Mexican invoicing: Mistakes to avoid when hiring a Authorized Certification Provider (PAC)

Only invoices bearing an electronic stamp from a PAC are legally valid for tax purposes, so your choice of an Authorized Certification Provider is a critical question that should be carefully analysed. Here we give you some pointers in the shape of mistakes you must not make when choosing your PAC:

1

First mistake: Not to demand an SLA that guarantees service availability

Can you imagine if you were unable to issue your invoices because your PAC’s stamping services had crashed? Your supplier should undertake to provide a minimum quality level through a SLA (Service Level Agreement), detailing their commitment to ensure availability of service 24 hours a day seven days a week.

2

Second mistake: Failing to check security in communications

A CFDI includes contact details, information on prices, discount, etc. The information contained in your invoices is sensitive and has to be transmitted over the network to be certified by the PAC. Make sure that your communications are reliable, and that your invoices not only reach the PAC, but also that they do so through secure channels that protect the confidentiality of your data.

3

Third mistake: No adding added value CFDI-issuing to your platform.

Practically all taxpayers in Mexico must issue CFDIs. So why does your purchasing department keep on receiving invoices on paper? Why should your sales Department keep printing out invoices? Why not improve your processes and save costs by including value-added options to your CFDI solution, such as electronic invoice deliveries or direct integration of accounts payable with your accounting system?

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Fourth mistake: Delaying the decision to migrate to CFDI

If your annual turnover is more than $250,000.00 or you are issuing CFDs, you must migrate to the CFDI electronic billing scheme before 1 January 2014. It is not advisable to delay your decision to migrate to this new invoice issuing system. The sooner you take a decision, the more time you will have to carry out as many trials and checks as required.

EDICOM presents e-billing solutions at “Les Salons Solutions”

On days 1, 2 and 3 October, CNIT in Paris is hosting the technology fair Les Salons Solutions. The most powerful B2B solutions in the sector will be presented at the event, among which EDICOM stands out as one of the main developers of electronic billing solutions in Europe.

 

SALON DEMATERIALISATION

 

The event showcases the leading developers of B2B solutions for electronic data management, laid out in thematic spaces for each type of technology solution. ERP, CRM, BI, e-achats, Dematerialisation, Archivage en Ligne, sdn/infotodoc, Serveurs & Applications are sector-oriented sessions where the thousands of visitors can have direct contact with European experts in each of these technologies.

EDICOM will be physically present at the “Salon Dematerialisation” sessions on digital invoicing, where we are positioned as one of the main suppliers of electronic billing solutions in France and Europe. After 20 years developing electronic invoicing solutions, EDICOM has a powerful international technological infrastructure for generating, sending and receiving electronic invoices, tailored to the technical requirements laid down by the tax authorities in each country.

In view of the recent modifications on the issue of electronic invoicing stipulated in decree 2013-350 in France, this is an excellent opportunity to visit our stand and clear up all your doubts and queries with our consultants.

In addition, on the second day of the show EDICOM is holding a convention, “Livre blanc de la démat en France et en Europe”, where the new regulations will be discussed in depth. + Info.

 

STAND EDICOM

Centres des Congrès et des expositions du CNIT
Salon Dematt
Numéro D28
1,2 et 3 octobre.
+ Info.

SAFT-PT briefing session in GS1 Portugal

Next Monday, 23rd September, a briefing session will be held in Lisbon on the repercussions in the healthcare sector of the new Portuguese regulations on goods movements. The meeting, organized by GS1 Portugal and with the backing of the Tax and Customs Authority, is taking place at the Marriot hotel from 09.00 to 13.00 h.

The aim is to clear up any doubts or queries about the new SAFT-PT electronic communication system for transport documents and encourage discussion among leading professionals in the healthcare sector value chain.

EDICOM is attending the event as a sponsor as well as an important active member of Global Standard 1 (GS1), taking part in the initiatives promoted by the Association to spread the use of B2B communication standards in all production sectors, such as the Healthcare industry.

EDICOM is also the developer of an automatic system for issuing transport documents in line with the new regulation.

The briefing will feature a speech by Manuel Cecílio, Director of the Tax and Customs Authority Training Service, explaining the legal framework of this new measure. In addition, Silvério Paixão and Mariana Faísca, from GS1 Portugal, will be highlighting the importance of standardization and implementation of e-commerce standards in the health sector.

This event is taking place with only one month left of the extended deadline for start-up of the new electronic model for monitoring goods movements. As of next October 15th, the Tax Authorities may penalize those companies that do not indicate the movement of their goods by means of SAFT-PT.

To find out more about the briefing session on 23rd September from the GS1 Portugal website, click here.

 

EDI and Cloud solutions: a commitment to sustainability

There has been a lot of talk about the advantages of communication and exchanging data between companies through EDI platforms (Electronic Data Interchange). They include faster administrative processes, along with enhanced security and lower costs thanks to the minimal physical infrastructures companies need to install EDI in their facilities. Nevertheless, these are not the only benefits of rolling out an electronic solution. According to a study carried out by Global e-Sustainability Initiative (GeSI), if use of the Cloud were to become widespread in the majority of companies worldwide, this would prevent 9,1 gigatonnes of CO2 emissions. By 2020, this would allow savings of 1,9 billion dollars in energy costs, a figure roughly equivalent to 16% of total debt in the eurozone.

Cloud-based solutions are a commitment to protecting the planet. This sustainable technology, in addition to reducing CO2 emissions, entails a drastic reduction in paper use. Electronic documents enjoy the same validity as their physical counterparts and can be accessed by any authorized Department of the company, so they no longer need to be printed out.

Along these lines, in an expert analysis last year EDICOM Marketing Manager Enrique Buenaventura calculated the savings on paper for the company’s clients thanks to their use of EDI solutions. The companies stopped printing a total of 1.28 billion pages, which means that 56,889 fewer trees were felled.

In some countries such as Mexico and Brazil, electronic invoicing is now mandatory for most companies. Some Public Administrations are also joining in with these ecological solutions, for example in Norway, where their invoices are received and sent out in electronic format only. In Spain, the first changes in this direction could come as of January next year, if the proposed Bill to encourage electronic invoicing (Facturae) published in the Official Gazette in July is approved.

 

1, 2 and 3… Migrate from CFD to CFDI in three easy steps

As of January 1, 2014, the Digital Tax Invoice via Internet (CFDI) replaces the former e-Invoice (CFD) as the mandatory electronic invoicing model in Mexico. The new regulation obliges all taxpayers who generate revenue of more than $ 250,000 annually to adhere to the CFDI, and relieves the issuers of having to administer serial and folio numbers or make monthly invoice declarations.

If you are one of the taxpayers currently still working with the CFD schema, you must change over to the new electronic billing model.

In this post we briefly explain how to migrate your invoicing solution quickly and safely in just three steps:

You must have an advanced electronic signature (FIEL) and a Digital Seal certificate (CSD) to provide mechanisms that certify the identity of the invoice issuer.

The FIEL and CSD of CFD issuers are valid means of identification in the CFDI schema and do not require any kind of updating.

 

The CFDI schema stipulates engaging the services of an Authorized Certification Provider (PAC), responsible for certifying your electronic invoices and declaring them to the SAT, an indispensable requirement for them to be deemed legally valid for tax purposes.

EDICOM is the first Certified PAC in Mexico and electronic notary of the country’s largest companies.

 

Prior to sending the invoices to the recipient, they must be delivered to your PAC to be certified and have the “Electronic Stamp” recorded on them, before sending them back to be forwarded to your customers.

Make sure that the communication channel used with your PAC for sending the invoices is fast, secure and reliable. Remember that only those CFDI bearing the electronic Stamp from an accredited PAC are valid for tax purposes.

EDICOM provides integral solutions that ensure the issuing, stamping and certification of your CFDIs and automatic and secure forwarding to the final recipient.

 

The EDICOM Technology Platform integrates all the services demanded by the CFDI issuing scheme in accordance with the SAT requirements.

Additionally, our electronic billing platforms implement value added services to design customized solutions for your business needs, automating the issuance, safekeeping and electronic dissemination of all your digital invoices.

For further information on our value-added CFDI solutions, click here.