User Manual for DigiGST E-invoicing

(DigiGST on SAP Platform) for BSNL

07 Nov 2020 v.1.0

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Table of Contents

Introduction – Process Flow ................................................................................................................. 3

Invoice Listing Screen ......................................................................................................................... 3

Error Correction Workflow ................................................................................................................... 6

Outward Extractor process flow ..................................................................................................... 7

Cancellation Scenario ........................................................................................................................ 10

Case #01: Within cancellation window ........................................................................................... 10
Case #02: IRN generated invoices can’t be cancelled ...................................................................... 10

Common Master data Error and rectification details ............................................................................. 12

Customer Master data related error .............................................................................................. 12

Error: #01-Buyer or Recipient error .......................................................................................... 12

Error:#02-Seller or Dispatcher error ......................................................................................... 13
Error: #03-Pincode Error .......................................................................................................... 14
Error:#04- UoM error ............................................................................................................... 14
Error:#05- Batch Name ............................................................................................................ 15
Error: #06 Connection error ..................................................................................................... 15
Error: #07 GSTIN error ............................................................................................................. 15

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Introduction – Process Flow

This user manual details out the process flow of generating E-invoice from SAP ERP. As and
when a user generates / creates the billing document within SAP, the transaction will be
flagged and extracted in near real-time basis. Based on the standard applicability logics,
system will determine whether E-invoicing needs to be generated or not. Once the
applicability is determined, the data will be pushed to the staging area within SAP. Invoice
listing screen has been provided where user will be able to view the documents created and
extracted and can take appropriate actions (Generate E-invoice, Cancel E-invoice, and
others).

The solution will run on an automated mode – Post extraction of data, the same will be
interfaced / pushed to IRP portal automatically and response will be displayed on invoice
listing screen (like, IRN, Acknowledgement Date, etc.)

After generating the E-invoice, data will be processed for GST Returns.

Invoice Listing Screen

Data uploaded through file or extracted from SAP core tables is provided in the “invoice list”
section and on further click to the respective invoice, user can view the details of the
documents as in the below screenshots: -

T-Code: ZEYDIGI_INVP

Following inputs are mandatory to view the records in Invoice Management Portal

Transaction Type: Outward

Doc. Date From: _________to _________

EWB Status: All

E-Invoice Status: All or Pending or Generated

Click on “Go”

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Click on the document number to view the details of the record

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There is also an option for the user to view the data based on transaction type, E-invoice
status, Document Number, etc., from the additional filters option: -

Filter Options:

Following filter options are there to search the desired records

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Records based on Business Area/ Plant

Business Area/ Plant is mapped to Plant field in the invoice management dashboard, users
are requested to use the same to filter the records related to their business area/plant

Not Applicable: The system would be validating/bifurcating the document as applicable for
“E-invoice” and “E-Waybill” at the initial stage of extraction using the standard applicability
logics. In addition to that, a user can also manually mark records as not applicable for EWB
/ E-invoice with an option to add remarks from the invoice listing screen. Once selected, the
respective status will change to “Not Applicable”.

Error Correction Workflow

Process steps to correct the errors are as follows:

Select the documents which are in “E-Invoice Status: Pending”

To download the error report

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 Select the records for downloading and click on “Download Report”

Resolution for correcting the common errors provided in the upcoming section of this
document.

After correcting the errors, follow below steps to reprocess the records to IRP.

Outward Extractor process flow

Outward extractor program and routing program shall be in the background process, manual
intervention is required only when the records got stuck in error status, after rectifying the
error only first step needs to be performed manually.

Outward extractor program

Step:1
TCode -ZEYDIGI_EXTRACTOR_OW

Routing program
*Step:2
TCode -ZEYDIGI_ROUTING_PRG

Invoice management dashboard

Step:3
TCode -ZEYDIGI_INVP

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*Important Note: Step 2 is not required when the errors are reprocessed within 2-days from the
posting date. (i.e) If the document is posted today(t) and got stuck in error due to some reasons, if
the error has been correct within 2 days the batch job for routing program will pick the records to
push it to IRP. In case if it more than 2 day from the date of posting, step 2 needs to be performed
manually.

Step:1

TCode -ZEYDIGI_EXTRACTOR_OW

Company Code: 1100

1) Enter Company code

2) Enter document number
3) Enter Date range (posting date)
4) Scenario Choose any 1 of 3, whichever is applicable
5) Mode of run should be “Update DB table” – to update the staging table
a. ALV display- only to view the records selected by extractor
b. Excel download – to download the records selected by extractor
6) Always check skip BTE check box.

Once the details are furnished, please execute.

Step:2

Routing program selection screen

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TCode -ZEYDIGI_ROUTING_PRG

1) Enter Company Code: 1100

2) G/L Posting date interval given in the previous step
3) Execute

Step:3

Invoice Management Portal

1) Enter the date range (posting date of the document)

2) Select E-Waybill status as: All
3) Select E-Invoice Status as: All or Pending or Generated etc…
4) Select Go.

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Cancellation Scenario

Case #01: Within cancellation window

IRN generated invoices can be cancelled within 24hrs from the time IRN Acknowledgment date &
time

Existing process shall be followed to cancel the documents

When the invoice is cancelled within 24hrs, E-Invoice status of IRN generated invoice will be set as
“Cancelled”

Case #02: IRN generated invoices can’t be cancelled

Cancelling of invoices post 24hrs (Cancellation window) from the time of IRN acknowledgement date
time is not permitted.

Cancellation restriction is put in place to avoid the cancelling of IRN generated invoices.

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Error “Invoice Cancellation not possible has IRN generation exceeds 24 hours” will be display when
user is trying to cancel IRN generated invoices post 24hrs.

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Common Master data Error and rectification details

Customer Master data related error

If the error is related “Buyer or ShipTo” check customer master

Error: #01-Buyer or Recipient error

1)Buyer Details:Pincode-400001 does not belong to the state-33

2) Ship Details: Pincode-400001 does not belong to the state-33
3) The Pin Code field is required. 2) The Address 1 field is required. 3) The Address 1 field is required.
4) Recipient PIN code cannot be 999999 for B2B transaction

Following highlight fields in the customer master is mandatory

1. Name
2. Street
3. Postal code
4. City
5. Region

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If the error is related to “Seller or Dispatcher” check plant master data
Error:#02-Seller or Dispatcher error

1) The field Address 1 must be a string with a minimum length of 1 and a maximum length of 100.
2) Seller Details: Pincode-482001 does not belong to the state-29
3) Dispatch Details: Pincode-482001 does not belong to the state-29

To check the plant details go to TCode:- OX10

Click on the Address icon

Following highlight field are mandatory

Address 1 logic: Name2+City+Street/House number, if the combined character is more than

100, then system will throw an error “1) The field Address 1 must be a string with a minimum
length of 1 and a maximum length of 100”.

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Error: #03-Pincode Error
1) The Pin Code field is required.
Kindly check the whether customer Pincode is missing or Supplier pincode is missing and maintain the
same accordingly.

Error:#04- UoM error

1) Unit is required for HSN - 72041000 and Sl. No 2

Check Unit of measure is maintained in the document, if not available same needs to be maintained
in the document

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Error:#05- Batch Name

1) The field Batch Name must be a string with a minimum length of 3 and a maximum length of
20.

Solution:

Ensure that batch number for the material is maintained in the material master: minimum length
of 3 and a maximum length of 20.

Error: #06 Connection error

1)ERP Connection Error or No response

Kindly re-push the documents.

Error: #07 GSTIN error

1) The field GSTIN must match the regular expression '([0-9]{2}[A-Z a-z 0-9]{13})|URP'.

Check: GSTIN should 15 digits Alpha numeric and should be active in the portal

1) GSTIN – “XXXXXXXXXXXXXX” is not active

2) GSTIN -37AABCD9779PIZM is not present in invoice system.

Solution: Please check GSTIN is active in the IRP portal.

3) Recipient GSTIN state code should be same as the sate code passed in recipient details

Check: Customer State code and GSTIN state should be same.

*****************************End of Document**********************************

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