SEPA standard limits debit item to 140 characters

SEPA (Single european payments area)

The new SEPA regulation coming into force on February 1 2014 brings with it a series of new obligations that will affect thousands of businesses all over Europe. One of the highlights is the new 140-character limit for additional information on items such as bank debits and transfers.

Also coming into force with the SEPA (Single Euro Payment Area) ruling is the new format for debit and transfer files in the “single payment area”. This is the SEPA standard, a file in XML format that includes a number of mandatory fields, and features among which we find the cited restriction to 140 characters for the inclusion of information in the item field.

As a result, many businesses, especially those related with the utilities sector (water, lighting, gas, telephone services… etc), will find their day-to-day management affected, since they habitually use the item field to include details referring to billing and information on consumption of their services by their customers. With the limitation – a reduction from 640 to 140 characters – including these data is not feasible, so companies will have to resort to other means of communication to provide said information to their clients.

To resolve this issue, EDICOM SEPA Platform provides a distribution service for electronic invoices that automatically publishes and sends out 100% of the bills, without any limitation on the number of characters in the message.

Business@Mail platform

Business@Mail is the application developed by Edicom to publish electronic invoices in a secure web portal which clients can access quickly, safely and free of charge to check their billing details. Publishing and filing are carried out in compliance with all legal requirements and guarantees, ensuring receipt and monitoring by the issuer of their processing by the receiver.

Further information on Business@Mail invoice publishing service.

 

EDICOM SEPA Platform

EDICOM provides a solution for businesses and individuals that enables automation of the entire process of generating (transformation, validation, integration) bank debits under the new XML schema regulated by the EU.

Additionally, the platform is completed with the integration of our value-added services for publishing electronic documents.

As of 1 February 2014, companies that charge for their services by direct debits must meet the requirements concerning collection and safekeeping of the authorization stipulated in the SEPA regulations.

Find out more about our solution for compliance with the SEPA regulation.

Electronic payroll management allows savings of up to 88% per document

EDICOM CFDI Nóminas

Payroll issuance and delivery of payroll entails expenses for Mexican companies of over 37 pesos on average. A considerable part of the cost (90%) goes on the tasks of printing, delivery and safekeeping of the receipt signed by the worker. These data are taken from a survey carried out by EDICOM in interviews with benchmark companies in the country with more than 400 employees.

The report also provides other significant data: workers spend around 20 minutes collecting and signing their paychecks, a period that may increase in companies with more employees, where long waiting lines form at the doors of the Human Resources Department. Moreover, it is estimated that 5% of the documents have to be repeated due to mistakes or going missing. These figures show up the operational inefficiencies involved in manual payroll management.

Furthermore, with the recent Tax Reforms, the organizational drawbacks faced by companies in Mexico are compounded by the technical difficulties, as it is now mandatory to issue payroll and salaries in CFDI format for submission to the SAT.

The solution to avoid this type of inconvenience is automation of the process by means of totally electronic management. This can give rise to a saving of up to 88% per document for Mexican companies, but also brings other associated benefits. With the rollout of an electronic solution such as EDICOM CFDI Payroll, there is no more waiting, manual errors or papers going missing, and all the legal requirements are met. The workers sign their paychecks from their workstations with a simple click.

You can find out more about the survey’s conclusions and the EDICOM CFDI Payroll solution here:

 

How to choose a paperless solution?

E-management opens up a host of possibilities for supply chain optimization, by cutting costs and boosting productivity. We are working in increasingly virtual environments, with streamlined and operational processes in which paper is no longer so important. This trend will continue to grow for the foreseeable future, both in the public and private sectors.

But what requirements must a paperless solution fulfil in order to be truly beneficial? At the end of 2013, a post in the 01 Business portal analysed some of the conclusions of the 5th Barometer survey of paperless finance, which may help answer this question. Specifically, there are four basic aspects of vital importance for the majority of the executives interviewed:

1.Help in monitoring trade. The ability of paperless solutions to streamline their work and improve the outcomes is a fundamental selection criterion for 84% of the managers surveyed. The aim is that electronic management should increase performance and optimize costs.

2.Interoperability. Most companies work with heterogeneous applications or several ERPs, which should not become a difficulty. Moreover, managers seek a paperless solution that can be easily adapted to organizational changes, for example in mergers or takeovers, and easily connect with any customer or trading partner with which a business relation is established. Approximately 8 out of 10 interviewees said they needed a solution that would be able to work with data from different systems.

This is why interoperability is a priority issue for EDICOM. Over the years, we have signed agreements with EDI partners worldwide, opening up more than 40 interconnections with the main VANs (Value Added Networks) so that our customers can exchange business transactions (orders, invoices, despatch advices, delivery notes, etc) quickly and directly.

In addition, our EDI solutions have a powerful EAI (Entreprise Application Integrator) tool for integration of business applications. Through the EDICOM Business Integrator, companies can integrate their business processes, sharing the financial and accounting information, etc from different applications. These integration processes can be implemented between a company’s own systems or with those of other organizations, achieving maximum compatibility with any information system.

3.Supplier portals. For a high percentage of the managers it is also important to provide access for suppliers to secure frameworks through which key information may be exchanged, such as business transactions vital for the smooth running of the distribution chain.

In the case of EDICOM, the Suppliers Portal implements a web solution to receive purchase orders and issue electronic invoices, which automates the exchange of business documents in a very simple way.

4.Solutions for mobile devices. Tablets and smart phones are being used more and more in business. According to the survey, 30% of financial managers are already equipped with these devices, hence the importance of solutions that can be adapted to this format.

To respond to this need, EDICOM has Ediwin Monitor, the first app that enables you to use an EDI solution through mobile devices.

If you would like to know more about the paperless B2B solutions from EDICOM, click here or get in touch with us.

 

SEPA standard requires consent for standing orders

SEPA Mandato electrónico

As of 1 February 2014, companies that charge for their services by standing order must meet the requirements concerning collection and safekeeping of the authorization stipulated in the SEPA regulations.

It is important to note that direct debits by standing order corresponding to new customers implemented without the necessary consent may be subject to return and refund during the 13 months following the unauthorized charge.

This is an obligation imposed by the European Union as part of the SEPA (Single Euro Payment Area) initiative to unify and standardize a crucial point in trade and banking relations, namely the obtaining and processing of debit consent.

 

Single Authorization Reference

Standardization of the system is achieved through the single reference for said consent. This is a 35-position alphanumeric code which is assigned to each consent form and subsequently allows identification of each standing order issued by the customer or debtor.

 

e-Consent or electronic authorization

The SEPA standard mentions only two possible methods to obtain authorization:

  • Consent on paper with handwritten signature.
  • e-Consent with electronic signature.

The document is an XML file with a series of mandatory fields which will include the debtor’s electronic signature. To be valid, it must be signed with an approved electronic signature.

 

EDICOM SEPA PLATFORM

So, many businesses related with the utilities sector (water, electricity, gas, telephone companies… etc.) will find their management affected, given the obligation to obtain the customer’s consent to carry out the direct debit from their current account.

For all these businesses, EDICOM has an added value service integrated in its platform for generation and validation of standing orders in accordance with the SEPA regulation.

Our electronic consent publishing service automates the process of generating, sending and electronic signature of the authorization document.

 funcionamiento mandato electrónico SEPA

  • Data taken from client’s ERP to create the e-Consent (XML file) according to the SEPA standard.
  • File transformation into format (PDF) viewable by the client or debtor.
  • Publication of the document in a portal where the client can check the consent authorization.
  • The client receives notice via e-mail to check and authorize the consent form. When the user accepts and authorizes the consent, an electronic certificate is created which applies the acknowledged electronic signature mechanisms as stipulated by law.
  • The signed and authorized consent is safeguarded in the platform as per legal requirements.
  • The resulting document can be integrated with the company’s internal management system.

Find out about our EDICOM SEPA Platform solution.

 

How to issue payroll in CFDI?

Download the graphic of CFDI Payroll Solution

As of 1 January this year, most natural and legal persons have the obligation to issue their employees’ paychecks as though they were just another CFDI. To do this, they must have an Authorized Certification Provider (PAC) to stamp these digital receipts and submit them to the Tax Administration Service (SAT) before sending them back to the issuing company.

Companies in Mexico may need to issue up to 4 paychecks monthly, so managing these receipts is a complicated task for many businesses. However, this new tax obligation is a great opportunity to optimize the process, as workers can now sign their paychecks with a single click, without waiting or standing in line. In other words, payroll management can become a 100% electronic process.

To get the most from this new system, EDICOM has created the CFDI Payroll Solution, a management software suite that can cut employer’s costs by 88% by simplifying the process. The solution also enhances security and safekeeping of salary payment receipts.