Microsoft Word - ONESOURCE E-Invoicing v1.2- Configuration Guide

CONFIGURATION AND USER GUIDE

PRODUCT VERSION R1.2.0.0

Document Version R1.2

ONESOURCE™ E-

Invoicing

Integration Guide

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Proprietary information of Thomson Reuters. Disclosure, use, or reproduction without the written authorization of Thomson

Reuters is prohibited.

In compliance with the license agreements for the Open-Source Libraries leveraged by Thomson Reuters. Our customers

can obtain copies of these libraries by contacting Technical Support at

https://tax.thomsonreuters.com/support/onesource/indirect-tax/. The software documented within is Patent Pending in the

United State

Table of Contents

PRODUCT VERSION R1.2.0.0 ........................................................................................................................ 1

Document Version R1.2 ..................................................................................................................................... 1

............................................................................................................................. 2

LICENSE AGREEMENTS ................................................................................................................................. 2

Learn About ONESOURCE E-Invoicing ......................................................................................................... 4

Supported ERP Systems ................................................................................................................................ 4

Supported Business Processes ...................................................................................................................... 4

Supported Invoice Types ................................................................................................................................ 4

Supported Countries ...................................................................................................................................... 4

ARCHITECTURE AND DESIGN OVERVIEW ...................................................................................... 5

CONFIGURATION ................................................................................................................................ 6

ONESOURCE E-Invoicing – PAGERO Integration ......................................................................................... 6

ONESOURCE E-Invoicing Manage PAGERO Accounts: Disconnect & Reconnect Integration

User ...................................................................................................................................................... 9

ONESOURCE E-Invoicing ERP Integration ....................................................................................... 9

ONESOURCE E-Invoicing................................................................................................................. 17

ONESOURCE E-Invoicing Documents ............................................................................................ 17

ONESOURCE E-Invoicing Error Handling ....................................................................................... 18

ONESOURCE E-Invoicing Companies ............................................................................................ 19

ONESOURCE E-Invoicing Unified Logging .................................................................................... 20

ONESOURCE E-Invoicing Reports .................................................................................................. 21

Administration Setup ........................................................................................................................ 22

Responses ......................................................................................................................................... 25

ERP DOCUMENTATION .................................................................................................................... 26

SAP S/4HANA .............................................................................................................................................. 26

SAP E-Invoicing Configuration Guide R1.2 ................................................................................................................... 26

Oracle Cloud ................................................................................................................................................ 26

Oracle E-Invoicing Configuration Guide R1.2 ................................................................................................................ 26

Appendix A ........................................................................................................................................ 26

Accounts Receivable .................................................................................................................................... 26

Appendix B ........................................................................................................................................ 26

Accounts Payable ......................................................................................................................................... 27

INTRODUCTION

Learn About ONESOURCE E-Invoicing

ONESOURCE E-Invoicing centralizes the e-invoicing process.

ONESOURCE E-Invoicing enhances the management of electronic invoices by offering a centralized platform that acts as

a single point for managing e-invoicing compliance. The system seamlessly integrates with major ERP systems, including

SAP S/4HANA and Oracle ERP Cloud, and now extends its capabilities to support additional external systems. With the

latest update, it can also directly interface with government networks through the integration with PAGERO, our partner in

e-invoicing solutions.

The platform is designed to uniformly collect business documents from various ERP systems and forward them to

PAGERO for additional processing. Furthermore, ONESOURCE E-Invoicing will receive updates and communications

from PAGERO, government bodies, or buyers, and will relay this information back to the corresponding ERP systems for

further action.

This Release R1.2

This release is just the beginning of what's in store. As Thomson Reuters introduces new features to ONESOURCE E-

Invoicing, this document will be revised to include the latest enhancements.

This Guide

 This guide is designed for clients and partners of ONESOURCE E-Invoicing who are setting up the E-Invoicing

solution for SAP S/4HANA and Oracle Cloud, as well as utilizing REST APIs to integrate with other ERP systems. It

provides guidance on configuring and operating ONESOURCE E-Invoicing, including user management and

application usage.

Supported ERP Systems

The initial release of ONESOURCE E-Invoicing supports the following ERP systems:

 SAP S/4HANA

 Oracle Cloud

 Other External Systems supporting AP transactions.

We will expand to further ERP systems in future releases; please contact Product Management to capture your customer priorities.

Supported Business Processes

ONESOURCE E-Invoicing supports the following business processes:

 Accounts Receivable

 Accounts Payable

Supported Invoice Types

ONESOURCE E-Invoicing supports the following invoice types:

*This is a generalized list of supported document types which can vary between legislations*

 Invoice

 Credit Notes

 Debit Notes

 Prepayment (Select countries)

 Corrective invoices (Poland)

 Self-Billing Invoices

Supported Countries

ONESOURCE E-Invoicing version 1.2.0.0 covers the following country mandates.

 Belgium

 Japan

 Australia

 Poland

 Malaysia

 Italy

 Romania

 Israel

This list does not encompass all the coverage, and some requirements might necessitate comprehensive end-to-end

validation instead of specific development work. For discussions on country-specific rollouts and to prioritize

customer needs, please reach out to the Product Management team.

ARCHITECTURE AND DESIGN OVERVIEW

The architecture diagram presented here offers a detailed depiction of the various elements and the sequential steps

involved in the ONESOURCE E-Invoicing solution's complete framework. This illustrative representation serves to

shed light on how each component functions individually and in conjunction with others, providing an in-depth

understanding of the system's infrastructure and operational flow. It outlines the integration points, data exchange

mechanisms, and the processing logic that underpins the ONESOURCE E-Invoicing service, giving stakeholders a

comprehensive view of the solution's technical and functional aspects.

Figure 1

CONFIGURATION

Onboarding

Review the following sections and complete the tasks before proceeding further.

PAGERO Onboarding

The first step is to get onboarded on PAGERO’s Online Platform. Please reach out to the PAGERO implementation

counterpart to initiate this from PAGERO side for the Customer.

ONESOURCE Platform Access and Login

To access and/or Login to ONESOURCE E-Invoicing Platform, please follow the steps below:

ONESOURCE DATABSE SET-UP

Step Description

1 Does the Customer have access to the ONESOURCE EMEA platform? If yes,

a. PS Team will send an email to the DB provisioning team

(dbprovision.corporates@thomsonreuters.com) to request ONESOURCE E-Invoicing

product, ONESOURCE Client Manager, API Admin and is also added to the Customer

database.

Or is this a new Customer on the ONESOURCE EMEA platform? If yes,

b. PS Team will send an email to the DB provisioning team

(dbprovision.corporates@thomsonreuters.com) to request ONESOURCE E-Invoicing

product, ONESOURCE Client Manager, API Admin and is also added to the Customer

database.

2 Once the account is created the DB team will share the sysadmin credentials for this account

(this should never be shared externally).

3 Login to ONESOURCE EMEA – https://emea1.onesourcetax.com/emea1

Verify the credentials are working correctly and the following tiles are available,

1) Administration

2) API Administration

3) E-Invoicing

Creating Customer Administration User

The professional services team here at Thomson Reuters is tasked with setting up the Administration user

account for the Customer Administrator. This individual will oversee setting up access to the PAGERO

integrations page, utilizing the integration user details provided by PAGERO.

1. User Admin modules

2. Create a user that has full access to the full breadth of the offering made by ONESOURCE E-Invoicing

ONESOURCE E-Invoicing – PAGERO Integration

PAGERO Integration

As part of the onboarding process, the Customer Administrator user needs to setup the connectivity between

ONESOURCE E-Invoicing and PAGERO.

Initial Configuration:

1. Select ONESOURCE E-Invoicing tile

2. Select PAGERO Integration

3. Click “Connect”

During the initial configuration, the user will be taken to the PAGERO Online Login page to enter their PAGERO username and password.

These credentials are handed over by the customer to the PAGERO team as a part of the onboarding protocol. It should be noted that

PAGERO will have visibility of only the username.

Logging in with these details will begin the process of linking with PAGERO. ONESOURCE E-Invoicing will then sync up with PAGERO to

acquire specific legal entity data that pertains to the user and their company. This action confirms the successful connection between

ONESOURCE E-Invoicing and PAGERO, and it will import all the required company information from PAGERO. After this step, the user

will be marked as successfully connected and their information will be in sync.

Figure 2

Manage PAGERO Accounts: Add New Integration User

The Customer Administrator can view or setup new integration users through the “Manage Accounts” button. This should be

discussed with Customers – they may prefer an integration user per region or business unit. Please note there should be no overlap

of legal entities of integration users.

4. To add another integration user, select ‘Add Account’.

5. User will be redirected to PAGERO Online Login screen and will enter username/password.

6. Once connectivity is established, new integration user details will show on the Manage Accounts list

ONESOURCE E-Invoicing Manage PAGERO Accounts: Disconnect & Reconnect

Integration User

User can disconnect one account at a time.

 User clicks “Disconnect” under Actions column and select ‘Disconnect’ to confirm. This will be updated in the Manage

Accounts screen.

 ONESOURCE E-Invoicing offers our customers flexibility in choice of which ERP system you wish to connect to allowing for

connectivity with SAP, Oracle or other external systems.

 User can follow similar action to ‘Reconnect’ an integration user.

 Data remains available regardless of if integration user is connected / disconnected.

ONESOURCE E-Invoicing ERP Integration

Oracle Integration

For Customers licensing the ONESOURCE E-Invoicing Integration for Oracle ERP Cloud there are certain configuration actions

required.

1. Select the ONESOURCE E-Invoicing tile.

2. Select ERP Integrations and Oracle ERP Cloud ‘Manage Settings’

3. On the Oracle Settings screen, enter the following information.

 Username username.[email protected]

 Password “xxxxxx”

 URL http://testURL.org

4. 4. Click ‘Save’ and now the Oracle integration will be active – the above

SAP S/4HANA Integration

The settings in this section are only required if you are using the inbound electronic supplier invoice functionality.

For customers licensing the ONESOURCE E-Invoicing Integration for SAP S/4HANA there are certain configuration

actions required.

1. Select the ONESOURCE E-Invoicing tile.

2. Navigate to the “ERP and Other Integrations” menu on the left hand panel.

3. Click on “Add Integrations button”. Enter a System Name and choose System type “SAP”.

4. There are two authentication methods are supported.

a. Basic Authentication which involves a direct connection between the ONESOURCE E-Invoicing and

SAP. ONESOURCE E-Invoice solution will push the Inbound AP invoices to SAP.

On the Settings screen, enter the following information.

 Choose Authentication type “Basic”

 CSRF Token Validity Frequency: Defaulted to 1800 seconds

 Username: This is the username required to log into your SAP system.

 Password: This is password required to log into your SAP system.

 System Site: This is the exposed OData Service URL.

Click ‘Save’ and now the SAP integration will be active to receive the electronic buyer invoices.

5. OAuth2 Authentication

a. OAuth2 Authentication leverages SAP’s cloud integration platform via iFlows for enhanced security and monitoring.

On the Settings screen, enter the following information.

 Choose Authentication type “OAuth2”

 Grant Type: By default, the value is Client Credentials

 Access token URL: URL of the OAuth2 authorization server that issues the access token.

 Client ID: ID of the SAP Cloud Integration client that you're connecting to

 Client Secret: Secret key of the SAP Cloud Integration client that you're connecting to.

 Scope: Provide the OAuth2 scope information to be included in the request body.

 Username: S/4HANA system username

 Password: S/4HANA system password

 System Site: Service URL of the SAP Cloud Integration client

1. Click ‘Save’ and now the SAP integration will be active to receive the electronic buyer invoices.

Other External system integration for AP transactions

ONESOURCE E-Invoicing introduces support for an additional external system within the ERP Integration module. Before this release

only single external systems were supported. This enhancement allows users to share AP files in JSON and XML formats directly to

customer locations, streamlining the integration process without requiring a dedicated integration layer. Furthermore, this release

enables users to integrate multiple external systems, expanding beyond the existing support for SAP and Oracle. Within SAP or Oracle,

users can now integrate multiple endpoints.

1. Select the ONESOURCE E-Invoicing tile.

2. Select ERP Integrations and under External system then select ‘Manage Settings’

3. On the Settings screen, enter the following information.

 Username: This is the username required to log into the external system you are connecting your

ONESOURCE E-Invoicing account to.

 Password: This is password required to log into your external system.

 External system URL: This is the exposed OData Service URL.

 Indicate whether your preferred data format will be XML or JSON

 Select the external system you wish to connect.

4. Click ‘Save’ and now the external system integration will be active to receive the electronic invoices.

Administration API Setup

The configuration of the Administration API is essential for tenants to set up the connection between their ERP system

and ONESOURCE E-Invoicing. There are two categories of API users to be aware of: one is designated for ERP users

who will interact with the product, and they are required to set up a machine application. A machine application is utilized

to create a user account that will establish communication with the API. This process is a critical step in ensuring that the

data flow between the ERP and the ONESOURCE E-Invoicing system is seamless and secure. The specifics of how this

user interacts with the API, including authentication and authorization protocols, need to be clearly defined and

implemented to facilitate a reliable connection.

Pre-requisite(s):

 The Professional Services (PS) Team will be responsible for configuring the necessary machine applications to

enable the use of the ONESOURCE E-Invoicing product. During the onboarding phase, this includes

coordinating with the Thomson Reuters Database (DB) team to establish a User Acceptance Testing (UAT)

tenant/database and, following sign-off, a Production Database (PROD DB) for your use.

 Additionally, as part of the onboarding process, the Database team will activate the ONESOURCE E-Invoicing

product for the designated tenant, ensuring that you have the necessary tools and access to begin utilizing the

service effectively.

SETUP STEPS:

1. Click “API Administration” on the ONESOURCE E-Invoicing Platform Home screen

2. Page will display “Applications” list

3. VIEW/EDIT existing Application.

a. Click on application to be edited.

4. View/Edit information.

5. Return to Applications page and select “Create NEW Application.”

a. Click on “Add Application”

6. Enter details similarly to as shown below. Note that the application name can be whatever the user chooses and deems relevant.

7. New application is now displayed on the applications list page.

 Click on application to view more details.

 ClientID and Secret information available

8. Save ClientID and Secret in the ERP UI parameters.

9. For user application API setup, please consult with Professional Services team who will be aiding you through the onboarding

process

Making API Calls

The token will be active for 30 minutes, after which, it will have to be regenerated by the user.

NO (SAP) – ERP will generate Access Token using ClientID and Secret -> ERP will make API calls using Access Token -

> Successful connection with ONESOURCE E-Invoicing.

YES (Oracle) – ERP will make API call and pass ClientID and Secret as username and password -> APIGEE will

generate and validate Access Token based on ClientID and Secret -> Successful connection with ONESOURCE E-Invoicing

For calls where ONESOURCE E-Invoicing is pushing data to the ERP, user will need to configure the ERP Integration

through the Integrations Page

ONESOURCE E-Invoicing

The ONESOURCE E-Invoicing portal is the point of access for users e-invoicing needs, they can monitor the status of any

transactions and know if its submitted successfully to the Tax Authorities or if there are any validation issues they may need to take

action on.

There may still be a need for end users to login to PAGERO Online. Instances such as those with admin rights would be required to

Maintain customer/supplier directory, error handling and administrative actions which are not available via API.

As this is a new solution, please raise any feedback to product management as we will be building out new features based on

customer feedback.

ONESOURCE E-Invoicing Documents

The ONESOURCE E-Invoicing documents page is a convenient and efficient tool for reviewing invoices. It allows you to access all the

invoices that the client has processed in one place, and filter them using our dynamic filtering service by various criteria, such as

invoice status, Distribution method for B2B or B2G, Document number, or transaction ID. Furthermore, you can download or export

the invoices particulars in varying formats and use them for research or other tasks. In addition, you can also collapse the search bar

when you are done and enjoy a more spacious and focused listing of invoices.

Figure 3

1. Select E-Invoicing tile. (Figure 1)

2. Option to view Documents will be on the left side of the screen (Figure 2)

The Documents page as shown above allows user to view the list of all transactions along with details on status.

Documents Display:

Documents list will only be displayed after user configures Integrations and API Administration (machine application). Once

connectivity is properly established between ERP, ONESOURCE E-Invoicing, and PAGERO, user will be able to view the following

fields on the Documents page:

 Document Number

 Transaction ID

 Receiving Transaction ID

 Government ID

 Destination / Source System

 Document Type

 Company Name

 Status (Error, Successful etc..)

 Sender/Receiver

 Status

 Distribution

 Creation Date

Key Features:

The features for this screen will be expanded for the next release.

 Search and Filter

 Column Settings

 Export

 Download

 Preview documents

 Ability to handle attachments & supporting documents

 View transaction log details

ONESOURCE E-Invoicing Error Handling

Error handling is the process of responding to and recovering from errors that occur in ONESOURCE E-Invocing. Errors can be caused

by various factors, such as invalid input, programming mistakes, hardware failures, or network issues. Error handling can help prevent

the application from crashing, losing data, or displaying incorrect information. Error handling can also provide useful feedback to the

user and the developer about the cause and the solution of the error.

ONESOURCE E-Invoicing's error management capabilities enable users to identify and monitor discrepancies originating from their

ERP systems. Additionally, users have the option to correct and resubmit these discrepancies as necessary. The system's integrated

error management tools come with advanced security measures that guarantee error tracking is limited to authorized personnel only.

This ensures adherence to your company's security guidelines and safeguards against unauthorized exposure of confidential data.

Error Handling Display:

On this screen, you will see a unified presentation of the documents from which the error stemmed, along with additional pertinent

details, showcasing the transactions that encountered an error.

 Document Number

 Transaction ID

 Status

 Destination / Source System

 Document Type

 Company Name

 Distribution

 Creation Date

Key Features:

 Error Log Display with a full description of the Error

 Dynamic Search and Filter

 Collapsable Search

 Select Multiple records for Export.

ONESOURCE E-Invoicing Companies

The Companies page allows user to view the list of companies related to specific Customer.

Companies Display:

The Companies list will only be displayed after user configures “PAGERO Integrations”. Once connectivity is successfully established

between ONESOURCE E-Invoicing and PAGERO, user will be able to view the following fields on the Companies page:

 Company Name

 Customer Number

 Country Name

 Unified Logging Status

 Legal Entity Type

Key Features:

Depending on roles and permissions, user will have the access to the following features:

 Search and Filter

 Export

 Download

 View Company Details

 Enable/Disable Unified Logging for specific companies.

ONESOURCE E-Invoicing Unified Logging

Unified Logging offers a centralized logging system which provides a standardized way for developers to capture and manage logs

from their applications. Unified logging consolidates logs from various sources into a single, efficient system aiding in debugging and

performance analysis. Developers can use the feature to access and analyze these logs.

Key Features:

 Allows admin user to identify where transaction error occurred.

 Aid Admin user with debugging

 Trace a transaction error source even if from an external system.

 Within Unified logging there is the capability to search within the code for faster troubleshooting.

ONESOURCE E-Invoicing Reports

ONESOURCE E-Invoicing now boasts an enhanced reporting section designed to provide our users with robust tools for Data

Reconciliation, Transaction Volume Analysis, and an organized Reports Queue.

We're excited to roll out the new reporting capabilities in this update:

These reporting enhancements are part of our ongoing commitment to providing a transparent, efficient, and compliant invoicing

environment for all ONESOURCE E-Invoicing users.

Data Reconciliation

Data Reconciliation Report: This new feature empowers users to produce comprehensive Data Reconciliation Reports tailored for

OEI, offering detailed transaction insights critical for VAT compliance and reconciliation. These reports will include vital data fields

such as VAT Amount, Net Amount, Document Number/ID, and Tax Jurisdiction, among others. This functionality is aimed at

streamlining the reconciliation process, promoting efficiency, and maintaining compliance with fiscal regulations.

Transaction Count

Transaction Count Report: With this addition, users gain the ability to generate reports detailing the volume of API transactions, a key

component for precise invoicing. The system meticulously calculates transaction counts based on set thresholds, ensuring greater

precision in billing processes and financial oversight within OEI. It accounts for both Accounts Payable (AP) and Accounts Receivable

(AR) transactions, considering their status as successful, errored, or otherwise.

Reports Queue

The Reports Queue feature has been upgraded to offer our clientele enhanced visibility and control over their reporting processes. It

now includes the capability to monitor the progress of reports and provides options for downloading. Users can conveniently see key

information succinctly, including the Report Name, the individual who requested the report, the current Status of the report, and the

date it was requested. This improved functionality is designed to streamline the reporting experience, ensuring that customers have

easy access to the data they need when they need it.

Administration Setup

ACCESSING ADMINISTRATION TILE

10. Log in to ONESOURCE E-Invoicing

11. Click on Administration Tile

CREATING CLIENT GROUPS AND ASSIGNING USER PERMISSIONS

Once in the Administration tile

1. Click on Company Info -> Clients

2. The list will display the clients related to the logged in user

*The clients list will be synced from the list of companies available in ONESOURCE E-Invoicing

12. User will need to “Create a Group” to be able to assign user permissions.

 Click Company Info -> Groups -> Add

 Click Add

13. CLIENT ASSIGNMENT – user will select clients (legal entities) from the Available Clients list and move to the

Selected Clients list.

14. PRODUCT PERMISSIONS – user will select desired permission(s) to be assigned to this Group.

15. USER ASSIGNMENTS - user will select users from the Available Users list and move to the Selected Users list.

16. PRODUCT ASSIGNMENTS – user will select ONESOURCE E-Invoicing

Responses

Our latest software release, version 1.2, marks an exciting milestone as we extend our array of

services to now include Italy. This strategic inclusion is more than just a geographic expansion; it's a

commitment to providing a service that is meticulously crafted to cater to the unique needs of the

Italian market. To that end, we've gone to great lengths to develop a specialized outbound accounts

payable process. This process is not a one-size-fits-all solution; it's been thoughtfully designed to be

in complete harmony with the stringent tax compliance regulations set forth by Italy's esteemed Tax

Authority, also known as the Sistema di Interscambio (SDI).

Understanding the complexities of Italy's tax compliance requirements, we've taken careful steps to

ensure that our service offering isn't merely compliant, but that it excels at meeting the specific

demands and expectations of the SDI. We've engaged with local experts and meticulously studied the

Italian tax code to ensure that every response our system generates is up to par with the nation's

standards.

To provide you with a comprehensive understanding of the enhancements and adaptations we've

made, we've compiled an extensive table that showcases the various responses our system can

deliver. This table serves as a testament to our dedication to not only meet but exceed the local

requirements. It's a reflection of our ongoing efforts to tailor our services to the nuanced needs of

each region we serve, ensuring that our clients receive the most efficient, accurate, and reliable

experience possible.

Please take a moment to review the table below, which illustrates the depth and breadth of our newly

implemented features designed specifically for our clients operating within Italy. This is just the

beginning of our journey to provide a truly global, yet locally nuanced, service offering.

Application

Response type

from SDI

Application

Response type

in Pagero

Comments

Action for

sender of the

invoice

RicevutaConsegna

DELIVERY_SUCCESS

Approved and delivered by SDI

No action needed. The

recipient has 15 days to accept

or reject the invoice

NotificaScarto

VALIDATION_FAILURE

Rejected by SDI

The File(s) have not surpassed

SDI validation checks. Control

the feedback in the application

response and correct the file

accordingly

NotificaMancataConsegna

DELIVERY_FAILURE

Approved by SDI but issues with

the delivery

No action needed, SDI will try to

deliver the file again

NotificaEsito

RECIPIENT_ACCEPT

Recipient accept

No action needed

NotificaEsito

RECIPIENT_REJECT

Recipient reject

See the recipient's feedback in

the application response on

why the invoice was rejected

and take appropriate action

NotificaDecorrenzaTermini

DEADLINE_PASSED

Approved by SDI and recipient

rejection no longer possible via

SDI because 15 days since initial

delivery have passed

No action needed, the recipient

may not reject invoice via SDI

any longer

AttestazioneTrasmissioneFattura

DELIVERY_IMPOSSIBLE

Delivery impossible

SDI could not deliver the file to

the final recipient. You need to

check with the recipient what to

do.

ERP DOCUMENTATION

SAP S/4HANA

To access information on SAP S/4HANA Installation and User Guide please refer to the document below:

SAP E-Invoicing Configuration Guide R1.2

Oracle Cloud

To access information on Oracle Cloud Installation and User Guide please refer to the document below:

Oracle E-Invoicing Configuration Guide R1.2

Appendix A

Accounts Receivable

Appendix B

Accounts Payable