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On-Demand Audit Process of Billing Documents Disclosure Number: IPCOM000132411D
Original Publication Date: 2005-Dec-14
Included in the Prior Art Database: 2005-Dec-14
Document File: 2 page(s) / 18K

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All billing documents are printed from SAP at the time they are triggered from SAP to the customer. These hardcopies of the billing documents are required to be stored for a number of years by the respective countries’ tax authorities. A duplicate copy of the billing document is then mailed to the customer before payments can be made. The customers themselves will in turn be required to store the hardcopies of the billing documents for their own record. Due to the number of years required by the tax authorities, a proper process storage has to be put in place in order to ensure the hardcopies are properly filed as well as easily retrievable during an audit. This setup demands an extensive storage setup as well as a well defined process control for filing, retrieval and audit purposes. The presented invention provides a framework to save all billing documents electronically for both the billing document-originating company and its customers, therefore allowing of easy retrieval for any purposes, eg. During audits, when required at any point in time.

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On-Demand Audit Process of Billing Documents

This invention is implemented partially in the current application release of OSC WI R2.0(Outsourced Supply Chain Web Interface). Billing documents are completed in SAP and sent to the application in the form of an IDOC, which is then saved in the database. Another copy of the same billing document is sent across to the other database to be archived for audit purposes. See diagram below for an overview of the entire architecture flow. (Red portion is not implemented in this release)

Database to store invoice for 11 years




Database A

Database B

To demonstrate the on-demand audit process, lets assume that an audit was conducted on a particular day for company A. The auditors request for the invoice that was sent out to company B on a certain date. Instead of going through heaps and heaps of hardcopy documents, company A only needs to use a client interface that is connected to Database A and retrieve the contents of the billing document on that particular date with a simple query. Assuming that the auditors suspect a inconsistency based on the document contents or the amount collected, they may probe further to request for the similar billing document that is sent to company B. During this point, company B will be requested to provide the same billing document on that particular date and this is done conveniently through the web interface of OSC WI that allows users to view billing documents online or even download them to PDF files at the click of a button. This is easi...