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© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 1
Electronic Invoice in Portuguese Public
Administration
Integrated and Collaborative Project
29-05-2018
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 2
Context
eSPap was established as part of a broader reform PREMAC (Organizational Redesign in the Portuguese
Public Administration) towards public expenditure reduction and rationalization as well as
competitiveness improvement with the main purpose of shared services rollout for Public
Administration (PA)
Plan to downsize and increase effectiveness
of central public Administration
(PREMAC)
Efficient and rational use of
public resources
Public Expenditure Reduction
Rollout model of shared
services in PA
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 3
Establishment of eSPap
eSPap was established in 2012 by Decree-Law n.º 117–A/2012, June14, and inherited part of
the roles and responsibilities of the extinguished II (IT centre for PA), GeRAP (shared services) and
ANCP (Public Procurement).
› ICT
› Shared services
› GeRALL
› GeRFiP
› GeRHuP/GeADAP
› Portuguese Public
Procurement System
(SNCP)
› State Fleet
Management (PVE)
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 4
eSPap in numbers
We provide shared services for Public Administration, in the following areas: finance, human
resources, public procurement, state fleet management and ICT.
| 5© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Agenda
Electronic Invoice
Context and framework
Value offer
Operational roadmap
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 6
European Directive 2014/55 / EUTransformational Program
for Financial Management
Self-billing in Public Administration
eProcurement in Public Administration
Context and framework
The electronic invoice implementation program was born from the combination of several major
business transformation drivers:
The finance ministry has decide to set up a NATIONAL STRATEGY do implement
Electronic Invoice
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 7
Quality
Information
Costs
Reduction
Sharing
Information
Treasury
Management
Decrease manual processing time of documents
Automatic integration in the accounting
records
Reduction of transaction costs, operation and
technological
Optimization of TreasuryManagement (Predicting the payment deadline and
optimize cash flow)
Automation of processes and reduce errors
Transparency and control Information on the different ecosystem
agents
Process optimization and standardization of
procedures and rules
Context and framework
Seting up a Centralized Model will ensure benefits in 4 main areas which are
fundamental in this multidimensional transformational context
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 8
Acquisition Proposal
Goods & Services
Acquisition
Procedure
Execution
Goods &
Services
Receipt
Invoice
ProcessingPayment
Context and framework
Acquisition process in Public Administration (regulated process)
Draw up a
proposal for
the acquisition
of goods and
services.
Indication of
legal procedure
Commitment
Register
Pre-
Commitment
Register
official
requisition /
purchase
order
Official
expenditure
and procedure
approval
Funds
Available
Adjudication
Confirmation of
delivery and the
goods entry
E-invoice issue
Expense
settlement
Payment
Authorization
Payment
There is a set of activities (administrative and accounting) whose invoice can act as the linking
element. The einvoice is the element that allows us to create a traceability, interoperability, quality
data driven integration and further possibilities throughout the chain.
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 9
Framework - Shared Services Model - Why?
The introduction of Electronic Invoicing in Public Administration requires a holistic approach contemplating
areas of change whose approach coupled with the shared services model
Standardization of processes and rules - Definition of single invoice
semantics aligned with the rules of the AP, with the CIVA, sectorial rules and
addressing different business scenarios.
Technical solution - Provision of adequate technology (software and
hardware), as a platform for electronic billing, archiving, communication
channels, among others. Ensuring alignment with business requirements, with
the challenges of scalability, performance and integration (SOA).
Time To Market - Elaboration of a concerted adherence program, ensuring
alignment with strategy and vision, adoption of good practices and structured to
ensure rapid adherence, change and successful transformation.
Market Specialization of competences - In electronic invoicing processes,
accounts payable and treasury. In the dissemination of the solution in public
entities. In support of data quality, accounting records, participation in value
added activities and dissemination of good practices. In the management and
relationship with economic operators and business partners
Rationalization
of resources
Acceleration
implementation
Quality of
data
Organizational
Procedural
Functional
Data
Application
Technological
© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 10
Agenda
Expense Cycle
Electronic Invoice
Context and framework
Value offer
Operational roadmap
| 11© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
TechnologicalPartners
EconomicalPartner
suppliers Customers
Presentation Layer
Processes Execution
Consulting & monitoring
Monitoring &
Control
Portal
TechnologicalPartners Validation Layer
Activities Automation
Data Transformation & Validation
Value chain leverageData
sharing
Services
Broker
Collaborative
Portal
Aggregation, Consolidation , Monitoring & Control systems.
Services
catalog
Value offer – Integration is the Driver
| 12© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Technological Partners
Economical PartnerDebts retention
Payment forecast
Connection Public Procurement
Connection Public Accounting
suppliers Customers
Technological Partners
Aggregation, Consolidation , Monitoring & Control systems.
Data update F -AP
Billing Procedure :
• Receiving selfbilling
• web form
Regularization Processes
Catalog
Process status consult
Digital communication
Payment notices
receipts
Rection of e-invoice: webform ;
UBL2.1 ; paper; other format
Control, Validation & Audit
File & Document Management
Monitor Invoices
PDF, Excel ; UBL
Management states &
Approval
Pre -registration and
registration Invoice
Internal management of data
entry
regularization
Consultation & Monitoring
Integration with ERP
Catalog services
Communication channels
Value offer – main processes
Monitoring &
Control
Portal
Data
sharing
Services
Broker
Collaborative
Portal
Web
Services
catalog
| 13© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Technological Partners
Economical Partner
suppliers Customers
Technological Partners
Broker saphety – SAAS Platform
Dissemination
Network
CentralAdministration
LocalAdministration
RegionalAdministration
Business Public sector
Standardization
Network
BigBusiness
Small and MediumBusiness
Tra
nsv
ersa
l
Transaction Type
Information
Sharing
Network
Interoperability
Network
Aggregation, Consolidation , Monitoring & Control systems.
ERP Software
E-invoice platformFiscal Dimension
Contract Dimension
Treausury Dimension
Value offer – main processes
Accounting Dimension
Social Security
Business Partners
Iap interoperability
CT 196 / CEN TC434
EMSFEI
CEF Digital
| 14© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Value offer – main processes
Inbound
Einvoice
CIVA
LCPA
E-invoice reception
•Electronics (UBL)
• Paper
•WEB Form
Parking, Checking and Archiving
Format mapping
Cockpit
PDF and Excel version of invoice
Invoice Attachments
Invoice approval and management with internal dataof the organism
Automatic processing
of the documentin ERP
1 2 3 4 5√ √ √
Implemented Not implemented
• Inquiries• Payment
Warnings• Data update• Selfbilling• Digital
communication
√
Interoperability
Contabilização
| 15© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Agenda
Expense Cycle
Electronic Invoice
Context and framework
Value offer
Operational roadmap
| 16© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
The FE-AP Platform - Invoice Cockpit
Invoice in PDF
Log with all updates
Report
Alarmistics
Management of states
Ordering
| 17© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
The FE-AP Platform - Invoice Cockpit
Attachments sent by the supplier
Inserting Notes
Input Channel
| 18© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
The FE-AP Platform - Invoice Cockpit
Simple Line
Total
Additional line item data
| 19© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Pilot Results
Suppliers Pilot
Client
Invoices Documents
3
Jan Fev
*
Mar Abr
Mai Jun Jul Ago
Set Out Nov Dez
Calendar
12 Períods 34
79%
EDI WebForm
0% 21 %
Papel
Evolution of documentsBreakdown by entities
*25 de fev
1629408
3.024.575,05 €
einvoice
EDI Project Supliers – Testing
• Canon
• Madeira Electricity
• Nos - TELCO
• EDP National Electricity
• VODAFONE - TELCO
ON• CP - Railways
• Brisa
• GALP
• Viagens Abreu
EDI Project Supliers – Project
Last Month
0
50
100
150
200
250
300
350
400
450
5 6 7 8 9 10 11 12 1 2 3 4
2017 2018
0%
20%
40%
60%
80%
100%
5 6 7 8 9 10 11 12 1 2 3 4
2017 2018
3130 5746 5848
| 20© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Public
Sector Public
Sector
Entity
Private
Corporate
Entity
Private
Single
Entity
G2B
G2G
G2C
PT1 32
Ana Maria Reguengo Ramos 2
Carta de condução - SIPOL 1
Carta de condução - SIPOL - 10% AMA 1
PT2 22
Anabela Maria Pardal Patoleia 2
Carta de condução - SIPOL 1
Carta de condução - SIPOL - 10% AMA 1
PT5 503
Agência de Gestão da Tesouraria e 12
Subscrições CA's-Série E - Fev 2018 2
Subscrições CA's-Série E - Março2018 2
PT5 491
Caixa Geral de Aposentações 25
Despesas de telefone - Abril 2018 1
Despesas de telefone - Agosto 2018 1
Despesas de telefone - Dez 2018 1PT5 453
IRN - Instituto dos Registos e do 453
Arrumos - Abril 2018 1
Arrumos - Agosto 2018 1
Arrumos - Fev 2018 1
PT5 91
NOS Comunicações, S.A. 91
Utilização de Espaço - Abril 2018 3
Utilização de Espaço - Agosto 2018 3
Utilização de Espaço - Dez 2018 3PT9 78
Endesa Energia S.A. (Sucursal 78
Despesas de telefone - Abril 2018 2
Despesas de telefone - Agosto 2018 2
Despesas de telefone - Dez 2018 2
PT6 971
ANPC - Autoridade Nacional de 7
GAP - SMS Dezembro 2017 1
GAP - SMS Fevereiro 2018 2
PT6 8
Câmara Municipal de Cascais 8
Uso da aplicação PPAP Abril a Junho2017 2
Uso da aplicação PPAP Jan a Março2017 2
Government to Government, Business and ConsumerHolistic outbound project
| 21© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Value offer – Main Processes
Outbound
Invoice Issue
Registration in ERP / receipts catalogue
Sending the electronic invoice
EDI and PDF format
1 2
Implemented Not implemented
• Inquiries• Payment
Warnings• Data update• Selfbilling• Digital
communication
Interoperability
Contabilização
Einvoice
CIVA
LCPA
| 22© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Value offer
Main Processes Outbound
Invoice Issue
Registration in ERP
Sending the electronic invoice
EDI and PDF format
1 2
Value offer – main processes
Einvoice
CIVA
LCPA
E-invoice reception
• Electronics (UBL)
• Paper
• WEB Form
Parking, Checking and Archiving
Format mapping
Cockpit
PDF and Excel version of invoice
Invoice Attachments
Invoice approval and management with internal dataof the organism
Automatic processing
of the documentin ERP
1 2 3 4 5
√ √ √
Implemented Not implemented
• Inquiries• Payment
Warnings• Data update• Selfbilling• Digital
communication
√
Interoperability
Contabilização
Einvoice
CIVA
LCPA
| 23© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.
Pilot Lesson learning – Future Adoption of the Directive
1-Document & Tool pack for supplier that should include:
• Documentation is key: rules, best practices and examples. Sectorial best practices to map the
business
• Legislation should be well typified and linked to the different use cases
• FAQ • Einvoicing Directive & National laws, time frame, legal documents and further relevant topics
• Legal, Financial and Tax, how to fill in the data & legal support
• Business Information, how to fill in the data
• WebForm Simulator to simulate the paper invoice and respective generation of the dematerialized file
in EU formats
• Submit and direct error translation tools with clear identification of fields and rules with issues
2- Suppliers need follow-up: Help Desk to Project
• Depending on the type of business, new sectorial suppliers, type of contract, volume or other variable,
we may need to create a project to ensure the correct mapping of business (Check price conditions,
services provided and accounting)
• List of testing scenarios with a quality result indicator for each one
• List of quality control and rules checked in the receiving process for each syntax
• Excel with the syntaxes and an example of Invoice, debit note and credit note
3- Suppliers value chain
• Dematerialize other secondary process: Message status & Mail notification (technical and business)
• Implementation, in some cases of parallel formats
• Data Protection