Resolve Status Mismatch Issues using the new functionality of Electronic Documents for Chile – Incoming Mail Update

There are often situations where there is a status mismatch of an electronic document between document compliance cockpit and tax authority. Customers already receive individual notification emails pertaining to each document once they submit to tax authority. The status mismatch can happen due to multiple reasons, however for customers it becomes cumbersome to address them especially when there are large number of documents. This blog covers on how to address these status mismatch issues using the new functionality for Electronic Documents for Chile – Incoming Mail Update, which focuses on automatically reading the acknowledgement emails and updating the corresponding electronic document with the correct tax authority status, when there is a mismatch.

What We Know about Acknowledgements:

SII Provides extra electronic tributary documents (DTE) validation information and acknowledgments for the electronic documents via mail. This information must be added to the related DTE history for audit and operational reasons. The status of the corresponding electronic document would be updated accordingly.

Acknowledgements

How SAP is resolves the issue:

SAP brings in an architecture which acts additionally on top of the already available

Business Solution

The existing operation for submission and status works without any hindrance. There is an additional functionality of pulling SII notification emails and attaching them to corresponding electronic documents as and when there is a status mismatch.

Solution Design:

• The first step is to read the acknowledgement emails from the mailbox of SII registered person for the company. An email contains an .XML and a .TXT file. The XML file is taken into consideration as a concrete and detailed acknowledgement. A sample XML is shown below

Sample XML

• SII provide track IDs for each electronic document during submission, which is used to identify the status of the document in document compliance cockpit. As part of this functionality track IDs are also stored in the individual country table and displayed in the Document and Reporting Compliance cockpit.
• Extraction of the XML file from the mailbox to find out corresponding electronic document status, in case of a status mismatch an update is done to the electronic document. The XML file is also attached as an audit trail to the document history.

Generally, below is how an XML file will look like

XML File attachment

Sample warnings when a document gets rejected/accepted with repairs:

Sample Warnings File

Sample accepted file:

Sample Accepted File

System would look at these tags to identify the acceptance/rejection reason of each document and in case of status mismatch between the tax authority and cockpit, it would update the correct status along with the XML file in history.

Integration Flow – Reading of mails from mailbox of registered SII person and pull relevant attachments:

• This integration flow will work in a recursive manner based on scheduling. Customers can schedule this integration flow based on their need with the required attributes specified here:
• The integration flow will pull mails and extract the XML attachments from the one specified folder configured and archive them into another configured archive folder.
• The pulled attachments will be stored in SAP Cloud Integration Suite – Data Stores created dynamically based on company tax identification number. Example: If for company code CL01 the tax identification number is 123456789-0 then the data store will be created with Chile_SII_Emails_123456789-0.

Data Store

Integration Flow – Sending pulled files to SAP

• Once the emails are pulled and extracted, now comes the next step to sync them with the electronic documents. To do that this integration flow will be triggered while running the inbound message handler report with a new message type (CL_SII_EMAIL_ACK_PUL) configured. The report is an existing offering for Document Compliance and Reporting framework solution.
• It would read the attachments while considering the number of mails to be pulled from the data store which would be controlled by the number of messages parameter of the inbound message handler report.
• In case of status mismatch system will update the SII email as an attachment to the individual documents.
• Once the message is pulled, to carry out housekeeping of Integration suite tenant space, it would automatically free up the data store.

How to onboard this functionality:

• The link contains list of notes which are required to onboard this functionality.
• The link here contains the steps customer needs to take before deploying the required integration flows.
• Following points needs to be taken into consideration before the solution is implemented:
  • Customer needs to deploy the read email integration flow at regular frequencies so that it effectively pulls emails and places them in the data store.
  • Customer should decide on the frequencies at which they want to run the inbound message handler report. This would ensure that all the emails are pulled from the data store and the tenant space remains clean. The recommendation from SAP is to either schedule at the end of day with a greater number of messages, OR frequently schedule it with a smaller number of messages to be pulled.

References

• For more information on Chile Cloud Integration Suite Artifacts, please refer to Reference Guides in the SAP Document and Reporting Compliance: Electronic Documents for Chile package directly in the SAP Business API Hub.
• Failure emails are received from mailbox [email protected]
• Repairs/Rejected emails are received from [email protected]
• Accepted emails are received from mailbox [email protected]

Note: Image/data in this KBA is from SAP internal system, sample data, or demo systems. Any resemblance to real data is purely coincidental.

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