Move to e-invoicesEnjoy flexibility. Reduce costs. Stay ahead of competition. Save time.

Benefits of electronic invoicing

The benefits are obvious:

Reduced costThe processing cost of paper invoice can rise up to € 10 per invoice, whereas the electronic counterpart reduces this by a factor of 10 to approximately € 1 per invoice depending upon transaction volumes. The benefits and savings are for both sender and receiver.

Higher efficiencyElectronic invoicing means streamlining payment routines and increasing the security as well as providing fast and effective communication between the companies that exchange electronic invoices. E-invoices can be exported from ERP systems and imported back into ERP systems, thus reducing human intervention and possible cause for errors. Electronic invoicing results in space saving because the invoices are stored in their electronic form. The data has to be entered fewer times than in the traditional way and reduces typing errors.

Strategic benefitsSending e-invoices to customers obviously creates a stronger relationship between both parties.

SecurityTo prevent tampering, each electronic message is sealed with an advanced signature based on a qualified digital certificate. This ensures the integrity of the contents and the authenticity of the origin.

QualityStandardised electronic invoicing can bring substantial savings to companies and organisations. It can improve the quality of invoice data and streamlines business processes. Easier authorisation and improved document quality contribute to significant cost reduction.

Environmental friendlySending and receiving electronic messages means less or even no paper consumption, thus contributing to a more friendly environment.

Rapid ROIThe combined effect of both indirect and direct savings will provide you with a rapid ROI. The ROI is not several years, but only a few months.

The exchange of paper invoices is associated with considerable costs for handling. The costs may even exceed the invoiced amount. The main costs for handling paper invoices arise from multiple and error-prone data entries, from clarifications in case of errors and inconsistencies, from external and internal transport of the document and from archiving and searching the paper documents.

Moving from a manual processing to an electronic process can deliver major productivity gains as well as operating cost and paper-flow reductions. Contracting speed and quality is enhanced, while communication and service is improved. The electronic documents can easily be validated and authenticated. Companies will save time and money when changing from traditional paper invoicing to an electronic form.

Background Electronic contracting is the process of setting-up, negotiating, signing, and maintaining contracts and invoices in electronic form. This process includes everything that is required to achieve a legally supported relationship accompanied by an electronic document. These electronic messages represent a commitment of the involved parties to fulfill the defined obligations and it grants each party a corresponding right to receive a certain service, a good or a payment from the other. Electronic invoicing is a reliable, secure and cost-efficient method of handling and processing invoices in a paperless manner. It can bring significant savings to large, small and medium sized companies and facilitates migration to a paperless office and improves the quality of invoice data.

Directive 2001/115/EC clarifies the implementation of e-Invoicing in the European Union. All European countries have translated the directive into local legislation since 2004.

D Soft solution: BlueRidge DoctrailsBlueRidge Doctrails can provide your company with an electronic solution, regardless of how many documents and invoices you issue. Qualified signatures can be applied to the electronic invoices and messages, such as orders, dispatch advice, ... to provide a high level of security and are compliant with the European directives. The BlueRidge Doctrails solution, whether it is in-house or hosted, can offer you substantial savings while issuing invoices. With our e-invoice solution your invoice management process becomes highly efficient. Both invoice senders and recipients benefit from our electronic invoicing solution.

BlueRidge DocTrails

To reduce the complexity of the electronic invoicing process BlueRidge Doctrails consist of:

a mapping engine to provide support for conversion of data formats, �a signature engine to secure the integrity and the authenticity of electronic documents, �a certificate authority to issue certificates, �an archive engine for archiving of the required data and electronic documents, �a distribution engine to send and receive messages, �a portal to view a human readable copy of the electronic messages and validate and �print the electronic documents. Different templates can be supported.

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BlueRidge DocTrails (continued)

BlueRidge DocTrails is an universal message hub. This means that the system can be used to send and receive messages such as orders, order confirmations, invoices, … in different formats such as EDI, PDF, XML … in a fully secured environment.

In-house and hosted solutionD Soft offers an in-house as well as a hosted solution. Both solutions are based on the same technology and provide you and your customers with cost and organisational benefits. The in-house solution is based on our BlueRidge web services platform. It is typically designed for companies who issue a very large number of invoices to a large customer base and want to stay in full control of the application. In this approach we often customise the standard product in order to suit your specific needs and requirements. The system has a modular structure meaning that components can easily be adapted or modified. Our hosted solution is a professional ASP-based solution for exchanging messages such as e-invoices. Our servers are located in a Level3 data center. This solution is designed for companies who prefer not to invest in an in-house solution. Both solutions are based on the same technology and provide you and your customers with cost and organisational benefits.

Accounts payable (A/P) BlueRidge DocTrails can be used in an A/P situation. The supplier can extract the invoice data from the ERP/Accounting system in any structured format. The BlueRidge DocTrails Connector can be configured to watch folders. The invoice data is enveloped, digitally signed and transmitted to the system. BlueRidge DocTrails verifies the signature and converts the invoice data to an e-invoice and digitally signs the final document (XML/PDF). The e-invoice is delivered to the customer. The supplier can track his sent messages.

Accounts receivable (A/R)For sending electronic messages to a large number of customers, BlueRidge Doctrails proves to be an ideal system. Using a multiple destination flow in the connector, you can submit the invoice data of a large number of customers into one or more messages. The system shall convert the invoice data to individual e-invoices (XML/PDF) and applies the digital signature. Customers are automatically notified by e-mail when the message is delivered.

Message centerBlueRidge DocTrails offers much more than sending or receiving e-invoices with a digital signature. Our system can be used as a complete message center, that can process a variety of message types, such as orders, order confirmations, despatch advices, shipping notes, ... The system has a unique way of grouping messages so that you can always trace the link between the order and its accompanying invoice.

BlueRidge DocTrails Components

Mapping engineThe mapping engine provides support for the conversion of several standard document formats. BlueRidge DocTrails uses the state of the art conversion engine embedded in Microsoft Biztalk. This conversion engine handles the powerful and fast mapping between message formats, such as TXT, CSV, XML, EDI, iDOC, ... Internally BlueRidge DocTrails works with XML schemas. The incoming data is converted from virtually any standard format to XML. The output can be formatted into any required message format. For example, into the UBL 2.0 Invoice XML format which is an international standard for electronic XML business documents such as purchase orders and invoices. It eliminates the re-keying of data in existing paper-based supply chains and provides an entry point into electronic commerce for small and medium-sized businesses.

e-ArchiveThe archive engine supports the archiving of all messages sent. Messages are stored on BlueRidge DocTrails as a primary source. Customers can obtain their messages on an annual basis on a removable medium, such as CD/DVD. This e-archive service is operated within BlueRidge DocTrails and runs fully automated. BlueRidge DocTrails archives all the electronic messages, together with a digital signature to prove data integrity and authenticity over the storage period. The e-invoices can be consulted via our BlueRidge DocTrails portal and are available or readable without undue delay, as required by the European Directive. The storage period depends upon the legislation in the members countries. BlueRidge DocTrails provides a storage period of at least 10 years.

Signature engineThe signature engine is a core component of BlueRidge DocTrails and enables the centralised application of advanced or qualified signatures on the generated electronic invoices. The signature engine also provides proof that the data of the electronic documents has not been manipulated prior to or after signing. This is achieved by applying advanced or qualified personal signatures to PDF as well as XML documents.

The BlueRidge DocTrails signature engine applies digital signatures based on standard PKI technology and guarantees the authenticity of the signer, data integrity, and non-repudiation of electronic documents. PDF documents are digitally signed by encrypting a calculated hash value with the private key of a X509 certificate. The signatures can be verified using the freely available Adobe Reader. XML documents are digitally signed in accordance with W3C standard (XMLDSIG or XADES in the near future). BlueRidge DocTrails fulfills all national and European legal requirements for qualified digital signatures.

The signature engine enables the creation of bulk quantities of qualified signatures on outgoing electronic invoices according to the requirements of the EU directives and the German Digital Signature Act. As such signatures can be created using a SSCD (Secure Signature Creation Device) based on a qualified certificate.

Certificate authority The use of a digital certificate is mandatory for BlueRidge DocTrails. Users who want to send messages to, or receive messages from the system need a digital certificate. In most countries an advanced certificate is sufficient. BlueRidge DocTrails uses its own Certificate Authority to issue Class 2 certificates. The issuing process only takes a couple of minutes. This allows rapid and easy onboarding of suppliers.

DistributionSending and receiving messages can be done in various ways. The first three methods are referred to as loose coupling, whereas the last method is a more tight coupling. All methods use a certificate to authorise the users and to digitally sign every message that is send to BlueRidge DocTrails.

.NET connectorThe .NET connector can be used in Windows based environments, both desktops and servers. It serves as pick-up and delivery engine. The application can be configured to watch a specific folder for incoming files. These files can be of any type (TXT, PDF, XML, …). Every file dropped in the folder is inserted in a XML envelope together with metadata about the transaction, sender, receiver, … It is then digitally signed and transmitted to BlueRidge DocTrails via a SSL encrypted connection.

Java connectorThe Java connector can be used on a multitude of systems. The minimum requirement is Java JRE 5.0 or more recent. This means that this connector can be operated on virtually any system, from Mac OS, Linux to AS400 configurations.

BlueRidge DocTrails Components (continued)

PortalUsers can logon to the portal using their user id/password combination or their client certificate. The portal provides functionality for viewing, validating, printing and archiving electronic messages. The portal also provides search capabilities that allow users to quickly retrieve messages, by entering search criteria such as client number, invoice number or date range. From the results page, messages can be previewed before forwarding them to clients. For increased productivity, multiple messages can be selected and sent to recipients in a single procedure.

PortalIn scenario’s where only a few documents are send or when limited ICT resources are available, users can send and receive documents via the BlueRidge DocTrails portal. Sending messages is done by uploading a file in a predetermined structured format. Alternatively, users can key-in a message using an online embedded web form in the BlueRidge DocTrails portal. Users can receive messages from the portal simply by downloading them or by configuring a “Download option”. Using this option BlueRidge DocTrails will not only alert the user when a new message has arrived, but also attach the message in the e-mail.

Web serviceThe web service method can be used to establish a more tight connection with BlueRidge DocTrails. The system has a complete web service interface that allows developers to directly connect to our platform from e.g. Oracle, SAP, ....

Why choose BlueRidge DocTrails?

BlueRidge DocTrails provides some unique features that turn it into a high quality service. The BlueRidge solution handles the automation of invoice processes and the efficient exchange of invoicing data between different applications. Using BlueRidge Doctrails you can send invoices, order confirmations, ... to clients and receive messages and invoices from suppliers. Using our solution the messages are translated to any file format available and safely archived. You can easily search and consult the messages and invoices. BlueRidge Doctrails is available as an in-house or an ASP solution. The ASP solution does not require any special hardware or software.

SignaturesEvery message is digitally signed using an advanced or qualified digital certificate. In some cases a SSCD is used, providing the most advanced and secure signature technology.

Industry standardsBlueRidge DocTrails uses industry standards for communication, file formats, security and storage such as SOAP, XML, PDF, XMLDSIG, XADES, UBL 2.0.

MappingBlueRidge DocTrails transforms virtually any message into or from XML. This means that users can send messages in TXT, CSV, iDOC, … format to the system where they are converted to XML.

NetworksBlueRidge DocTrails connects to other networks such as AS2, X400, ...

Readable copyEvery sender on the system has the possibility to link a template to a structured message so that this message can be viewed interactively using the freely available Adobe Reader.

Fully integrated onboarding procedure for suppliersIn order to facilitate the onboarding of suppliers BlueRidge DocTrails provides an unique system that consists of a number of steps. Suppliers follow these steps using the documentation and can start using the system with minimal effort.

BlueRidge CDS

BlueRidge DocTrailsdeveloped and operated by

D Soft nvDeinsesteenweg 108B-9031 DrongenTel. +32 (0)9 372.70.41Fax +32 (0)9 372.41.66

Web www.dsoft.be www.doctrails.netMail info@doctrails.net