The supplier, specializing in providing classic car spare parts through its online shipping platform, encountered a significant challenge when it came to reconciling outgoing invoices generated by their Enterprise Resource Planning (ERP) software, specifically JTL. This hurdle gave rise to a concerning accumulation of open items within their financial records, primarily in the form of unpaid invoices as well as unresolved PayPal payments. The repercussions of this conundrum had the potential to cascade into far-reaching ramifications, affecting both the company’s financial stability and its adherence to regulatory requirements.
Left unaddressed, this situation had the potential to escalate into a host of issues that extended beyond mere financial inconvenience. For instance, during a tax office audit, the presence of numerous open items and unsettled invoices could raise red flags and attract unwanted scrutiny. The inability to promptly reconcile accounts might not only raise questions about the company’s financial practices but also cast doubts on the accuracy and reliability of their financial reporting.
Under a worst-case scenario, the unresolved financial discrepancies could lead to revenue estimation by tax authorities. This outcome would not only disrupt the supplier’s cash flow but also cast a shadow on their reputation and credibility as a reliable business entity. The credibility of their financial records is not only crucial for regulatory compliance but also for fostering trust among their customer base, partners, and stakeholders.
To avert these potentially dire consequences, the supplier needed to swiftly implement a comprehensive solution that harmonized their outgoing invoices with their ERP system, addressing the mismatch that had given rise to the open items. By proactively reconciling these discrepancies, they could safeguard themselves against the risks of audits, financial inaccuracies, and potential revenue estimates. Additionally, such measures would enable them to maintain a seamless and transparent financial ecosystem, solidifying their standing in the competitive online spare parts market and ensuring the trust of their customers and partners alike.
In close cooperation with the customer, our team first set up a parallel system in DATEV, which later went “live”. Here we used the API interface from JTL to DATEV (invoice data service 2.0) to automatically transfer outgoing invoices to financial accounting. In addition, with the help of the integrated PayPal interface from DATEV and the use of learning files, we enabled extensive automation in the clearing of open items. The issue was successfully solved.