Enterprise Information

Systems
Péter Halász - peter.halasz@live.com
Timetable
8th week: Mid-term exam - 04.03

10th week: Easter holiday - Project deadline - 04.23

11th week: Presentations

12th week: Hungarian national holiday

13th week: Presentations

14th week: Repeating exam

Project work
● 10-15 pages in .pdf
● 8-10 minutes presentation (8-10 slides)

● Use pictures and related figures, diagrams

● Mark used sources at the end
● Start from introduction
Project work
● Microservice architecture
● BPM
● SAP
● Odoo ERP
● BPR
● Big Data & Analytics
● CRM and SRM
● Data mining
● Drop shipping
Recap
● Customer and supplier quotations and purchase orders
● Business and system processes
● Data models
● Connector tables for more information
● Optimising procurement
● Automating procurement
● Information that quotations and orders can provide
Enterprise functions
Sales Procurement

Items & Stock Production

Finance HR
Finance subsystem
Serving our customers ends with the handover of the goods. The
proof of the handover-takeover is the paper-based invoice and/or
the delivery note.

The enterprise has to effectively track the incoming and

outgoing debts.
Invoice
The handover of goods is the fulfillment. Legal regulations
require the enterprise to give an invoice after fulfillment. The
customer should and is allowed to only pay according to the
invoice.
Invoice content
● Customer name and address ● Item ID
● Supplier name and address ● Description
● Date and location of fulfillment ● KSH code (Hungarian Central Statistical
● Date of invoice Office)
● Payment deadline ● Amount unit
● Invoice ID ● Amount
● Unit price without VAT
● Total without VAT ● VAT rate
● Total VAT base for every VAT rate ● Line total without VAT
● Total VAT for every VAT rate ● Total VAT
● Total VAT ● Line total with VAT
● Total
● Payment type
● Late charges
Invoice
The content of the invoice is strictly regulated by the Hungarian
government. It should be fully compliant with the previous
tables.

Strict accountable certificate: the invoice IDs are increasing one-

by-one. No invoice ID can be left out. Two invoice IDs can not
be the same.
Ad-Hoc shopping
If the customers needs can be fulfilled from the free stock there’s
no need to create a quotation and/or an order.

The invoicing subsystem in this case should be able to modify

the stock levels immediately.
Delivery note
The delivery note was introduced because in practise the
location of the invoice and the handover was not the same. This
way the origin of the goods can be tracked back.
Delivery note content
● Customer name, address ● Item ID
● Supplier name, address ● Description
● Location of fulfillment ● Amount unit
● Date of fulfillment ● Amount
● Delivery note ID
Invoicing related processes
● Create new invoice
● Search and list invoices
● Maintaining invoice IDs
○ Store the last used one
Invoice types
● Standard invoice
● Correction invoice
● Cancellation invoice
Invoicing - Business process
Customer
needs arrives

Identify
Customer

Identify needs

Elaborate
price

Elaborate
invoice line

Elaborate
Invoice
Invoice
Print

Handover of
goods
Delivery note - Data model
Head table

● Delivery note ID
● Customer ID
● Date of fulfillment
● Status
Delivery note - Data model
Line table

● Delivery note ID
● Item ID
● Amount
● Procurement unit price (without VAT)
● Selling unit price (without VAT)
● Dispatching warehouse ID
● Responsible ID
Invoice - Data model
Head table

● Invoice ID
● Customer ID
● Date of fulfillment
● Date of invoice
● Payment type
● Payment deadline
Invoice - Data model
Line table
● Invoice ID
● Item ID
● Amount
● Procurement unit price (without VAT)
● Selling unit price (without VAT)
● Dispatching warehouse ID
● Responsible ID
● Delivery note ID
● Purchase order ID
Invoicing - System process Identify Customer
customer
Customer
discounts

Identify
Items needs

Stock

Create Customer
invoice line orders

Invoice
lines

More
Needs?

Create
Daily Delivery
Create delivery
invoices notes
invoice note
Invoice creation
1. Create temporary ID
2. Get customer data
3. Go through the list of items (adjust prices)
4. Final calculations
5. Get the next invoice ID and replace temp. ID
6. Save invoice
7. Notify CCA (if needed)
Invoicing based on a delivery note
● By delivery notes
● By customers
● By periods
Returns
● Return of goods with a delivery note
● Cancellation invoice
● Correction invoice
Daily closing
● Aggregates the daily activities
● List of invoice IDs and amounts
● List of delivery notes
● Total income in cash

● Informing the management

● Ease the reporting duties
Daily closing
● Creating a checklist
● Fill up connection tables
● Aggregate daily traffic
● Controll
● Update data (customer solvency, selling statistics, etc…)
Daily closing - Data model
● Date
● Amount and Total of cash invoices
● Amount and Total of wire transfer invoices
● Amount and Total of cash return invoices
● Amount and Total of wire transfer return invoices
● Daily total income
● Sold goods total procurement price
● Daily VAT by VAT rates
Daily closing system process
Daily invoices Outgoing invoices VAT

Daily traffic

Delivery notes Daily closing

Customers

Customer current
account Checklist
Outgoing invoices VAT - Data model
● Invoice ID
● Customer ID
● Fulfillment date
● Invoice date
● Payment deadline
● Payment date
● …
Outgoing invoice VAT data model
● Base of 5% VAT
● Total of 5% VAT
● Base of 18% VAT
● Total of 18% VAT
World’s highest
● Base of 27% VAT
VAT rate since
● Total of 27% VAT 2012.01.01!
● Total of invoice
Customer current account
When a customer chooses the transfer payment method a debit
is created towards the client. This has to be strictly tracked. In
order to keep track of this debt, we create a current account for
the purchase.

To compensate the debt, the customer transfers money to the

enterprise’s account, which is one of the action types of current
accounts.
Customer current account - Data model
Head Line

● Account ID
● Customer ID
● Status
● Extortion code
● Extortion date
● Late charges check data
● Account ID
● Action type
● Amount
● Action date
Customer current account statuses
● Not compensated
● Partially compensated
● Compensated
● Overpaid
○ Wrong amount transferred
○ Refund requested
Customer current account - Business
processes
● Open new current account
● Add new action
○ Register bank certificates
○ Connect to invoice
● Refund
○ Start new refund
○ Register completed refund
Customer current account - System
process Register data
Banking system

Customer current Connect to Communicate

accounts invoices with customer

Processed
transfers
Checking the receivables
Receivable: an asset designation applicable to all debts, unsettled
transactions or other monetary obligations owed to a company by its
debtors or customers.

Receivable retortion:

● Communication
● Demand note
● Lawsuit

Calculate late charges

Information from CCAs
● Specified customers invoices
● Specified customers unfulfilled invoices
● Total receivables
● Customer solvency
Supplier current account
The enterprise can also choose transfer as payment type. To
manage our debts towards the suppliers the EIS has to be able to
handle the supplier current accounts.

Quite similar to CCA, but in this case we initiate the transfers.

Supplier current account - Business
processes
● Check supplier invoice
● Register supplier invoice
● Check expiring deadlines
● Mark invoices to transfer
● Start transfer
● Register completed transfers
● Process supplier refunds
Supplier current account - Data model
Head Line

● Account ID ● Account ID
● Invoice ID ● Action type
● Supplier ID ● Amount
● Status ● Action date
● Payment deadline
Supplier current account - Statuses
● Not fulfilled
● Marked for transfer
● Transfer started
● Partially fulfilled
● Fulfilled
● Overpaid
Information from SCAs
● Expiring deadlines until a specified date
● Specified suppliers unfulfilled invoices
● Total unfulfilled amount
Digital invoices
In Hungary since 2007 “e-invoice” can be considered as a legal
certificate of purchase fulfillment.

● No need for paper

● Faster communication
● Faster searching
● …
Digital invoices
Legal requirements:

● Credibility
Check out http://shattered.io/
● Data integrity
● Readability

Digital signature or EDI communication.

Digital invoices
● Could be integrated into the EIS
● Automate customer current account handling
● Automate supplier current account handling
● Automate receivable handling
Invoicing systems
● Can be done on paper
○ Invoice blocks
● Can be bought separately
○ NAV audit is required
○ Can range from 7.000 - 20.000 HUF
● Can be integrated into the EIS
Conclusion
● Invoice structure
● Invoice data model
● Invoicing processes
● Customer current account data model & processes
● Supplier current account data model & processes
● Digital invoices
Thank you for your attention
Example questions
● What does an invoice certify?
● What’s the use of a delivery note?
● What do we store about an invoice?
● What is a supplier / customer current account?
● What’s the use of the daily closing functionality?