Subdireccin de Administracin y Finanzas

Proyecto de Bveda Electrnica de PEP

(Factura Electrnica)

April 2011

ELECTRON IC IN VOCI NG
Transparency, simplification and Control

Objective
ProjectPhases
Electronic Invoicing
BvedaElectrnicaPEP
Electronic Signature PEMEX
Critical Success Factors
Next Steps
Conclusions

Objective

Implement in PEMEX and its subsidiaries, a standard process for

transmitting, receiving and managing electronic invoicing that allows linking
to our trading partners with financial and operational areas of the institution
in a comprehensive solution.
Main Features:
1) Bveda Electrnica (BE) for the Management and Storage of Electronic Documents
2) Electronic Notifications for interaction between the Suppliers and Users.
3) Electronic Signature PEMEX (FEP) for personnel involved in the process.
4) Electronic File Tracking to the compliance of time management.
5) Electronic interoperability with internal and external systems.
6) Electronic operating information via the Internet portal PEMEX.

Background

Survey of transparency and accountability.

Excessive regulation
Uncertainty in the date of payment
Different requirements for workplace
Frequent displacement to PEMEX facilities
Need to follow up on paperwork.

Since 2005 established the option to all taxpayers to issue its

tax receipts electronically. PEP started issuing Electronic
Invoices from May 2008 and received in November 2010.

According to the DOF and income tax reforms, in 2011 that

established the obligation of issuing digital invoices (CFD or
CFDI), known as electronic invoices.

Previous and Current Management

Current
Previous

Previous Process:
Delivery documentationdeskwithout
authorizationinVentanillanica.
Accountingrecordsafterreceiptof
theestimationandinvoiceDesk.
Duplication ofpaperwork.
Alternativecontrolsand
countervailingduties.

Current Process
Deliveryofdocumentationinthe
sourcearea.
AccountingRecordsinatimely
manner.
ConceptsandADDENDAsending in
electronicreporting.
Receivingelectronicinvoicesor
Authorized documentation.

Original Scope for Reception and Invoicing Management

Suppliers

SAT

Banking

Addenda
XML
Internal
Order

Generators
Recepcion

Inspection
Estimation

COPADE

Invoicing

Payment
Instructions

Payments
List

Witnesses
ofPayment

Electronic Vault (BE)

Purcahse
Order
or Service

System
Volumes
Work

Goods
Reception
Register

Accounting
Register
CXP
CXC

Payment
Programs

Compensation
Bank
of
Deposit
CXP y CXC

COPADE

BusinessProcess
Thi rd Pa rty Signature

Si gnature ofPemexOfficer

Si gnature ofSAT

Phase I: Receipt and Invoicing Management

Suppliers

SAT

Banking

Addenda
XML
Internal
Order

Reception,
Generators

Inspection
Estimatation

COPADE

Invoicingl

Documentation Process

Purcahse
Order
or Service

System
Volumes
Work

Payment
Instruction

Payments
List

Electronic Vault (BE)

Goods
Reception
Register

Accounting
Register
CXP
CXC

Payment
Programs

Compensation
Bank
of
Deposit
CXP y CXC

COPADE

BusinessProcess
Thi rd Pa rty Signature

Witnesses
ofPayment

Si gnature ofPEMEXOffi cer

Si gnature ofSAT

Phase I: Receipt and Invoicing Management

SAT

Suppliers
ADDENDA
COPADE

Banking

XML
Payment
Instruction

Invoicing

Payments
List

Witnesses
ofPayment

Electronic Vault (BE)

Goods
Register
Reception

Accounting
Register
CXP
CXC

Payment
Programs

Compensation
of
CXP y CXC

Bank
Deposit

COPADE

BusinessProcess
Thi rd Pa rty Signature

Si gnature ofPEMEXOffi cer

Si gnature SAT

Paper Process

SAT

FirmaElectronica Avanzada (FIEL)

SAT Printing Services

Suppliers

StackofFolio

RequestpaperFolio

Paper
Estimationor
Invoice

Paper

PEMEX

Addenda

Estimation
Signature
SAP

EMail

COPADE
SAP

Approve
d

Addenda

Folio

Invoice +Addenda
+Folio(Factura)

Paper

6
PaymentProcess
Bank

TaxDoc
Factura

SAT

Passed

Validate
SAT

SAT

Electronic Process

Certification
SAT Approved Suppliers (PAC) for CFDI

Suppliers
Suppliers

XML

Estimationor
Invoice

PEMEX

XML

Invoice + Addenda

FirmaEstimacion
SAP

XML

COPADE
SAP

Addenda

XML

TaxDocFactura

XML
or
Paper

Factura +
supporting docs

PaymentProcess
Bank

Approved

SAT

SAT

Electronic Process

Project Working Now

Certification
SAT Approved Suppliers (PAC) for CFDI

Suppliers
Suppliers

XML

PEMEX

Invoice +Addenda

Estimationor
Invoice

XML

FirmaEstimacion
SAP

XML

COPADE
SAP

Addenda

XML

TaxDocFactura

XML
or
Paper

Factura +
supporting docs

PaymentProcess
Bank

Approved

SAT

Addenda

"Commercial information of interest is not tax itself to provide additional information on the
operation of business"
Pemex and its subsidiaries through the Bveda Electrnicasends an electronic notification (email)
to our trading partners with information about concepts and the ADDENDA to process your
electronic invoicing and sent through the Electronic Vault.
Pemex Exploracin y Produccin has been defined ADDENDA with the following information:
Addenda:
1001303625|5500086293|NUM REMISION 11|SMEX|0000313335|205064|930258

N COPADE/Pedido/N Remisin o Estimacin/VUReginactivo/Clave Acreedor/Ficha funcionario

que elabora COPADE/Ficha funcionario que firma COPADE.
Once Coporate autorized us, we added the following data: N de contrato y moneda

Electronic notification of concepts and addenda

Includes concepts of payments and deductions

Invoicing amount.

Amount of credit notes.

These concepts PEP w ill issue an invoice or make the
deduction either fiscal or contractual (SEFUPU)

XML file
Concepts and Addenda

CONCEPTS
ADDENDA

CONCEPTSOFLETTERSOFCREDIT
(RequiresXMLCFDorCFDIforeach
item)

Coding of Payment and Discounts

XML Invoicing

CONCEPTS

ADDENDA

Bveda Electrnica(BE)
URL:http://www.pep.pemex.com/Extranet.html

Access of Bveda Electrnicaof

Extranet of PEP

Us er

Pa s word

Electronic Invoice Submission

Choose and Click the Receiving Module Electronic invoicing

Press browse to attach the

XML of CFD or CFDI to be
sent

Electronic Invoice Submission

Select the XML file of the electronic

invoicing that corres ponds to the
concepts, addenda sent by PEP.

If your XML does not contain

the addendum of PEP in this
box you can enter.
Press Send,

Electronic Invoice Submission

To ask at this time to attach the XML file for each term credit note, so click Browse to attach the file
to each item, then press Send

Electronic Invoice Submission

Notification of your invoice and credit notes have been received in Bveda Electrnica(BE).

Notification of acceptance or rejection

If your invoice has been accepted after this date is programmed

to payment in accordance with the payment policies of his
contract.
Otherwise , if your invoice was rejected should correct the error
and resubmit.

Emission Model of Digital Certificates

Objective and Methodology

Certify approx. to 1.500 end-users, to issue the

electronic signature of PEP.

Proyecto
Bveda Electrnica

Dueos de

SEDE

Procesos

It has a daily capacity to certify approx. 80

users in Sede Mexico and Regions. (20 users
x 4 Correspondents)

SCSM
R. NORTE

R. SUR

RMSO

RMNE

SIDOE
UPMP

Be certified to all users involved in the

process of receiving electronic invoicing, being
a prerequisite to be registered with authorized
signatures for proof of payments and
deductions.

It has the participation of the Regional

Change Management Responsible for logistics
Training and Help Desk on IT

Usuario

Usuario

Validacin

Clave (KU)

Final (UF)

Logistica

Convocat
oria

Instructor
es

Grupos

Material
UNIVERSIDAD

Confirma
cin

Calificaci
ones

Difusin
VIRTUAL

Statistics FEP
Certified Register Agents

Electronic Signature Issues

Total: 76

Total: 1, 218

Statistics COPADE - BE

Electronic Invoicing
from Dec- 2010 to Mar-2011

Total: 111, 417

COPADES Authorized and Signed
Electronically

Suppliers with Electronic

Invoicing
Electronic Invoicing
Receivied in BE

Suppliers Benefits

SIMPLIFICATION:
Schedules
Documents
Copies
Displacement
Reviews
Times

Previous Step

Electronics Management

Established
Additionalorextras
Required
Physicaldelivery
Manual
SubjecttoSchedule

Notimetables
Nodocuments
Donot exists
Internet
Electronic
24hours

SAVINGS:
Costsdocumentary
Managers
Monitoring
Logistics

Excesspaper
Necessary
Timely,Discretionary
Duplicationmanagement

Electronicrecord
Automatic
Agreed
Standardized

Pemex Benefits

Promote compliance with SOX law, using an electronic window that controls and
monitoring integral to the process of generation, validation, authorization,
registration and payment / collection of invoicing.

Administrative simplification automation, the validations tax (SAT), operational and

financial, time management and accounting records, among others.

Strengthen the transparency of operations to minimize contact between the

creditors / debtors and the staff of the institution.

Significant savings in printing, copying, distribution, storage and retrieval of

information by replacing documentary invoicing and livelihoods.

Support our commercial partners, to have a standard procedure, no traveling,

schedules and costs of agency, among others.

Critical Success Factors

Lessons learned:

Start on a date when the pressure is lower cost and registration.

Resistance to change.
Change Management to establish the media communication in the

organization and external.

Endorsement and Support of Information Technology
Verify that the personnel involved have its digital certificate prior to start
operations.
Provide the required training for the electronic media.
Consider and test all possible scenarios.
The third party must validate the XML file structure with SAT.
Install the certificates of PAC's are allowed to work with.
Establish help desk to support the problems presented.
Breaking the paradigms in the work of implementation.

Next Steps

Aplicacin (es)
Contratistas
Contractors
Application

Phase2
Materials
Group

Phase1
Finance

Realiza
Trabajos
en sitio
Perform work

Bveda
Electrnica

Firma de
Pedido
Signed Order

Factura
Tax Document

Phase3
UPMP
Aprueba
Boleta de
Campo
(Generador)
Approve Field
Ticket

Aprueba
Boleta Campo
(Estimacin)
Pro Forma Invoice

Autoriza
(ADENDA)
Adenda

Factura y
Datos de
la Adenda
Tax Document
& Adenda

No
Ajustes
Pedido Asociado
Adjustments

Si
Automtico!!

Manual
Contrato MM
con Anexo C
Contract with
Anexo C

Elabora Pedido
Asociado
(Orden de Serv.)
Prepares PO

Aplicaciones
Instituciones
Institutional
Applications

43XXXXXXXX

Doble lnea de
control Pptal.

Actualiza
Orden
de Servicio
Update
Service Order
43XXXXXXXX

Orden de
Serv. Interna
Internal
Service Order

* PO = Purchase Order f or Serv ices and/or Materials

Automtico!!
Crea hoja
de entrada
y Aceptacin
Create input
sheet
20XXXXXXXX
1XXXXXXXXX

Manual
Codificacin de
deductivas
y sanciones
COPADE
1XXXXXXXXX
(sustituto CABYS)

Automtico!!
Registro de
Factura y
Deducciones
Invoice Register
512XXXXXXX
172XXXXXXX
19XXXXXXXX

Proceso
de pago
Payment
Process

Conclusions

Reorganization of PEMEX,
Integration of Information Technology Direction (corporate)

Refinement of strategy of Bveda Electrnica consolidating

just one Bveda for all Pemex Group.
Integrate all in just one bveda
Migration of bovedas from PEP, REF, PPQ, and CORP.
Deployment and Stabilization

Selection of Consultant to install Boveda Electrnica,

covering all needs as the following:
CFD and CFDI (Evolved of Sat Requirements)
Connection AS2 and Web Services (B2B).

Develop New Phases of the project.

Working together with OFS-Portal and members.

Contacts

Name

Email

Ing. HoracioLealMartinez

[email protected]

Lic.JaimeEsquivelRodrguez

[email protected]

Lic.MartinHernndez Crdova

[email protected]

Lic.AlejandroCorderoLopez

[email protected]

OneissueofWINtoWIN
Thereisacaseoftechnology,
butEVOLUTION

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