Purchase by Brazilian Electronic Invoices (NF-e Dashboards)

    The term purchase can be defined as the onerous acquisition of a thing or a right, for paid which if determined price. The related activities the purchases involve a series of factors as election of suppliers, qualification of the services, determination of stated periods of sales, forecast of prices, services and changes in the demand, among others.

    Capture-4.pngThe management of purchases is a basic activity for the good management of the companies and that it influences directly in its supplies and the relationship with the customers, being also related to the competitiveness and the success of the organization. The acquisition of substances cousins, supplements and components represents a decisive factor in the activity of a company, therefore depending on as it is lead they can generate considerable reduction in the costs and improvements in the profits. From this point the occurred changes in the organizations, the function purchases more is not seen as a routine activity and yes as party to suit of logistic of the companies.

     

    Capture-1.pngThis because more of the one than simply to acquire products, the sector of purchases currently interrelates with all the other sectors of the company, influencing and being influenced. In this way, the function purchases and its corresponding area comes gaining space and evidence in the context of the organizations, since it is not only enough to buy, is necessary to buy well, looking for to get the biggest possible number of advantages.

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    In place since September 2006 NF-e is the Brazilian Government’s requirement for an electronic bill of lading affecting anyone who wishes to ship goods from Brazil. An NF-e is an electronically issued and stored document, in digital existence only, with the aim of documenting the movement of goods and services provided between parties. A legally valid NF-e document is associated with the issuer’s (seller’s) digital signature and guarantees receipt by tax authorities before the actual shipment of goods or delivery of services. Any printed or paper documents are not the NF-e itself, but simply a reference to it.

     

    Capture-3.pngAuthorization process

     

    1. Seller requests from the Ministry of Finance (SEFAZ) authorities an authorization for the NF-e, the seller does so by requesting the authorization and digitally signing that request;
    2. The SEFAZ then, upon validating the digital signature, records the request and issues an NF-e authorization back to the Seller;
    3. The seller may then ship the goods;
    4. The fiscal authorities may then inspect the shipment and check for a proper NF-e;
    5. The remote fiscal authority sends a request for a DANFE validation (Digitally Authorized NF-e) and receives it back electronically from the SEFAZ;
    6. The Goods may continue on their way and are delivered to the Buyer;
    7. The buyer upon receiving the goods then processes an NF-e validation and receipt confirmation with SEFAZ;
    8. If for some reason the SEFAZ is inaccessible, the system issues a temporary paper DANFE which must then be later entered with SEFAZ.

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    The manufacture forecast is an important part all over the process of purchasing. During the auditing process, the team mounts reports issue to issue to obtain an excellent accuracy to follow the approved budgeting and to keep the forecast under acceptable terms of the Approved Spend. The Financial Management Process has a lot of mandatory checkbook appointments to keep the financial data available for the auditors any time they need, based on the incurred amount used to purchase manufacture parts. When all the data is collected and the issues are clarified (if any), the auditors update the Program Financial Reporting to inform the stakeholders at Ford intranet. The Cost Management is very important and has some specific indicators used by the Cost Control process: Variance, Committed Amount, etc.

     

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    Financial reports are responsible for the most major comments during the auditing. The integration process between purchase and logistics needed to be automated as quickly as possible mainly for auditing issues and, of course, to grant a better result on the purchase process. Logistics at the time was in need of more agility during the entrance of trucks at the plant. We were oriented by other plant of how their purchasing processes worked from the implementation that time. We read all the material; include the procedures and the integration with the supply chain processes and how they solved auditing issues along the years.

     

    Some requirements defined by Brazilian laws helped us because the SPED XML standards were been applied without problems for the most part of the company suppliers, but the invoice data were recorded in a network drive and used only for accounting purposes.

     

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    The project benefits could be obtained by unifying the processes of Purchasing, Logistics and Accounting using the NF-e facilities to capture invoice data for creating entrance orders for manufacture parts. Also it could mitigate the efforts defined by the Planned Risk-Based Rework mainly because the auditing data could be available instantly once the suppliers sent their invoices. We gain extra benefits for the Logistics Warehousing because they wouldn’t need to create orders while the trucks were parked at the docks.

     

    Capture-8.pngInitially we tried a small catalogue by choosing one single vehicle model which the amount of purchasing parts needed that time was between 172.880 to 190.080 manufacture items each month. In terms of orders quantity, represents about 5.000 manual invoices during the month and was distributed with a thousand a half suppliers across the country. All the raw material was manually typed into the application interface and generates lots of typing errors to be solved later. The visual elements offered by the project helped the company for evaluation the quality of the international suppliers.