Mexico: 9 top tips to make your ERP system CFDI proof

The most overlooked effort in any Mexico e-Invoicing project is the ERP configuration work based on the CFDI requirements. Underneath is a list of 9 things you should take a look when starting with e-invoicing in, towards and from Mexico.

This post is part of a series of items on electronic invoicing in the Americas, brought to you by InvoiceWare. Please visit the profile page of InvoiceWare for an overview.

1
Your ERP systems extract and package the invoice data into SAT compliant XML and forward it to SAT  for fiscal validation, signature and approval.
2
validate the invoice for compliance to mandatory attributes and sign it using your government assigned digital seal certificate.
3
Transmit the message in real time to the SAT servers, which then validates and approves as two asynchronous messages.
4
Real time polling to obtain the approved SAT messages (including the SAT assigned timbre string), logging them into a long term archive repository
5
Route the information back to your ERP software for printing and updating the status.
6
Keep collecting and monitoring all status messages at all times: view/print the invoice, along with functions such as contingency mode, invoice cancellation, receiving and reject/retry.
7
After approval from the government, the file format plus the SAT assigned protocol number is allowed to be converted into a human readable invoice format and printed as additional shipment documentation accompanying the delivery.
8
the Invoice output format has to remain consistent across all ERP billing types and output conditions.
9
The Mexican SAT requires the electronic facture be transmitted to the receiver in parallel to the delivery of the goods.

This is typically accomplished via email in Latin America
, so you will need to build this into your process flow. This way, when the truck arrives, the recipient will already have an electronic copy of the invoice to compare the printed output to whenever the goods physically arrive.

The printed invoice may accompany the truck throughout for potential review by police or customs officials at any point along its journey.  The official can scan the bar-code printed on the PDF and can validate it in real-time with the SAT servers to establish the validity of the goods movement. Finally, as the goods arrive at their ultimate destination, the receiver can validate the printed invoice through this same channel.


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