E-Archive Integration and Parametric Definitions

The e-Archive implementation in W3 is progressing with Custom Integration. e-Archive definitions, e-Archive sending, and reporting 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

Government integration and validation are done through definitions. Each product has its own unique user name and password.

e-Archive Transition Date: It is the date you are active on the RA.

Test: With this box, 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-Archive Prefix (Store): You can define your Serial and Number.

e-Archive Prefix (Internet): If you are using e-Commerce, 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.

Additional File (PDF): If added, this pdf.de can be sent to the user along with the invoice.

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

Tip: The e-Archive Store and Internet serial numbers must be different. Their templates are also different.

Reports

Route: Reports > Standard Reports

Integration; It 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.

The Taxpayer Transfer Report is withdrawn from the Government, and it questions whether your current customers are e-Archive taxpayers and updates it in the system accordingly.

Parametric Definitions

There are Coding Systems and Identity Schemes used within the scope of the tax code, payment method code, measurement unit codes, etc. published by the Government.

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

Route: 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 come from government Code Lists.

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

VAT, SCT, Withholding Rate, Withholding, Payment Method

The tax code definition varies according to your calculation method.

Transaction Categories

Route: Dashboard > BPM > Transaction Categories

“Invoice Type” and “Scenario” must be selected 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.

Invoice Type: Sales or Return must be selected.

If there is an Internet Sales, partner/public selection should be made in the transaction type. Otherwise, no definition is required.

Units

Route: Dashboard > SYSTEM > Parameters > Units

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

*UNECE: The United Nations Economic Commission for Europe 

Customer - Supplier

Route: ERP > Sales Distribution > Customer-Supplier

Web services work according to the Tax Code Number. According to the Tax Code number you have defined, it is determined whether your Carrier is an e-Archive Taxpayer or not. If your client is not a Corporate but a Solo Propriety, the field is filled by ticking the Person box. 

Areas that need to be defined in current details;

• Tax Code information
• Address information
• e-Archive Invoice selection 
  • Electronic Invoice: When this selection is made, the invoice is sent to the e-mail address defined in the Account detail, both as pdf and ubltr.
  • Paper Invoice: When this option is selected, it will not automatically send an invoice via e-mail. It can be printed out in the invoice detail and sent manually if desired.
• e-mail definition must be done if Electronic is selected, otherwise, the invoice will not be sent as e-mail. If you want to send the same invoice to more than one person, you must define an e-mail address for the employee details and tick the box to Send e-Archive Mails.

If there is an internet sale, the following information is also sent. Therefore, you must tell your Project Manager before Implementation if you are selling online.

• The web address where the sale was made
• Name, surname/title of the shipper
• Tax Code information of the shipper
• Dispatch Method to Use
• Payment Method to Use

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

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