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ASPTAX SAP User Manual

Objective

Objective of this document is to understand the capabilities of ASPTAX SAP Integration Kit and using the different features available to integrate SAP with ASPTAX cloud and file the GST returns.

Target Audience

  • SAP users who are going to use ASPTAX to file the GST Returns
  • Accounting department users supervising the GST returns process
  • Admins who are going to configure and manage the ASPTAX Integration

Prerequisites

  • Knowledge on using SAP Business Suite
  • Sound knowledge of Sales & Returns Process
  • Sound knowledge of Procurement Process
  • Sound knowledge of FI Process
  • Understanding of GST Returns Process
  • Understanding of Indian Accounting System

System Topology

  • Steps - 1 to 5 are periodic data synchronization steps
  • Steps - 6 to 8 are periodic exception handling steps

Integration Modes

Following integration modes are availble and based on the customer choice the integration mode will be enabled.

  • API - REST Service based integration between SAP and ASPTAX Cloud
  • FTP - FTP based integration to upload the file to ASPTAX FTP directories
  • LOCAL - Download the data files to AL11 directories from which OS jobs will upload the file to ASPTAX FTP server

Integration Architecture

API Mode

FTP Mode

Communication Framework (FTP/LOCAL)

Deploy /INCASP/ Code

  • Open TCode CG3Z and Import the ToC data & cofiles to DEV system

  • Import the TR from STMS_IMPORT

Import the added request into the queue from the above step

Getting started with ASPTAX SAP Integration

All the features of ASPTAX SAP Integration Kit are accessible from the transaction code “/N/INCASP/COCKPIT”

ASPTAX Dashboard

  • Execute the Tcode /N/INCASP/COCKPIT which will navigate to the ASPTAX Dashboard.
  • Dashboard will highlight the quick summary of GST returns filing of all the company codes and business places.

Note: Dashboard is enabled with the time to time returns updates only for the API integration mode customers.

  • By clicking on any of the business places highlights the latest status of the GST returns filing of the business place in the pictorial format.

  • By clicking on the any of the GSTR specific status icons indicates the progress view of the selected GST Returns in the pictorial format.

  • Using the “Change Period” option data from the earlier months can be viewed.

  • Using the “Update Status from ASP” option, the data in the current view can be refreshed with the latest status from ASPTAX Cloud System.

ASPTAX Cockpit

ASP Monitor

  • ASPTAX ASP Monitor can be accessed from the ASPTAX Cockpit Tab

  • Left navigation tree of ASP Monitor displays the list of companies configured with ASPTAX and its business places as child nodes to companies.

  • Under each business place, outward supplies and inward supplies data will be made available for the easy access from the selected period from the filter.

  • Specific month data can be filtered using the filter option available in the applicable tool bar. By default, the period will be set to the previous month by comparing the current date.

  • Once executed, the details of the data will be populated against in the ASP Monitor screen.

  • By double clicking on the required document node, the header details of the data against the selected document category will be displayed in the right side pane of the screen.

  • First column of the list highlights the document history of all the status changes and modifications against that particular document.

Note: Document history will be updated with the actions on the documents as per the events occurred in the selected mode of integration like FTP / API / LOCAL etc…

  • Status column highlights the status of the document in terms of GST returns filing.

- Error while saving the document to ASP or GST

- In Progress

- Yet to be uploaded to ASP

- Document Submitted / Filed

  • SAP Document column highlights the document number (ODN / Billing Doc / Accounting Doc) that is going to be declared to the Government. Hot spot action on this document navigates to the SAP version of the document i.e. VF03 / FB03 etc…

  • Documentclass columns highlight the classification of documents performed by the ASPTAX cloud system as per the GST document classification.

Note: Currently these classification updates from ASPTAX cloud to SAP are limited to API integration option only.

Document amount columns highlight the document value, GST amounts, Nil, Exempted, Non-GST amounts details. These figures will be useful to compare the totals with the ledger totals for the accuracy of data extraction.

  • Customer data columns highlight the customer number with navigation option, name, and GSTIN number. These are used to perform a quick grouping on customer and verification of data.

  • Invoice Type and Export Type Columns indicate the GST classification of invoices and exports.

Invoice Types:
  • R-Regular Invoice
  • SEWP - SEZ Sale with IGST
  • SEWOP - SEZ Sale without IGST
  • DE - Deemed Export
Export Types:
  • WOP - Exports without IGST
  • WP - Exports with IGST
  • Using the “Download” option in the ALV toolbar, data can be downloaded in the import format of ASPTAX cloud application.
  • Using the “Display Item” option in the ALV toolbar, all the item level data of a document can be viewed.

  • Using the “Delete” option, any unwanted documents which are extracted can be deleted before sending to the ASPTAX Cloud or Delete any document which is extracted with the wrong data and re-extract that particular document.
  • “Refresh” is used to refresh the latest status of the documents. This is more useful in the API integration mode to refresh the latest status of the documents.
  • “Process Data” an option is used to process the selected data to ASPTAX Cloud as per the configured communication mode (FTP / LOCAL / API).
  • “Get Batch Status” option is used to download the latest status of the documents submitted in a batch. This option is applicable only for the API integration.
  • “Mismatch Summary Report” navigates to the reconciliation report of the selected period. This will download the reconciliation data from ASPTAX cloud and made available in SAP for the users to easily perform the reconciliation activities. This feature is applicable only for the API integration mode.

Data Extraction

  • Data extraction report is used to extract the data from SAP Transaction Tables and prepare the data for GST returns and store in ASPTAX tables for further processing.

  • Selection Screen

  • Company Code / Business Place / Fiscal Year are mandatory to extract the data
  • Creation Date: Consider the date range in which the documents are created in SAP
  • Posting Date: Consider the documents specific to a posting date range within the creation the creation date range
  • Billing Document Number: This will be useful if it is required extract / re-extract sales document data for a specific document range only.
  • Accounting Document Number: This will be useful if it is required extract / re-extract a direct FI documents data for a specific document range only.
  • Outward Supplies - Category of documents related to outward supplies that are required to be extracted
  • Inward Supplies - Category of documents related to inward supplies that are required to be extracted
  • Extracted data can be viewed from the ASPTAX Monitor.
  • This program will be scheduled in the background to extract the data periodically. Based on the volume of data, periodicity will be determined.

Upload Data to ASP

  • Data Upload report is useful to upload the data from the ASPTAX Tables to ASPTAX Cloud using the customer choice of communication mode (API / FTP / LOCAL).

  • Selection Screen - For the given criteria, the program will find all the pending synchronization documents for the selected criteria and upload to ASPTAX Cloud.

  • This program will be scheduled in the background to automate the data uploads to the cloud. Based on the volume of data, the periodicity of this schedule will be determined.

Download Batch Status

  • Download Batch Status report will be used to download the latest status of the data upload batch submitted to the ASPTAX Cloud. Currently, this program is enabled only for API based integration and in future releases, it will be enabled for other modes of integrations as well.

  • Selection Criteria - Based on Document Category / Date Range / Company Code / Business Place

  • This program will download the latest status of the documents uploaded in a batch and update the document status returned by the cloud in SAP.

Download ASP Document Status

  • Program to download the latest status of documents from ASPTAX Cloud. This program is enabled only for API integration mode and will be enabled for other modes of integration in future releases.

  • Selection Criteria - Download the status based on the document category or period or company code or business place wise.

  • This will download the latest status of the documents in ASPTAX cloud and update in SAP. This will be scheduled in the periodic mode to get the latest updates from ASPTAX cloud.

Download Return Status

  • This will download the latest status of the returns in ASPTAX cloud and update in SAP. This report is available in API integration only and will be enabled in other modes in coming releases.

  • Selection Criteria - Based on the GST Returns Form / Period / Company Code / Business Place

  • This report will be scheduled in the background which will update the latest return status to the ASPTAX Dashboard.

Download ASP Modification Summary

  • This report will download the modifications of documents incurred in ASPTAX cloud to SAP for further adjustments in SAP.

  • This report will be scheduled monthly once and after every filing period to download the modifications to SAP. Based on the results of this report, SAP users can prepare the required subsequent documents in SAP to balance modifications as part of reconciliation performed in ASPTAX cloud.

Download Filing Summary

  • This report will download the filing summary at the end of every filing and update ASPTAX tables in SAP with this information for future use/audits etc…

  • Summary downloaded from this report will be used by the GSTR* Summary reports

ASP Document Status Report

  • This report will provide the statistics of documents exchanged with ASPTAX cloud and corresponding statistics for quick verification.

  • Drill down report on clicking the statistics

Mismatch Summary Report

  • This report is useful to perform the reconciliation of mismatches from SAP. This report works only in the API integration mode.

Modification History

  • Modification history report will highlight the modification downloaded from ASPTAX cloud and provides the user interface to compare etc…

Counterparty Summary Report

  • This report generates the summary of documents by counterparty and enables the provision to send emails to the counterparty with the statements.

State Summary Report

  • This report generates the summary of invoice documents by state-wise and display details for quick verification using Drill down.

GST Tax Ledger

  • This report is used to generate the data from Input / Output ledgers and display as a report for quick verification.
  • In the API mode, it will display the ledgers from ASP & GST as well for quick comparison.

ODN Number Series

  • This report is used to generate the ODN number series that is consumed in the given period which will be used to declare the documents issues series in the GST returns filing.

GSTR Summary Reports

These reports are used to view the summary of past filings and drill down information of the selected filing.

Delete Extracted Data

  • This report is useful to delete the extracted data due to any reasons like inconsistent data extracted etc…
  • Report /INCASP/R_DEL_EX_DATA

  • Specific type of documents of a given period, company and business place can be deleted using this program.
  • This program is a password protected program to avoid unwanted deletions. The password can be obtained by raising a support ticket to ASPTAX.

Customer / Vendor Master Data Copy Report

  • This report is useful to copy the customer or vendor master data modifications to the extracted data. For example, invalid GSTIN is reported by ASPTAX cloud or GSTN then it is required to be modified at customer master level and reprocess the updates using this program.
  • Program “/INCASP/R_CUSTOMER_DATA”

Onboarding a business place for data synchronization

  • Add the company code in the ASPTAX configuration from ASPTAX Cockpit if it does not exist

  • Add the business place to ASPTAX Configuration if it doesn’t exist

  • Map the ASPTAX Cloud Business Place ID to SAP Business Place

Generate API Keys for the Cloud Business Place

Copy the API Key and Secret Generated

Copy the business place id

Map the Business Place ID in the ASPTAX Configuration

  • Maintain the Business Place API Key and Secret which will be used for all the communications with ASPTAX Cloud

Maintain <BPID_USER> with the API key generated above

Maintain <BPID_KEY> with the API Secret generated above

  • Once these configurations are maintained the business place is enabled for the data extraction and data synchronization with ASPTAX cloud.

Data Synchronization Process Steps

Uploading data from SAP to ASPTAX

  • Extract the data as mentioned in the ASPTAX Data Extraction Program
  • Verify the extracted data from ASPTAX Monitor
  • Upload the data to ASPTAX cloud using the Upload Program
  • In the case of inconsistencies in SAP data and would like to process the data manually then “Download” the data from ASPTAX Monitor. Process the downloaded data and load to ASPTAX cloud using the CSV upload option.
  • Refer the data load job log in the ASPTAX portal for the update on the data load initiated

  • Loaded data can be viewed from the ASPTAX Cloud Reports / GSTR filing screens

Correcting the Invalid GSTIN Errors Process

  • Get the set of documents which are in error due to invalid GSTIN from ASPTAX Monitor by keeping a filter on status for error (this option is for API integration customers). Other integration mode customers, requires to download the error files from ASPTAX Cloud and prepare the erroneous Customer GSTIN list.
  • Correct the GSTINs with the valid GSTINs in customer master data (XD02 etc…)
  • Run the customer master update report to update the modifications back to extracted data.
  • Go to ASPTAX Monitor, keep the ALV filter on customers with the erroneous GSTIN.
  • Select all the filtered data and click on process data to update the selected documents again to ASPTAX cloud.
  • This will overwrite the existing data of the selected documents in ASPTAX cloud and the data is ready to upload to GST servers.

Reprocessing of data

  • Delete the data from ASPTAX cloud using the bulk delete option
  • Delete the data from SAP using ASPTAX Monitor or using the deletion program
  • Re-extract and upload the data again as mentioned in the data processing section

Deleting the unwanted data

  • Delete the data from ASPTAX monitor
  • Delete the data from ASPTAX cloud using the individual document delete option or bulk deletion options available

Others

Last modified: 2018/06/20 13:26 by chekri