Cross Industry Invoicing Process BRS Specification

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

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


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



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.



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)



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



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.



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



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



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



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.



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)


«participates» DisputeNe gotiation «participates»

Responder Proposer
(from DisputeNegotiation)
(from DisputeNegotiation) (from DisputeNegotiation)

«include»

«participates» IssueCompensation «participates»

CompensationIssuer Compensati onReceiv er
(from IssueCompensation)
(from IssueCompensation) (from IssueCompensation)

Figure 5-3 Business Collaboration Use Case Diagram



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



act TraditionalInv oice

ActivityInitial

[Correct Invoice]
«BusinessTransaction...
IssueInv oice

[IncorrectInvoice]

DisputeNegotiation

IssueCompensation

ActivityFinal

Figure 5-4 Business Collaboration Activity Diagram



5.1.2. Incorrect invoice (Business Process)


«BusinessProcess»
TraditionalInv oice


«BusinessProcess»



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



see Figure 5-2


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



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.
Supplier
Supplier (Supplier’s agent, Seller or Seller’s agent, Invoice issuer)



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.
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




5.1.3. Self-billing invoice (Business Process)


«BusinessProcess»
TraditionalInv oice


«BusinessProcess»



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



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




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.



5.1.3.1. Cross industry self-billing invoice (Business Collaboration)

uc SelfBillingInv oice

«BusinessCollaborationUseCase»
«participates» SelfBilli ngInv oice «participates»

Customer Supplier


«participates» IssueI nv oice «participates»
«mapsTo» «mapsTo»

(from IssueInvoice)
(from IssueInvoice) (from IssueInvoice)
«include»

«mapsTo» «mapsTo»

«participates» DisputeNe gotiation «participates»

Responder Proposer
(from DisputeNegotiation)
(from DisputeNegotiation) (from DisputeNegotiation)

«include»

«participates» IssueCompensation «participates»

CompensationIssuer Compensati onReceiv er
(from IssueCompensation)
(from IssueCompensation) (from IssueCompensation)





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.
Supplier
Supplier (Supplier’s agent, Seller or Seller’s agent)
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.
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



act SelfBillingInv oice

ActivityInitial

[Correct Invoice]
IssueInv oice

[IncorrectInvoice]

DisputeNegotiation

IssueCompensation

ActivityFinal




5.1.4. Self-billing incorrect invoice (Business Process)


«BusinessProcess»
TraditionalInv oice


«BusinessProcess»



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


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.



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



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.
Supplier
Supplier (Supplier’s agent, Seller or Seller’s agent)
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.
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



see Figure 5-12




5.2. Information Flow Definition

5.2.1. Traditional Invoice (Business Transaction)

uc IssueInv oice



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



5.2.2. Self-Billed Invoice (Business Transaction)

uc IssueInv oice



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



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

Dispute Notice

+body +header

«InformationE... «InformationEntit...
DisputeNoticeBody DisputeNoticeHeader

Compensation

+body +header

«InformationE... «InformationEntity»
CompensationBody CompensationHeader

Figure 5-21 Business Entity Class Diagram



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)



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)
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
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.
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.



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.
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.
Reference to order response
INV- Order Response
0..1 document (reference, issue
0024 document
Reference to promotional deal
INV- Promotional Deal
0025 document
Reference to price list
INV-
0..1 Price list document document (reference, issue
0026
Reference to supply instruction
INV- Supply instruction
0027 document
Reference to demand forecast
INV- Demand forecast
0028 document
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
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].
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


Cross Industry Invoicing Process BRS Specification

Cross Industry Invoicing Process BRS Specification

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