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SupplyOn Internal© 2015 SupplyOn AG
eInvoicing via SupplyOn
Different Countries
Different Laws
Dr. Sven-K. Treskatis
2© 2015 SupplyOn AG | Page 2 SupplyOn Internal|
Connecting up all suppliers worldwide – with a variety of links plus
multilingual solutions and support
SupplyOn
Web
frontend
Web
frontend
Web front-end via e-
mail access
Web front-end via e-
mail access
Web front-end via
e-mail access
EDI
EDI
English
German
Spanish
French
Portuguese
Chinese
Japanese
Korean
Italian
3rd
Party
3rd
Party
4© 2015 SupplyOn AG | Page 4 SupplyOn Internal|
Invoice Content Requirements (Tax Law)
1. Name und Anschrift des leistenden Unternehmens
2. Name und Anschrift des Leistungsempfängers
3. Termin der Lieferung oder Leistung
4. Menge und Bezeichnung der gelieferten Produkte bzw. Art und Umfang der Dienstleistung
5. ggf. nach Steuersätzen aufgeschlüsselten Netto-Beträge
6. jeweils darauf entfallenden Steuer-Beträge
7. Ausstellungsdatum (= Rechnungsdatum)
8. einmalig vergebene Rechnungsnummer
9. Steuernummer oder die Umsatzsteuer-Identifikationsnummer des Ausstellers
5© 2015 SupplyOn AG | Page 5 SupplyOn Internal|
Invoice Process Requirements
Tax registration
Supply process
• Digital signatures
• Electronic Data Interchange (EDI) - e.g. with EDI contract, summary invoice, partner file
• Internal business controls - reliable audit trail between an invoice and an underlying supply, e.g. by matching of supporting data
Authenticity & Integrity
• Nota Fiscal (Brazil)
• Golden Tax (China)
• …
Legal transaction (Clearing)
6© 2015 SupplyOn AG | Page 6 SupplyOn Internal|
Archiving Requirements (e.g. for Audit)
• Long term storage / retention period dependent on country
• Defined access procedures / metadata
• Electronic archive server has to be located in a certain country
Accessibility
• Human readable data (e.g. PDF)
Legibility
• Storage medium / system
• Time stamp
• Digital signature
Integrity
7© 2015 SupplyOn AG | Page 7 SupplyOn Internal|
Example - EU Requirements
Basically the same content requirements apply to electronic invoicing as to paper invoices
Three main demands:"authenticity, integrity and legibility“
• Digital Signature & verification of the digital signature at the receiver
• Electronic Data Interchange (EDI) with structured messages
• Internal control procedures between invoice and goods/services in return
For tax deduction the invoice recipient has to be able to prove authenticity & integrity of the electronic invoice by one of following options
9© 2015 SupplyOn AG | Page 9 SupplyOn Internal|
SupplyOn
eInvoicing Solution
Main Components and Partner Integration
Embedded Services
(Digital Signature / Archiving)
E-Mail Access
Web/ CSV
ZUGFeRD
EDI
Supplier
EDI-Connection:
EDIFACT, XML
Customer
E-Invoicing 3rd Party / PartnerPrinter Driver
10© 2015 SupplyOn AG | Page 10 SupplyOn Internal|
SupplierBuyer
Architecture Procure-to-Pay solution
Order, OrderChange,
Order Conf. Sipping Notice,
Goods Receipt
3rd Party
(Basware)
Demand
Invoice
AccountsPayable
Demand &Goods Receipt
Supplier
Invoice
Cockpit
Invoice Status
Validation Rules &
Enrichment:
- Demand data
- Master data
- Processing data
Integration & Format
-Transformation,
Validation
Invoice data
Validation
Error (Email)Monitor
Invoice via
Data Switch (Web)
Invoice data
Invoice
Pu
rch
asin
gA
cco
un
ting
Sales &Delivery
AccountsReceivable
Validation
Error (Email)
11© 2015 SupplyOn AG | Page 11 SupplyOn Internal|
Validation and data enrichment
GLOBAL UNIQUE ID
DISCOUNT FLAG
LOCATION
…..
INVOICE
ENRICHMENT(rule 1-n)
INVOICE
VALIDATION(rule 1-n)
Master Data
Check
Header Check
Line Item Check
…..
SUPPLIER INPUT
INVOICE
(Signatur /
Verification)
TO BUYER
12© 2015 SupplyOn AG | Page 12 SupplyOn Internal|
Configurable validation and compliance rules
Country Rule Set
•Unique Invoice Number
•Service completion date
•VAT ID number of the supplier
• Vendors full name and address of the supplier
Format Rule Set
•There is only one purchase number allowed; read only
• Invoice dispatch number is mandatory
• Invoice delivery note number is conditional
Company Rule Set
•Purchase Order Number has 8 or 10 digits length and starting with:
•8 digits: 47*, 45*, 55*, 42*
•Cost Center (only 6 characters long)
•Defined unit of measure code
INVOICE VALIDATION
(on partner pair level)
13© 2015 SupplyOn AG | Page 13 SupplyOn Internal|
Validation based on master & transaction data
Invoice Validation Profile (NWL)
PARTNER
DATA
SCM
PO
1-x
ARTICLE
1-x
PO
DATA
ARTICLE
DATA
INVOICE VALIDATION
(on partner pair level)
Examples:
• Partner data: Supplier Number, Adress, VAT number
• PO data: PO Number, PO Date
• Article data: line item number, price per unit, unit of measure
14© 2015 SupplyOn AG | Page 14 SupplyOn Internal|
SupplyOn SupplierBuyer
eInvoice Collaboration (e.g. for Golden Tax)
2
Collaboration 3
Invoice Proposal
1
Agreed data
Create Invoice6
4
5
7
3
Goods Received
Invoice aligned with Goods Receipt-> avoid Invoice correction processes
Reduced pass-through time in terms of invoice processing
16© 2015 SupplyOn AG | Page 16 SupplyOn Internal|
Invoicing processes of key countries are supported
Germany
USA
France
Italy
Spain
Brazil
Czech Republic
Japan
Switzerland
Austria
UK
Hungary
Netherlands
Belgium
Poland
Top 15 countries
Australia, Bulgaria, Canada,
Croatia, Cyprus, Denmark,
Estonia, Finland, Greece,
Hong Kong, Iceland, Ireland,
Isle of Man, Israel, Latvia,
Lithuania, Luxembourg,
Malta, Morocco, Monaco,
New Zealand, Norway,
Portugal, Qatar, Romania,
Saudi Arabia, Singapore,
Slovak Republic, Slovenia,
South Africa, Sweden,
United Arab Emirates
Other countries
17© 2015 SupplyOn AG | Page 17 SupplyOn Internal|
Any Questions
Dr. Sven-K. Treskatis
SupplyOn AG
Ludwigstrasse 49
85399 Hallbergmoos
SupplyOn.com
Find out more about
Supply Chain
Collaboration
blog.SupplyOn.com