sap control for vat compliance - meridian global...

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International VAT Consulting

A must

attend event

for SAP and VAT

executives!

A must

attend event

for SAP and VAT

executives!

Featuring insightful sessions from Procter & Gamble, Vodafone, BP, Philips, Statoil, Kerry Group, Chemtura, Caterpillar, United Biscuits, Deere & Company and LyondellBasell

Wednesday 18th & Thursday 19th May The Millennium Hotel Knightsbridge, London

SAP Control for VAT ComplianceThis two day masterclass will enable you to access

the leading VAT and SAP minds and learn how to overcome the most complex and high risk scenarios for VAT within SAP

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Register

before

1st April

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Access the industry’s leading VAT and SAP minds and overcome complex and high risk scenarios for VAT within SAP

Following on from last year’s debut Masterclass, Meridian Global Services are pleased to present ‘SAP Control for VAT Compliance’, in an extended two day format on 18th and 19th May at London’s Millennium Hotel.

REGISTER and enter the promotional code MRDN and be in with a chance to win one of 2 Apple iPads.

This two day Masterclass will enable you to access the industry’s leading VAT and SAP minds and learn how to overcome the most complex and high risk scenarios for VAT within SAP.

Including a pioneering live session where you will help design and build complex VAT logic in SAP from scratch, you will also be invited to choose from a broad spectrum of interactive sessions delivered by global giants such as Procter & Gamble, Vodafone, BP, Philips, Statoil, Kerry Group, Chemtura, Caterpillar, United Biscuits, Deere & Company and LyondellBasell. Share their knowledge and techniques for achieving best results!

Alongside formal plenary session you’ll benefit from case-based analysis, network with top-level industry experts, review and discuss live demos and simulations, and share your experiences and challenges at a range of round-table discussions and networking opportunities.

The Masterclass is a truly unique opportunity for SAP and VAT experts from some of the world’s leading organisations to meet, exchange ideas and make useful contacts. Most of all you will gain the practical knowledge to help make your organisation more efficient and compliant.

Highlights include: • Opening keynote - A perspective from SAP AG• Live demo - Designing complex VAT logic in SAP - a step by step, best practice approach• Interactive discussion - Tackling VAT determination on AP invoices - from chaos to control

Who should attend?In-house VAT/tax executive In-house SAP/ERP executiveVAT / Tax director/manager SAP finance systems managerIndirect Tax director/manager FICO / SD consultantsFinance manager ERP /SAP project managerFinance director /CFO SAP solutions architect

Ryan Ostilly Roger LindelaufDirector – Tax Technology Director – ERP VAT Consulting LeadMeridian International VAT Consulting Meridian International VAT Consulting

08.30 Registration and coffee

08.30 Where are you against your peers? In this opening session, Susie West and Ryan Ostilly will share the findings from your pre-conference benchmarking survey. Discover how unique your challenges are and what common issues you and your fellow delegates are facing.

Susie West, CEO, sharedserviceslink.com

Ryan Ostilly, Director – Tax Technology, Meridian International VAT Consulting

© All copy, titles and briefs are the property of Meridian Global Services and cannot be reproduced legally without the written consent of Meridian Global Services.

Industries represented:• Automotive • IT and Electronics • Retail• Professional Services• Chemicals • Pharmaceuticals• Energy• Engineering• FMCG

09.00 Opening keynote: A perspective from SAP AG In this opening address, hear directly from Lars Gartenschläger, Product Manager for SAP ERP Financials, who will give an overview of SAP’s perception of their customers’ needs, an insight into some of their VAT development challenges, as well as the increased focus that national tax administrations are placing on auditing ERP system data. During this session, Lars will focus on:

• The development challenge associated with extending the tax code from a 2 character to a 4 character field – SAP’s strategy of non-disruptive development – How SAP might address this issue • SAP’s perception of customers’ wishes – Time dependency of data – Tax determination issues • Market trends from SAP’s point of view – Increasing cross-checks from tax administrations – Stronger focus on timely VAT reporting

Lars Gartenschläger, Product Management Financials, SAP AG

09.45 Dealing with complex VAT scenarios In this session, Alexandra Vale, VAT Director Europe at Chemtura, will map out a number of complex business flows typically found in a multinational company, in order to explain and derive the correct VAT treatment.

Using an interactive format, you will be challenged to apply your own experience to solve some of VAT’s most complex and high risk scenarios, and to debate with the industry’s leading VAT minds.

This will be an intensely practical session, providing a great opportunity to apply the knowledge gained directly into your organisation.

Overview of topics discussed:

• Domestic reverse-charge – understand the key differences in application between member states, and learn how this is impacted depending on whether the seller and/or buyer is VAT registered in the destination country

• Complex supply chains – review complex supply chains and how they are mapped in SAP, including triangulation and learn how variation in application between member states impacts the VAT treatment

• Indirect exports – what are your obligations if a customer picks up goods from your plant, but seeks a VAT exemption? Understand the legal provisions and how to ensure that you comply

• Invoice layout – what is the optimal way to design your billing documents to ensure that such complex flows meet both legal and commercial requirements

Alexandra Vale, VAT Director Europe, Chemtura Manufacturing UK Ltd

Interactive discussion facilitated by: Paul Quigley, Director, Meridian International VAT Consulting

10.30 Morning coffee

11.00 How to handle ‘plants abroad’ functionality in SAP: what can go wrong and how to avoid common mistakes The ‘plants abroad’ functionality has been designed by SAP for organisations that have warehouses or distribution centres in other EU countries. The functionality enables easier reporting with regards to VAT and Intrastat declarations enabling VAT and Intrastat postings for intra-company, cross border stock transfers.

During this session, John Lambourne will focus on how to activate and effectively implement ‘plants abroad’ functionality in SAP, drawing from his practical experience in how this was done in Philips. Special focus will be devoted to explaining the key issues associated with enabling this SAP feature, as well as some of the known and unknown risks with using the functionality.


• Activating ‘plants abroad’ in SAP • Cross border – intra-company stock transfers • Interface between sales and distribution • Sales process from a ‘plant abroad’ • VAT return report and EC sales list • What can go wrong and how to avoid • Best practice tips and tricks

John Lambourne, SAP Competence Manager, Philips IT Applications


12.00 Breakout sessions – join the roundtable discussion most relevant to your business

13.00 Networking lunch

14.15 VAT Compliance in SAP: identifying unknown risks, and best-practice solutions to overcome these

Part 1 – Known limitations in SAP and the need for customisation (30 mins)

There are some gaps in standard SAP functionality that will inhibit you from being VAT compliant. So where are the common limitations found, how do you quickly identify them and what strategies are available for customisation today?

• Understand what SAP can’t do in respect of VAT • Determine requirements and possible shortcomings of an “out of the box” solution • Solutions available and smart workarounds currently being used to plug the gaps

Robert Hele, Tax Design Lead - FVC Global SAP Deployment, BP

Breakout 2: How to process the correct date of supply of goods or services in SAPGetting the correct date of supply is crucial for invoices, especially in response to changes in VAT rates and rules. Understanding the technical VAT implications in the context of your business is only part of the challenge. Understanding how you can implement these changes efficiently with robust cut-over and transition logic in SAP may take the lions share of your burden... or should it?

Franz Pauer, VAT Manager, Deere and Company

Breakout 1: How to manage VAT rate changes in SAP, quickly and effectivelyIn the UK alone, there have been three VAT rate changes in the last two years. Each time, new codes have to be created with the new rate in your VAT table. As a result, companies are finding smarter ways to update their SAP system to reflect these changes. In this session, discuss and compare best-practice approaches so you can prepare to handle VAT rate changes smoothly however frequently they occur.

Julian Ogden, Indirect Tax Controller, United Biscuits

What’s unique: There’s no use in teaching you what you already know. In this session we will start by reviewing some of the known shortcomings of using standard SAP to manage your VAT logic and compliance processes, and then uncover the unknown VAT compliance risks specific to SAP. We will focus on practical examples illustrating when these risks arise, and how they should be mitigated.Interactive

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Part 2 – Case study: How to mitigate known risks in VAT compliance with SAP (30 mins) Sometimes it is practically impossible to be 100% VAT compliant. But there are powerful tools out there to help you balance the resources you require to be VAT compliant with acceptable levels of risk for non-compliance.

• Using the Business Warehouse tool for monitoring risk areas such as tax code verifications • Transforming efficiency and sharpening focus in VAT compliance by systemically identifying and treating the root cause of errors • Key tips to use in your project methodology covering your business case, stakeholder engagement and training programme

Hans Wyndaele, Indirect Tax Assistant Manager Statoil Coordination Centre

Steven Verstrepen, Indirect Tax Assistant Manager, Statoil Coordination Centre

Part 3 – What are the unknown risks driving non-compliance? How to identify and resolve? (30 mins) During this session, Roger Lindelauf draws on over 23 years experience as a SAP consultant, specialising in VAT design architecture and solutions. Roger will provide a deep insight into some unknown VAT compliance risks that exist in an SAP environment, not covered from BP and Statoil’s experience. Roger will then offer recommendations to address the challenges.

Topics covered include:

• Incorrect use of the VAT partner functions and VAT ID numbers • Incorrect tax departure country • Risks and shortcomings in dealing with triangulation and domestic reverse-charge flows • Incorrect invoice number ranges for multiple VAT registrations • Lack of functionality to manage fiscal groups and VAT groups • Lack of functionality to manage VAT warehouses and bonded flows

Roger Lindelauf, Director – ERP VAT Consulting Lead, Meridian International VAT Consulting Limited


15.45 Afternoon refreshments

16.15 Efficient Intrastat reporting in SAP Statistical declarations (or Intrastats) are often a reporting nightmare for many organisations. As VAT generally follows the invoice path, and Intrastat follows the flow of goods, there is fundamental difference in application, which produces differences that are somewhat difficult to reconcile. Throw in different rules and reporting regimes across the EU zone, the need to structure intrastat reporting in SAP is a crucial success factor.

During this session, Gillian Tomlinson from Kerry Group will share her views on the challenges of improving intrastat reporting accuracy. Kees van Westerop will then explain how he tackled the problem and implemented best in class Intrastat reporting solution at both Philips and Dow Corning. Take home some critical success factors that you can implement in your organisation, to make your Intrastat process more efficient and compliant.


• Identifying sources of error and differences • Different reporting rules and how to plan • Customising a solution in SAP • Reconciling Intrastats with the VAT return • Critical success factors

Gillian Tomlinson, UK Tax Manager, Kerry Group

Kees van Westerop, FI/CO Consultant, Kwest Consulting (with experience from Johnson & Johnson, Dow Corning and Philips)

17:15 Chair’s close

17.30 The speaker clinic

08:45 Top tips learnt from day one Ryan Ostilly, Director – Tax Technology, Meridian International VAT Consulting

09:15 Tackling VAT determination on AP invoices – from chaos to control VAT errors associated with booking AP invoices can significantly increase the risk of VAT non-compliance. This session will explore how VAT professionals have used both manual controls and system automation in different environments to transform the accuracy of VAT coding on AP transactions towards 100%. Each discussion leader will share key tips and details of their control issues in their different environments.

Approach 1: Manual procedures to tighten controls (25 mins) P&G will discuss how it has structured its processes and VAT knowledge management around SAP to ensure that AP invoices are analysed and booked correctly for VAT purposes.

Belinda Buvens, Global GBS Tax Compliance Service Manager, Procter & Gamble

Approach 2: Automation through customising SAP (25 mins) Vodafone will share how it has configured SAP to automate the selection of tax codes for AP transactions by using the ‘condition-record’ technique.

Reka Komaromi, EVO VAT Manager, Vodafone, VOCH Hungary

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Approach 3: Automation through external tax engine (25 Mins) Caterpillar has decided to use an external tax engine to manage the VAT determination on its AP invoices and are in the design and testing phases. Patricia will share what prompted Caterpillar to opt for an external solution and provide practical insight as to how the external solution compares with the status quo as well as early success and pain indicators.

Patricia Oakley, VAT Process Improvement Manager, Caterpillar

10.45 Morning Coffee

11:15 Maintaining your master data for effective VAT reporting “You only get out what you put in”. Managing your master data effectively is essential to producing timely and accurate VAT reports. How are companies doing this well and what tips should you be using at your company?

Hugo Vissers, VAT Department, LyondellBasell Industries

12:00 “Designing complex VAT logic in SAP – a step by step, best practice approach”

During this session, we will design and build SAP logic around a set of complex business flows, evaluating different options for achieving the best results, reverting to a panel of industry and consulting experts who have done this many times over for their own business and for clients. See how standard SAP manages the complexity, and explore ways of overcoming limitations either by opting for a complex set of access sequence steps, writing bespoke user exists, or using other solutions. Use this opportunity to challenge the presenters and panel experts by sharing your own proven techniques, and contribute to a session rich in content that has real, tangible benefits to both VAT and SAP professional.

Part 1: Business-flow blueprinting How to integrate VAT requirements during the blueprint of your SAP roll out Often VAT issues with SAP occur because they are considered only after the design and scoping phase of your SAP implementation. So, if you are rolling out SAP to other countries or migrating onto a new system, which elements must you include in your plan to minimise these problems post go-live?

• Translating business flows to VAT requirements • What stakeholders should be involved in the process? • Handing over business requirements to the Build Team

Hoyrin Cheung, Business Analyst & Remco Dewaerheijt, VAT Manager, PPG Industries

12:45 Networking lunch

14:00 Part 2: User-acceptance testing (UAT) exercise – reveal shortcomings with standard SAP logic As a follow-on from Part 1, we will then walk through the SAP sales orders that are set up against these flows, and execute these based on a “standard SAP tax logic design” in a simulated user-acceptance testing exercise (UAT). We will then review:

• How SAP determined the key tax characteristics, including reviewing: – Which partner function was used as the “customer” for VAT purposes – MTC and CTC – VAT ID number of the customer – Departure country and destination country • How the VAT logic routines were accessed, looking at: – access sequence and their associated requirements – condition records – VAT codes • How the billing document was structured • Whether this would “pass” the UAT

For all flows that failed the UAT (and thus not VAT compliant), we identify where the SAP logic was flawed. We will discuss and design a suitable solution to cope with the complexity in Part 3.


15:15 Afternoon refreshments

15.45 Part 3: Customising SAP to cope with complex logic In this interactive panel, we will simulate a SAP system-design workshop to create a solution for the flows that failed the UAT in Part 2. This session will present a number of design options and case studies that companies have implemented including:

• adding more fields (and hence) complexity to the access sequence steps and condition records • hard coded user-exits • flexible user-exists making use of reference tables • other solutions

Our panel of experts will present the solutions that they have implemented within their organisations, and explain the structure and logic of how this works. This will be an interactive session where delegates are encouraged to share their views and gain an invaluable insight as to what solutions work best.

We will then present a revised tax logic in a simulated SAP environment and re-test the complex flows using improved and enhanced SAP design.

Facilitators & Panel Experts:


Ryan Ostilly, Director - Tax Technology, Meridian International VAT Consulting Ltd

John Lambourne, SAP VAT Project Lead, Philips Consumer Electronics BV

Robert Hele, Tax Design Lead - FVC Global SAP Deployment, BP

17:15 Chair’s summary

17:30 The speaker clinic

17:45 Close of conference

What’s unique: A unique opportunity to design SAP VAT logic from scratch, based on the complex scenarios that were discussed and mapped out during day one.

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Payment Terms: Payment is due in full upon completion and return of the registration form. Due to limited conference space we advise early registration and payment by credit card to avoid disappointment. Your registration will not be confirmed until payment is received. Admission to the conference will be refused if payment has not been received.

Cancellation and Substitution Policy: Provided the fee has been paid in full, substitutions at no extra charge can be made up to 7 business days before the start of the conference. Cancellations must be received in writing or by fax to 44 (0)207 337 2290, more than 7 days before the conference is to be held in order to obtain a full credit for any future conference. Cancellations received 7 days or less (including the seventh day) prior to the conference will not be credited. If you cancel at any time after registering and before payment has been made you will be charged a cancellation fee of £200. In the event that SHAREDSERVICESLINK.COM cancels an event, payments received at the cancellation date will be credited towards attendance at a future conference, or in the event of postponement by SHAREDSERVICESLINK.COM, a rescheduled date. Credit notes remain valid for twelve months. SHAREDSERVICESLINK.COM reserves the right postpone or cancel an event, to change the location of an event or to alter the advertised speakers for an event. SHAREDSERVICESLINK.COM is not responsible for any loss or damage as a result of substitution, alteration, postponement, or cancellation of an event due to causes beyond its control including without limitation, acts of God or public enemies, civil war, insurrection or riot, fire, flood, explosion, earthquake, sabotage, accident, change of law, strike, labour trouble or work interruption, terrorism or any cause beyond its reasonable control (“Force Majeure Event”).

Speaker Changes: Occasionally it is necessary for reasons beyond our control to alter the content and timing of the programme or the identity of the speakers.

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BOOKING FORM Tel: +44 (0)20 7337 2290 Fax to: +44 (0)20 7337 2298

SAP Control for VAT Compliance18th & 19th May 2011The Millennium Knightsbridge, London

Registration details

Go to: www.sharedserviceslink.comCall: +44 (0)20 7337 2290Fax: +44 (0) 7337 2298Email: [email protected]

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Really early bird Early bird Standard Packages Registered & paid by Registered & paid by Prices Friday 1st April Friday 29th April

Standard Save £400 Save £200 Conference only £999 + VAT £1199 + VAT £1399 + VAT

Special Joint SAP and VAT ticket This ticket is for teams of two only,

where the delegates represent IT and VAT

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£1777 + VAT

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MRDN When registering, please include the code above

Venue

Millennium Hotel London Knightsbridge7 Sloane StreetKnightsbridgeLondonSW1X 9NU

Telephone: +44 (0)207 235 4377

Accommodation: Hotel accommodation and travel costs are not included in the registration fee.

To book our specially discounted accommodation at the conference venue (from £180 + VAT per night including continental breakfast), or for nearby accommodation, please visit: www.4cityhotels.com/sslmmay2011.html

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Keep up-to-date with the latest conversations on VAT in SAP by joining the VAT for SAP group on Linkedin. Just search VAT for SAP on the groups section of Linkedin and request to join. Here you will be able to keep up-to-date with and contribute to the conversations happening among your peers as they relate to VAT in SAP.

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