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Integration of E-Invoicing Into The Existing IT Landscape Prologue: -The format is only part of the story -The German approach to e-invoicing: the ZUGFeRD format -Processes and systems involved -A process map -Creation and delivery of electronic invoices -Reception and processing of electronic invoices -Storing and managing electronic invoices Epilogue: -Local, regional and global -The e-invoice – just the beginning
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PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
www.PROJECT-CONSULT.com© PROJECT CONSULT 2015
P.O. Box 20 25 55D-20218 Hamburg 1
© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 1
Integration of E-Invoicing Into The Existing IT Landscape
Dr. Ulrich KampffmeyerOctober 5 to 6, 2015 | Barcelona, Spain
Exchange Summit
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Agenda
Integration of E-Invoicing Into The Existing IT Landscape• Prologue
• The format is only part of the story• The German approach to e-invoicing:
the ZUGFeRD format• Processes and systems involved
• A process map• Creation and delivery of electronic invoices• Reception and processing of electronic invoices• Storing and managing electronic invoices
• Epilogue• Local, regional and global• The e-invoice – just the beginning
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 3
Dr. Urlcih Kampffmeyer Exchange Summit, October 5 to 6The Integration of E-Invoicing
THE FORMAT IS ONLY PART OF THE STORY
1 PROLOGUE
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
The invoice is one of the most important documents in commercial life.
A no-brainer:With the increasing digitalization of communication and commercial life, the invoice must obviously also become digital and be supported by digital processes.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
The goal of the standardization of electronic invoice exchange is the extensive automation of invoice generation and processing with a simultaneous decrease in cost and effort, while ensuring that electronic invoices are legally valid.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
Discussion of electronic invoicing centers often only on questions of format and exchange.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
Discussion of electronic invoicing centers often only on questions of format and exchange.
The technical format is irrelevant as long as all legally mandated information is complete and correct. You may use
• paper• e-mail• text file• data record• PDF• a.s.o.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
The technical format is irrelevant as long as all legally mandated information is complete and correct. You may use• paper• e-mail• text file• data record• PDF• a.s.o.
Electronic invoices are sent through various channels:• EDI / X.400 messages• e-mail with attachment• download from portal• web via service provider • fax• a.s.o.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
Electronic invoices are sent through various channels:• EDI / X.400 messages• e-mail with attachment• download from portal• web via service provider• fax• a.s.o.
Three major principles compete:• e-invoice direct delivery • e-invoice provision for download• e-invoice via service provider
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Prologue
Three major principles compete:
• Delivery i.E. by e-mail: not always reliablei.E. via service provider: controlled, but subjectto trust and service level
• Downloadi.E. from a portal: you can prove the receipt&• Hybrid
i.E. a message with the download link
These are crucial processes on the e-invoice process map.
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Dr. Urlcih Kampffmeyer Exchange Summit, October 5 to 6The Integration of E-Invoicing
1 PROLOGUE EXCURSION
THE GERMAN APPROACH
Integration of electronic invoices into existing IT landscapes
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
The German Approach
• The current discussion on electronic billing in Germany concentrates on a specific form of exchange of electronic invoices:• Transmission by e-mail, via portals or provided by
web services• Combined format made up of an XML data set and a
displayable document of the invoice, bundled in a PDF/A-3 container
• This is just one of the possible accepted type of an electronic invoice – but recommended in current legislation and tax regulations.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
ZUGFeRD
• German standard for electronic invoices: “ZUGFeRDZentraler User Guide des Forums elektronische Rechnung Deutschland”(central user guide of the Forum electronic Invoicing Germany)
• Version 1.0, March 2014• Issued by the association “FeRD
Forum elektronische Rechnung Deutschland”(Forum electronic Invoicing Germany)
• Consignment of standardized e-invoices as PDF with integrated XML data set for automated processing
• Complements EDI standards like EANCOM• Matches international standards and can be used in
European and international e-billing
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Positioning ZUGFeRD
Formats and provision of invoices:
Image file via e-mail
PDF-/text-/… file viae-mail
Web EDI EDIPaperr
ZUGFeRDPDF/A-3incl. XML
via e-mail
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
ZUGFeRD
Machine-readable3 different XML schemaavailable, including international standards
Use caseAutomated processing
Eye-readableDocument(s)
Use caseManual processing
ContainerStandard ISO 19005-3 PDF/A-3
Use caseGlobal availibility of viewer andsuitable for retention/archiving
ZUGFeRD hybrid format
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Challenges for ZUGFeRD
• The current German XML schema is not completely compliant with the planned European standard, but• Core invoice attributes and model are included in ZUGFeRD XML• CEN MUG was source for ZUGFeRD-XML• UN/CEFACT XML CII (Cross Industry Invoice) is included in
ZUGFeRD-XML
• Special software is required to build an invoice object and to unpack the object at the receiving party• the current trend favours a simple XML format
• Three different processes needed for handling ZUGFeRD: (1) the PDF object,(2) the XML data, (3) the eye-readable document. But – which is the legally relevant part of the object to be retained as evidence record – 1, 2, 3 – or all? That depends …
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Status ZUGFeRD
Alliance for the hybrid format
• French/German co-operation on a hybrid format:Intervention to the EUMSF eInvoices AGS; dated Sep. 18, 2015.France and Germany are jointly working on the hybrid format standard since end of September, 2015.
• The German/French hybrid concept, based on the proposals of the national organisations FNFE (France) and FeRD (Germany),will be presented at the Governmental Meeting on Digitisation, Paris, Oct. 27, 2015.
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???
But:National - and even regional - standardization does not make sense in a globalized world.
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Dr. Urlcih Kampffmeyer Exchange Summit, October 5 to 6The Integration of E-Invoicing
2 PROCESSES, AND THE SYSTEMS INVOLVED
Integration of electronic invoices into existing IT landscapes
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Electronic invoice exchange
Sender Recipient
generates
receives, processes &
… pays!
B
It looks quite simple
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
What can happen?
The electronic invoice itself:
Simple Collective Pro forma
Annulation Corrected Copy
S RB
…
Various
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A Process Map
This main part of the presentation does not deal with the exchange and the different formats, but with the processes before the invoice is transmitted and after it is received.
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
A Process Map
This main part of the presentation does not deal with the exchange and the different formats, but with the processes before the invoice is transmitted and after it is received.
Types of processing:• Manual processes• Manual / semi-automated processes• Automated processes
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
A Process Map
Types of processing:• Manual processes• Manual / semi-automated processes• Automated processes
The different types address different user groups and different use cases:• Automated processing
• Large and midsize enterprises• Public sector organisations with high invoice volumes
• Manual (and semi-automated) processing• SME small size businesses• Consumers• Public sector organisations with low invoice volumes
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Topic
Types of processing:The different types address different user groups and different use cases:
Different focus of processes:• Direct or concerning the invoice and its processing
only• Indirect, supports working with the invoice and
includes related processes
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Topic
Type of process:• Direct or only concerning the invoice and its processing• Indirect, supports working with the invoice
Objective of processing:
Generation Reception Transmission Processing
Management
Retention
S R
S & R
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A Process Map
The big question:
Who is the user?
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Complexity: everyone with anyone
S RSmall company
ManualWord processingAccounting software
FreelancerManual Word processingTax accountant
Medium-sized companyManualSemi-automatedAccounting software
Medium-sized companySemi-automatedERP
Large EnterpriseAutomatedfull scale ERP
CorporationSemi-automated and automatedMultiple ERP
R S
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
Complexity: everyone with anyone
S RSmall company
ManualWord processingAccounting software
FreelancerManual Word processingTax accountant
Medium-sized companyManualSemi-automatedAccounting software
Medium-sized companySemi-automatedERP
Large EnterpriseAutomatedfull scale ERP
CorporationSemi-automated and automatedMultiple ERP
R S
+(retarded)
public sectororganizations
+service
providers
+consumers
+ + + + +
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A Process Map
The goal is preferably extensive and cost-effective automation …
• In a company or administration the accounting normally is homogenous and thoroughly organized.Electronic invoice exchange raises the problem of different formats, processes and systems mainly with the receiver of the invoice.
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Processes
Creation and delivery of electronic invoices
Major Processes• Initialization• Creation• Checking & releasing• Provision for delivery & transmission
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S The creator and sender
Typically, the creator and sender of an electronic invoice defines the form in which the e-invoice is delivered. The sender must consider:• Are the receivers prepared to receive e-invoices or
will they demand additional invoicing on paper? Or other format? Or other media? Or other channel?
• A company- and industry-specific invoicing software solution requires attention on the efforts for on-boarding business partners and even the reduction of suppliers.
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S The creator and sender
The context of the invoice is known to the creator:• Subject of invoicing• Receiver of invoice• Master data• a.s.o.
The surroundings are controlled:• Context• Invoice number• a.s.o.
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S The creator and sender
One-man shows and small companies
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S The creator and sender
One-man shows and small companies• Manual creation of invoicing, even word processor• Manual booking• Single delivery channel via e-mail• Repository of invoice in a simple file system• Archiving of accounting data and documents
(in-house or by a service company)
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
S The creator and sender
One-man shows and small companies• Manual creation of invoicing, even word processor• Manual booking• Single delivery channel via e-mail• Repository of invoice in a simple file system• Archiving of accounting data and documents
(in-house or by a service company)
Integration into the IT application environment:• Invoicing templates for word processing;
subject on the interest and style of the sender• Automated output format for the accounting system;
dependent on the software vendor• Automated delivery and filing from the accounting
system; dependent on the software vendor
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S The creator and sender
One-man shows and small companies
Accounting E-mail
Text processing
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S The creator and sender
Medium-sized and large companies• Due to the variety of solutions and processes, we
can consider only examples here.
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S The creator and sender
Medium-sized and large companies
Direct invoicing processes • Manual or automated trigger for creation of invoice• Automated creation of invoices from accounting
data / ERP with configuration of invoice via master data, process data and case data
• Automated provision of invoice by• Push
Delivery of invoice (e-mail, X.400)• Pull
Delivery of notification that the invoice is ready to download (e-mail, SMS, social etc.)
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S The creator and sender
Medium-sized and large companies
Different complexities of invoicing require different forms of integration:• Standardized off-the-shelf products and services
with general electronic order and transaction processes.• Invoicing is initiated by these processes and generally
doesn‘t require manual action.• Individual or specially configured services and
products that also involve individual accounting.• The invoice is generally initiated manually and typically
requires verification and approval processes; possibly even reconciliation processes with the invoice recipient.
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S The creator and sender
Medium-sized and large companies
Indirect processes within the scope of invoicing• Manual examination of match with order, fullfillment
status and contractual conditions• Automated verification against master data and
case data, residing outside of the financial system, with which the invoice is created (i.E. project management system, stock management, time recording, CRM)
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S The creator and sender
Medium-sized and large companies
Integration into the application environment• Primarily for the software creating the invoicing
• Creation of accounting records that use master data to create automated and parameterized invoices in the recipients’ required formats, ready for delivery/ provision and organized for filing
• This functionality is generally provided by the vendor/ systems integrator of the ERP, accounting or financial software
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S The creator and sender
Medium-sized and large companies
Integration into the application environment• Secondary for the software used for handling and
processing the invoice outside the financial applications:• Notification of the responsible auditor with direct link to the
accounting records and any invoicing document that may already have been created that will be delivered to the recipient
• Notification of accounting records and documents, and release and annotation functionality; if necessary auditable
This functionality generally has to be provided via access authorization, inclusion of notification systems or separate workflow/ collaboration solutions.
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S The creator and sender
Medium-sized and big companies: internal
Accounting/ERP
CRMClient
Rechnung
Other
Project managementService
Time tracking
contracts
Other
Product Resource planning
Order database
Other
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© PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011 / Autorenrecht: <Vorname Nachname> 28. Apr 2023 / Quelle: PROJECT CONSULT 2
S The creator and sender
Medium-sized and big companies: output
Accounting/ERP E-Mail
Portal
Fax
SMS Notation
EDI / X.400
Master data
Converter
et al.
Data
Data
Data & document
Document
Data/document
Data/document
Invoice
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Processes
Reception and processing of electronic invoices
Major Processes• Identification & Pre-Processing• Booking• Releasing• Post-processing for procurement
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R The recipient and processor
• Regardless of how and in what format invoices reach a recipient, they are basically processed in the same manner, with the same methods and with the same quality.(at least “should” be processed in this way)
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R The recipient and processor
• Regardless of how and in what format invoices reach the company, they are basically processed in the same manner and in the same quality.
• The receiver is driven from the outside.• The receiver can seldom refuse receipt of an
electronic invoice.• Should the receiver use own solutions or portals for
electronic invoices, these must be equipped for the reception and processing of different external formats.
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R The recipient and processor
• Regardless of how and in what format invoices reach a recipient, they are basically processed in the same manner, with the same method and in the same quality.
• First, the context of the invoice is only partially known:• Order• Delivery note/performance report• Master data• Contract• Sometimes, the invoicing and vendor history
• The necessary information for releasing and paying the invoice is gathered throughout a multi-step process involving different systems and even media gaps.
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R The recipient and processor
• Regardless of how and in what format invoices reach a recipient, they are basically processed in the same manner, with the same method and in the same quality.
It is of importance, wether (1) the invoice is
a) only structured data (i.E. EDI), b) data plus document (i.E. ZUGFeRD) as attachment of an e-mail; or c) document only (fax, scan, PDF attachment) via e-mail or download
(2) the invoice was already a digital original or if it was transferred by the recipient into an electronic format (i.E. scanned paper with OCR, classification and extraction of invoice data)
Processing (2) may relate to the processing of images, fax, pdf, a.s.o. with (1c)
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R The recipient and processor
• Regardless of how and in what format invoices reach a recipient, they are basically processed in the same manner, with the same method and in the same quality.
Already with the reception and interpretation of incoming invoices a bundle of different, interacting and even iterative sub-processes are involved, to prepare the invoice for further (automated) processing.The capture and preparation process should generate the same quality independently of the original medium of the invoice.
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R The recipient and processor
One-man shows and small companies
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R The recipient and processor
One-man shows and small companies• Entry in the e-mail inbox as an e-mail with
attachment (fax as well)• Indirect reception in the e-mail inbox as a link to the
invoice download portal. Download to file system.• (Scanning of paper invoice)• Filing in special e-mail-folders, file system folder,
data registers and/ or document management system (and/ or even print) etc.
• Booking by own accounting staff or forwarding to a service provider for booking and processing
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R The recipient and processor
One-man shows and small companies• Entry in the e-mail inbox as an e-mail with attachment (fax as well)• Indirect reception in the e-mail inbox as a link to the invoice download portal• (Scanning of paper invoice)• Filing in special e-mail-folders, file system folder, data registers and/ or document
management system (and/ or even print) etc.• Booking by own accounting staff or forwarding to a service provider for booking and
processing
Integration into the application environment is mainly an organizational issue, because…
• Entry is primarily by standard e-mail,• Booking is manual or through third parties,• Dedicated approval and release processes are rarely
necessary.
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R The recipient and processor
One-man shows and small companies
E-mail Accounting
Download
FaxE-mailupload
Service provider
Scan
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R The recipient and processor
Medium-sized and large companies• Due to the variety of solutions and processes, we
can consider only examples here.
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R The recipient and processor
Medium-sized and large companies
Reception and import• EDI
Automated reception, logging, transformation, validation, import to booking system, releasing, archiving.Manual processing only if inconsistencies or mistakes are recognized.
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R The recipient and processor
Medium-sized and large companies
Reception and import• EDI
Automated reception, logging, execution, validation, import to booking system, archiving.Manual processing only if inconsistencies or mistakes are found
• e-mail with attachmentif automatically recognized as invoice, directed to invoice capture process.Manual or partially automated processes.
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R The recipient and processor
Medium-sized and large companies
Reception and import• EDI• e-mail with attachment
if automatically recognized as invoice, directed to invoice capture process.Manual or partially automated processes.
• Paper invoiceScanning, quality and completeness check, OCR/ICR, classification, verification with existing master and process data, preparation for export to ERP and archive, automated or manual processing according to company practice
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R The recipient and processor
Medium-sized and large companies
Reception and import• EDI• E-mail with attachment• Paper invoice
Scanning, quality assurance, OCR/ICR/ classification, comparison with master data, automated or manual processing according to company practice
• Workflow-based invoice exchange(for example via portals with known partners or intelligent self-contained invoice objects): Automated reception of standardized data/documents, download, examination, verification, automated processing with import to the finance system
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R The recipient and processor
Medium-sized and large companies
Invoice processing: a classic process in two versions• Integrated
In the accounting/finance/ERP solution the verification and approval process is implemented with an internal, integrated workflow.The invoice transaction data set under examination is linked to the associated documents and these can be displayed through a viewer inside the financial application.
• AutonomousA separate software is used to link the documents under examination to the associated data and transfer the correct data to the accounting/ finance/ERP solution based on the result. The documents are kept in the separate system,
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R The recipient and processor
Medium-sized and large companies
Processing• For efficient automated invoice processing the
correct entry data, policies for processing (e.g. discounting, contract management et al.) and payment are necessary (in future direct e-payment).
• Documents are not required for the booking, accounting and payment processes, but are only linked as record to these transactions.
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R The recipient and processor
Medium-sized and large companies
Integration into application environment• Special software applications are necessary for EDI
processing. • With EDI invoice processing can be completely
automated. • Its use is limited to large companies and to industry-
specific solutions.
This raises the question for companies already using EDI: why do we need an other e-invoice format and process?
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R The recipient and processor
Medium-sized and large companies
Integration into application environment• EDI
• Capture systems for processing different types of information. Special systems are available for the invoice capture processing:• Scanning with OCR/ICR/classification, data extraction,
even recalculation• Interpretation of electronic invoice based on e-mail, word,
pdf or other formats with classification and data extraction
• Creation and provision of consistent in-house document and data formats for further processing
• Connection to mailbox systems, invoice approval and release applications and ERP systems
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R The recipient and processor
Medium-sized and large companies: processing
Accounting/ERPE-mail
Portal
Fax
EDI / X.400
Master data
Invoice evaluation
Invoice approval
Data
Daten
Document
Data/document
Document
Converter
Paper ScanQS
OCR/ICR
Data
Data
Data
Dataet al.
Classification
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R The recipient and processor
General Challenges for Automation
• Identifying the invoice being an invoice
• False and missing data:• VAT ID• VAT / reverse charge issues• Incomplete references• First time invoice submission of a new business partner• External identification and numbering systems
• Changes in identification, product or address data yet unknown to the ERP or master data systems
• Multilinguality
• Fraud
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R The recipient and processor
Medium-sized and large companies: follow-up
Finance/ERP
Retention
Approval and release process
Analytics
Payment Transfere-Banking
Audit trails
Cashflow Management
Currency Management
et. al.Procurement
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Processes
Storing and managing electronic invoices
Major Processes• Archiving• Retention management• Auditing
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S & R Administration and retention
Invoices are subject to retention requirements. They are also subject to legal requirements.• Structured data
The management of bookings and transactions generally takes place in an accounting, finance or ERP system. These systems ensure correctness and compliance with software controls.As long as data subject to retention requirements is not migrated from this primary system, its correct retention is generally assured.
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S & R Administration and retention
Invoices are subject to retention requirements. They are also subject to legal requirements.• Booking and accounting data
• Evidence recordsIf booking data and evidence record are not identical (e.g. in EDI), the evidence record for a transaction must be retained and be permanently linked to the transaction data set (same index for both for retrieval and access purposes)
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S & R Administration and retention
• Booking and accounting data• Evidence records
• Evidence records and unstructured documents are often stored separately in a records management and/or auditable electronic archive system.The architecture differs depending on:• Access is possible only through the ERP system, which
manages the metadata and access pointers to the repository (HSM approach)
• Access is possible via an own database of the Records Management or Archive solution, independent of the ERP system, (integrated approach). This allows the use of archived data and documents by other systems, and the relief of the ERP from older unnecessary information.
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S & R Administration and retention
HSM & auditable archiving
HSMArchive
BPMCapture E-mailERP ERP et al.
Retention & Archiving
Retention managementonly via ERP, the index is part of the ERP database.
Retention and other services usable via all connected applications, since the archive has its own access, metadata, administration and retrieval information.
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S & R Administration and retention
What needs to be retained?• Data from accounting/ERP and other related
systems in machine-readable form• Evidence (documents, datasets) in direct accessible
form.If originally machine-readable, this ability must be preserved
• Context of the complete business transaction (this is much more than only the invoice and the invoice data)
• Audit trails of the processing and the retention operations
• Descriptions of systems, processes, operating procedures used
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S & R Administration and retention
Process security and auditabilityThe integration of electronic invoices into existing system landscapes often affects many systems, directly or indirectly.Two requirements need to be considered:• Consistent process security
This can be controlled and secured via appropriate process or workflow software.
• Consistent auditabilityThis can be secured through audit trails that record all process transactions concerning the invoice end to end.
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Dr. Urlcih Kampffmeyer Exchange Summit, October 5 to 6The Integration of E-Invoicing
3 EPILOGUE
Integration of E-Invoicing Into The Existing IT Landscape
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Epilogue
Conclusions• Get rid of paper
• The process is more important than the format
• Automation is the key
• All finance and ERP software products MUST support electronic invoicing, generation and reception, both ways
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Epilogue
Local, regional and global• International business transactions require
international standards
• Government requirements cannot be the only measure for invoice standards, because public sector organisations act mainly on a national level
• Further legal harmonization is needed; i.E. retention criteria and periods, identification a.s.o.
• Get rid of old proprietary technologies
• e-invoicing is only the first step of business automation – lets go for procurement and other processes!
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PROJECT CONSULT
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Have a great conference!
Dr. Ulrich KampffmeyerE-Mail: [email protected]
Presentation, further information...Visit: www.PROJECT-CONSULT.com
PDF-Handout http://bit.ly/EInvoice2015-KffThe documents are exclusively designated for private, non-commercial use.