Payment Method

The tax code definition varies according to your calculation method.

Transaction Categories

“Invoice Type” and “Scenario” must be selected for e-Invoice from the Transaction Categories screen. The Invoice Type field, on the other hand, comes by default according to the invoice type you have selected and cannot be changed.

Route: Dashboard > BPM > Transaction Categories

Invoice Type: Sales or Return must be selected. The system automatically determines the withholding and Istisna invoice types based on the criteria you have entered in the invoice.

• Basic Invoice: There is no right of objection. It covers only the process of sending the e-Invoice.
• Commercial Invoice: Invoice acceptance and rejection transactions are made entirely on the platform.
• Export: Export invoices are displayed in the Ministry of Customs and Trade system.
• Tax free Invoice: It appears on the screen of the customs exit officer for approval, the approved invoices and the application response are sent to the authorized intermediary institutions' system for tax refund payment.
• Unpaid Non-Quota Export: It provides the goods to be exported abroad free of charge for commercial or non-commercial purposes.
• Public: Includes invoices sent to public institutions.

Warning: If the transaction category is not e-Invoice, the Invoice Type field is displayed as Select and cannot be updated. E.g; Opening Receipt

Units

Each unit has a unit code. Unit definitions are updated by making selections according to the Unece* Standard.

Route: Dashboard > System > Parameters > Units

*UNECE: The United Nations Economic Commission for Europe 

Customer - Supplier

Web services work according to the Tax Number. According to the Tax number you have defined, it is determined whether your Carrier is an e-Invoice Taxpayer. If your client is not a Corporate but a Sole Proprietorship, the Individual box is checked and the Tax field is filled.

Route: ERP > Sales Distribution > Customer-Supplier

The marked fields must be defined from the details of your current customers. Without this information, e-Invoice cannot be sent. This information will also appear in your e-Invoice templates.

According to the Tax number you have defined, you will be connected to the Government's system and updated in the current detail from which date your current is an e-Invoice Payer.

Warning: Shipments can be made to different addresses in branch office-based companies. If the current has more than one alias definition, the branch office must be registered and the relevant alias must be selected. If you do not choose it, you will receive a Current Alias Missing warning when sending an e-Invoice.

You can check the missing/undefined parameters with the e-Invoice Control Report. Clicking on the missing parameters will direct you to the definition page.

After all the definitions made, you can now start your invoice sending and receiving processes.