Operation

Contrary to the misconception in its name, e-Archive is a new version of the e-invoice system with wider use.It should be considered as such.Copies in the traditional invoice system are eliminated and the original can be printed or sent by e-mail.‘Archive’Its name comes from storing the invoice copy electronically. e-Invoice taxpayers only use the e-invoice system among themselves, they cannot use the e-archive system at all. Difference from e-Invoice System The most important difference from the e-Invoice system is that it is one-way;is that it is.Since taxpayers subject to e-Archive must also be e-invoice taxpayers and since there is an e-invoice obligation among e-invoice taxpayers, no company can organize an e-archive for a company subject to e-archive. e-Archive affects a much wider area of ​​use because it includes consumers.E-archive is organized for all companies or individuals who are not e-invoice taxpayers.Thus, a company that switches to e-archive will have no business with traditional printed invoices. A very important difference in the operation of the e-Archive is that the data is sent only to the private integrator, it is not sent instantly to the Revenue Administration and therefore to the taxpayer as the addressee, but is later sent collectively as a report to the Revenue Administration.There are no product lines in this submission, only header information such as invoice date, number, totals.  Reporting to the Revenue Administration e-Archive invoices are processed in the private integrator system at the latest.It must be reported to the Revenue Administration by the 15th of the following month.In this respect, it is similar to the VAT declaration.It is sufficient for the invoices to be sent by ERP to the private integrator within a certain period.Due to the large number of invoices being sent, the reconciliation module we prepared between the private integrator and ERP is very important. Framework of the e-Archive System The e-Archive system is limited to the creation, storage and reporting of invoices, and as always, VUK is binding in terms of its content, consistency and historical rules.The work to be done with a private integrator consists entirely of technical work between two companies providing and receiving services, and the e-archive process is not binding. Although it may seem strange at first, as e-mail sending becomes widespread, operation-time costs such as printing and shipping invoices will be eliminated.To complete this, let us inform you that the e-delivery note project is also being prepared. Education is a must :) While there is a very incomplete information dissemination problem even for companies that are subject to the issue, it seems that it will take time for institutions and people who do not have to follow the issue, who do not feel obliged to follow it, but receive invoices, to adapt.We can already say that a significant amount of time will be spent, especially at the cash register, and some tensions will be experienced.It is extremely important that all company employees, especially cashiers, are seriously informed and prepared on how to answer typical questions, as in every new process. Invoice Sources ççThere are different data and design features for different sources. ERP E-Commerce POS Cashier Although there are different applications, these three are commonly used for retail.All invoices coming from the source are sent to the private integrator by ERP.In this sense, the whole process isIt is projected and managed by ERP.Critical issues such as design differences, management of serial numbers, search-view-print facilities are handled by DerinSİS. ERP Standard invoice information must be reflected in the e-archive invoice as it is.In cases where the printout with the e-Archive logo does not need to be printed instantly (such as cash & carry, POS), it is sufficient to create an invoice record and the sending can be done later by the accounting department in the e-archive management module.E-Commerce invoicesAlthough AR works in a similar way, different information needs to be stored. An option is offered for delivery of the invoice as a printout or by e-mail, as well as a default selection on the current card.In this way, faster processing can be achieved for clients who will constantly be working with e-mail. eCommerce Although mandatory fields specific to e-Commerce are information that must be kept for operation purposes, they bring significant changes in terms of integration between the e-commerce system and ERP.In fact, the necessity that is currently on the agenda stems entirely from e-commerce.Receiving an e-mail is mandatory, invoices will be sent via e-mail, there is absolutely no need for a printout.This information to be received with the order must be transferred to the invoice and delivered to the private integrator: ·        URL of the website where the sale took place ·        Cargo company information ·        Customer email information ·        payment type For these reasons, e-commerce APIs and ERP integrations need to be seriously overhauled.Due to the poor service delivery relationship prevalent in the e-commerce market, this issue seems to put more pressure on taxpayers. POS Cashier As in e-invoice, invoice processing in POS cash registers is also out of scope in e-archive, and it seems that efforts are being made to come up with solutions later.First of all, the concept of return does not exist at all.Let us underline that it is not, this is also valid for invoices generated from ERP.The limited hardware structure of the cash registers and the need for sales speed caused some rules to change.The obligation to provide an identical printout of the produced electronic invoice has been relaxed due to dot matrix printers.Now, the e-archive is considered to be obtained by using the classic invoice printout on an A4 (or paper suitable for the case) with the e-archive logo.Of course, the condition for this is that the design in the electronic invoice display resembles the cash register printout.Printing a sequentially generated number is another critical necessity. Some cash registers have designed to receive and print this number through an online connection they establish with a special integrator at the time of sale.It is sufficient to use the series correctly, sequentially and without repetition, and there is no need for such an online connection.While numbering can be done by a private integrator, we provide very important flexibility with serial management by doing it especially in DerinSİS. ‘Information Receipt’ Apart from this, there is a separate "information slip" issued from the POS cash register receipt printer.has to give, and this output actually has a more important function than the e-archive output.While the e-archive contains legal information, the information voucher repeats all information such as product-price, contains the invoice number, and contains all kinds of text-information for reasons such as CRM-campaign-information.In case the customer requests an e-mail or if the e-archive printout cannot be provided, it is the only document the customer has. For example, if the connection cannot be established instantly in the online number retrieval scenario above, only the information invoice will be output, ERP will number this invoice itself and deliver it to the private integrator as an e-archive, and the output-sending operations will continue according to its operation in the project. The most up-to-date information about the process, which is constantly changing and stretching (until recently, there was a requirement for a color printer due to the red logo color, fortunately it has now disappeared), is that only an information slip will be sufficient for POS cash registers.This situation creates another revolution for new KCs and does not even require invoice printers.All of them will be numbered in ERP and sent to the integrator. Management Module All shippingoperations, cancellation and deletion operations, series management, query-search-view operations are carried out from the e-archive management module.Unsent invoices are listed in 3 different tabs according to their sources, can be selected and sent to the special integrator according to their design features. The resulting electronic invoice can be stored as a PDF by attaching it to the relevant invoice and can be viewed and printed when desired.Thanks to serial management, invoices selected according to different dates can be sent sequentially, independently of those sent. Invoice Series While DerinSİS offers series based on standard invoice types, a different series specifically for e-commerce and a completely separate series can be used for POS cash registers that are not numbered in the cash register system. Cancellation and Deletion Invoices that have been sent to the integrator but not reported to the Revenue Administration can be deleted.An e-archive invoice reported to the Revenue Administration can only be cancelled.In the management module, these operations can be performed depending on the authority.In this sense, it would be appropriate to completely remove operational cancellation and deletion powers in the relevant invoice modules.In terms of historical boundaries, it is recommended to take action based on the VUK. consensus During the reconciliation process, the preliminary report output received from the integrator can be uploaded back to DerinSİS, providing a critical control against inconsistencies that may occur for different reasons despite the high number of invoices. Listing the undelivered e-mail preferred invoices at the point where the e-mail service is received is also an important service step.Receiving emails correctly from customers will also reduce future problems. POS Sales Sales Transfers In sales transfers, invoices subject to e-archive must be sorted and stored with all necessary information to be sent to the integrator.In order not to divide the POS sales turnover, it may not be accepted in the Z report and transferred as real invoices, as was the case until now, and Ba-Bs reports may not include the integrity of open account current accounts.Transfers can also be made as separate invoices based on factors such as.Since some cash registers have not yet offered e-archive solutions, it is necessary to be prepared for issuing delivery notes in the cash registers, transferring them to ERP as delivery notes, invoicing them and sending them as e-archives. Store Safe In the Store Cashier module, where cashier deliveries, local expenses and outputs to central accounts are managed, e-archive invoices must be listed separately, their details can be viewed and printed when necessary, according to the transfer scenarios above. e-Commerce Integration This information to be received with the order must be transferred to the invoice and delivered to the private integrator: ·        URL of the website where the sale took place In case of sales in more than one domain, which is becoming increasingly common, the site name is tried to be kept somehow on the ERP side for reporting purposes.With the E-Archive, this needs to be solved in a more structural way.We keep the sold URLs in a special definition table and wait for this information to be matched in the API. ·        Cargo company information Since information such as the company's full title and tax number, rather than a simple short name, is required, it must be stored in a more structured way.The current ID of the cargo company is stored with the order in DerinSİS.We are waiting for this ID to be matched in the E-Commerce API. ·        Customer email information Depending on the customer's request, written output is not a requirement for e-commerce.For this reason, it is mandatory to obtain the e-mail address and sending it via e-mail ensures that the obligation is fulfilled. ·        payment type Although payment amounts are not expected in detail, the payment names made on the invoice must be stored and transmitted. For these reasons, e-commerce APIs and ERP integrations need to be seriously overhauled.Due to the poor service delivery relationship prevalent in the e-commerce market, this issue seems to put more pressure on taxpayers.