System Integration Consultant, Spain

The integration map of a Spanish company

I begin with an inventory of every system and file around the ERP. For a Spanish company it usually includes:

For each line I record who maintains it, how errors are noticed today and what the gestoría or tax advisor relies on from it. Spanish companies often discover at this stage that a critical step, such as uploading a remittance file or fixing rejected invoice records, depends on one person who does it from memory. The inventory turns those steps into documented flows with owners. The general method is on my system integration page.

Invoice records, SII responses and regional systems

Spain's direction is clear even where timelines move: invoice data reaches the tax administration quickly, from software that keeps records intact. Your tax advisor confirms which regime applies to each entity. The integration design then covers what happens around each submission.

• Trigger: which event creates a record to submit, and whether submission is immediate or batched within the time your advisor specifies.
• Responses: accepted, accepted with errors and rejected records come back into the ERP against the original invoice, visible to administration without logging in to another portal.
• Corrections: rejected or amended records follow a defined path that keeps invoice series and numbering intact.
• Supplier side: received invoices that must also be reported are captured with the data the record needs.
• Regional systems: entities under Basque or Navarre administration may need a different module or add-on, which I specify separately rather than assume.

For public sector customers, structured electronic invoices go through the relevant portal, and the status returned is linked to the receivable. Whether a given ERP or add-on meets the invoicing software rules is a question for the vendor's written statement and your advisor; I make sure the question is asked and the answer is tested. The Spanish ERP business analyst page shows how these points become requirements.

Remittances, confirming and bank statements

Spanish collections and payments create file flows that should never be built by hand each week.

• Direct debit remittances: the ERP builds the remittance from due receivables, checks that each customer has a valid SEPA mandate on file, and sends it through the bank's channel. Returned debits come back as files, reopen the receivable with bank charges and create a task for credit control.
• Transfers: supplier payments leave as SEPA files from an approved payment proposal. Changes to supplier bank details pass through an approval step first.
• Confirming: where suppliers are paid through a bank's confirming line, the ERP sends the payment file and later records the bank's settlement, so supplier balances and bank debt agree.
• Statements: daily statement files are imported, in the format each bank offers, and matched against open items.

Card payments and mobile payment services used in a webshop pay out in grouped amounts with their commission already deducted, so the mapping separates sales, charges and the amount that actually lands in the bank. Every bank you use gets a trial round first, with a returned debit and a rejected transfer deliberately included. Access to bank credentials is limited to named roles, because a payment file is the interface where a quiet mistake costs most. For multi-entity groups, the multi-company ERP page covers intercompany settlement.

The gestoría, online sales and logistics

Payroll and the gestoría. Many Spanish companies keep payroll and social security filings with a gestoría or payroll provider. What the ERP wants from them is one monthly journal, split by account and cost center and always in the same layout. Pay elements are mapped to accounts in a session with finance and the gestoría, define how corrections post in later months and add a reconciliation check against the payroll summary. Filing obligations stay with the gestoría.

Webshop and marketplaces. Orders must arrive with the right tax treatment: mainland VAT, Canary Islands indirect tax, intra-EU sales and exports each map to different codes, which your advisor confirms. I specify how stock and prices publish, where discounts and delivery fees land on the order, and how a refund in the shop turns into a credit note in the ledger. Marketplace settlements are split into sales, commissions and payouts.

Carriers and warehouses. Parcel carriers and third-party warehouses exchange shipment requests, labels, tracking and stock movements with the ERP. I decide which system creates the delivery note, how partial shipments and returns are handled and how stock differences are flagged. Shipments to the Canary Islands or outside the EU involve customs paperwork, which your forwarder or customs agent confirms. Businesses in ecommerce and logistics usually run all three of these flows together.

Choosing methods, testing and keeping control

For every flow I weigh the realistic options side by side: whatever the ERP offers out of the box, add-ons from the publisher or a Spanish specialist, an integration platform in the middle, bespoke code or plain scheduled file drops. I score them on how often they fail, what drives their running cost, which company answers the phone when they break and how each one survives a version change. A compliance add-on maintained by a small firm can be the right answer, provided the contract states how quickly it will follow rule changes.

Testing uses Spanish transactions from your own business: an invoice in each series, a rectifying invoice, a rejected record, a Canary Islands order, a returned direct debit, a confirming payment, a payroll correction and a marketplace refund. Finance and the gestoría review the outcomes before approval, and the switchover schedule names the day each channel opens or closes, so no invoice is submitted twice or missed.

After go-live, alerts reach a named person when records are rejected, files fail or control totals disagree, and a runbook explains how to reprocess safely. I deliver this remotely and travel only by arrangement. For the sales half of the order flow, read about my CRM consulting in Spain; for whole-system questions, start with ERP consulting for Spanish companies.