How to send e-invoices to the Public Administration in France?

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As each day goes by, suppliers to the Public Administration in France are increasingly closer to implementing electronic invoicing. As of next January, this system will be mandatory for large companies as well as central and regional official bodies. The process will continue gradually until 2020, with the incorporation of small and medium-sized companies. In total, the measure will affect thousands of taxpayers who are now asking themselves how they need to issue their invoices to the public sector in order to comply with Ordinance Nº 2014-697.

As the obligation affects very different profiles, from small businesses to large corporations, the regulation provides for different e-invoice sending options. We can distinguish them around two main typologies: automated solutions and manual solutions. Let’s take a look at how they work.

Manual solutions

This is the perfect option for suppliers to the administration that generate a low billing volume and have a very limited technological capacity. There is no need to implement anything to achieve fiscal dematerialization.

We find three different ways of manually issuing e-invoicing:

  • Web Portal

Taxpayers choosing this option need to key in the invoice twice: once in their own accounting and again in the Chorus Portal. This process thus requires time and can give rise to errors. For this reason, it is only advisable for businesses issuing fewer than 100 invoices annually.

  • Importing to Chorus Portal

Similar to the first option, but instead of keying in the invoice, the taxpayers can import it directly from their own systems. To do so, they must first generate a signed PDF file. In other words, the process is slightly shorter, but the security is low as the format is unstructured. This is why it is only recommended for companies generating between 100 and 1000 invoices annually.

Automated solutions

This type of solutions is designed for multinational corporations, those issuing more than 1000 bills annually, or those wishing to progress towards digital management.

In this case, the AIFE (Agence pour l’Informatique Financière de l’Etat) allows the use of two types of XML schema. On one hand, INVOICE UBL V2 and, on the other, UN/CEFACT CII (CCTS/NDR v3.0). Both are structured formats that provide strict security assurances and enable automatic generation and forwarding of messages to the public sector. In addition, they make integration between systems and applications possible.

Transmission takes place by EDI, with direct and secure indication protocols. With automation, the time employed in complying with tax obligations is cut, minimizing errors, improving productivity and, in consequence, increasing economic saving.

EDICOM has developed EDI solutions designed for businesses already using this technology that need to adjust to the current requirements, as well as those that have yet to implement a solution. In either case, the e-invoice issuing process is carried out immediately, in these 5 phases:

  • First of all, the platform captures the data automatically from the company’s ERP.
  • The information is then transformed into XML format.
  • The next step consists of validating the data to ensure that the file contains all the information required by the AIFE and the recipient administration.
  • Then, EDICOM connects with the Chorus Portal through the Public Administrations HUB, so all the invoices can be transmitted automatically.
  • Finally, the link with Chorus ensure traceability of the e-invoices. Companies can consult the status of their documents in real time through their own ERP.

The spread of e-invoicing among the public sector and its suppliers will lead to a significant lowering of economic costs compared to the traditional billing process. Total yearly savings are expected to be around €710 million. To find out more about this system, you can download the White Paper on e-invoicing with the Public Administration in France (available in French and English).

Enhanced implementation of GDSN and PEPPOL Standards as part of the NHS e-Procurement Strategy

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The deadlines set by the UK Department of Health (DoH) for rollout of the NHS e-Procurement Strategy are looming. So, next September 28 thousands of organizations affected by the strategy developed by the DoH will be attending the PIH Show, with the aim of finding solutions to this technological leap.

To this end, EDICOM specialist Vera Kabout, will be giving a talk in which she explains how to address implementation of this strategy successfully. And she will do so taking into account one of the great challenges faced by companies affected by the NHS e-Procurement Strategy: compliance with GDSN and PEPPOL standards.

The talk is scheduled for 11:35 and framed within the e-Procurement and Standardisation section. Vera Kabout will take advantage of the occasion to highlight the benefits of these two standards (PEPPOL and GDSN) as part of the NHS paperless strategy. She will also give some tips for suppliers and hospitals to help achieve the greatest benefits from the e-Procurement Strategy. Among them, she will mention aspects to be weighed up when choosing a technology provider, such as the fact that they should be an accredited Data Pool and Access Point.

An integral solution

In addition to the conference, visitors to the PIH Show will also have the chance to get to know EDICOM’s proposal for this technological quantum leap at stand 238. There, our team of experts will be presenting a comprehensive solution for compliance with the NHS e-Procurement Strategy.

Through the EDICOM Health platform, integrated in their ERP or internal management system, businesses automate electronic data interchange and product synchronization with their trading partners in line with the standards and requirements demanded by the strategy. To this we must add that it is an internationally scalable solution with 99.9% availability guaranteed.

How to attend the PIH Show?

The PIH Show takes place on September 28 at the London Olympia. Two days later, the deadline set for delivering a plan to the DoH that ensures compliance with the GS1 and PEPPOL standards will be reached. By then, companies affected by the initiative must also have joined an Access Point.

The EDICOM team will be at the event to facilitate the implementation of these electronic processes for suppliers and hospitals. The talk by Key Account Manager Vera Kabout is headed Enhanced implementation of GDSN and PEPPOL Standards as part of the NHS e-Procurement Strategy and can now be consulted in the PIH Show agenda. Organizations affected by the strategy can attend free of charge, once they have registered for the event.

EDICOM is now authorized EDI provider to Carrefour Brazil

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After a rigorous series of tests, EDICOM has managed to become an EDI provider approved to connect with Carrefour, Brazil’s second biggest retailer. These trials positively rated the security assurances provided by the EDICOM platform in exchanging business transactions, such as purchase orders, invoicing for tax purposes and “espelhos da nota fiscal eletrônica“.

In practice, approval as an EDI service provider allows seamless connectivity with Carrefour. This means that all EDICOMNet platform users now have direct access to this retail giant, with no need for third-party intervention in their communications. This ensures more immediate and secure electronic document interchange.

Why does Carrefour trust EDICOM?

The reasons behind EDICOM’s certification as an approved provider include its technological capacity and international projection. The EDICOMNet VAN currently handles around 300 million transactions, from more than 12,000 trading partners worldwide. Moreover, it is a multiprotocol and multi-standard network, so can easily adapt to each company’s particular needs.

Another important reason for approval as an EDI provider is the service availability. In the SLA signed, EDICOM undertakes to ensure 99.9% availability. The resolution time for incidents is also set at less than 6 hours.

Beyond these reasons, we must add that EDICOM holds different international certifications and authorizations accrediting its platform security and data confidentiality. These include the ISO 27001 Information Security standard, ISO 20000 for IT Service Management or ISAE 3402.

A global connection with the retail sector

In addition to Carrefour Brazil, EDICOM also has direct connection to important retailers worldwide, such as Dia, El Corte Inglés, Toys ’R’ Us or Grupo Gigante. An industry in which the use of EDI becomes an indispensable tool to optimize supply chain management and ensure smooth communication between the many stakeholders taking part in it.

Is your business ready for the EMCS (Excise Movement Control System) upgrade?

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Towards the end of 2015, Europe’s EMCS initiative, which streamlines the exchange of information electronically and in real-time between customers, suppliers and customs authorities, rolled out an update of the message schema, designed to simplify and speed up data transmission among the stakeholders involved.

According to the recent communiqué from the European Commission, the migration phase is reaching its final stage, and they estimate that its predecessor, version 3, will stop working during the last quarter of 2016. Without an exact date for withdrawal of EMCS version 3, the authorities urge affected operators to connect regularly to the EMCS news website in each country, where a definitive schedule will be announced as soon as possible.

Given the imminence of the looming migration deadline, from EDICOM we recommend any company concerned to immediately get in touch with your provider to make the necessary changes to your EMCS solution, as well as your internal management system.

What are the changes in the new 3.2 version?

One of the major developments makes it possible to identify the recipient of an export movement by their EORI (Economic Operator Registration and Identification) code, which should be active in the official list of EORI operators.

Other updates include changing the namespace pathways, correcting an error present in several inbound messages and the addition of elements to add supplementary information in operations such as refusal and destination changes.

When to upgrade the version?

First of all, the immediate upgrade affects companies exporting in the scope of European member states. In other words, companies engaging in operations in which they must identify a recipient by their EORI code in movements of goods destined for export.

Nevertheless, it is highly recommended that companies engaging in intra-Community EMCS should also begin the process of migration to the new version, as the coexistence period for both versions is expected to be brief.

What solution does EDICOM provide?

EDICOM now has specific EMCS solutions ready to generate the documents accompanying the goods. This solution automates the creation and sending of the different electronic files, integrating them with the in-house management systems of the various operators.

The EDICOM solution is constantly updated in line with the changes proposed by the European commission, so that the users affected have no need to implement any modifications. Moreover, through it, the entire process of controlling movements takes place automatically: from message generation until its validation and delivery to customs.

Would you like to know more about EMCS?

EMCS is a system created by the European Union to control the movement of goods subject to excise duty among the EU states. It makes it easier to declare goods containing alcohol, alcoholic drinks, tobacco or hydrocarbons in real-time to the tax administrations of each State they pass through, with no need to use physical documents. This way, we ensure greater control in the shipping of goods subject to excise duty as well as when receiving them. In addition, red tape is eliminated, facilitating integration with other IT systems and simplifying administrative and commercial procedures.

Use of this system is mandatory as of 2011 for intra-Community movements subject to excise duty and, since 2013, also for all shipments within national territory.

Looking forward to seeing you at the PIH Show

Looking forward to seeing you at the PIH Show

EDICOM is taking part in next week’s big UK healthcare event: the PIH Show. The event is being held on September 28 at the Olympia in London from 9 in the morning. Around 4000 professionals involved in the healthcare sector value chain will be attending the sessions, seeking technology solutions and responses to the NHS e-Procurement Strategy.

The initiative by the Department of Health (DoH) is the most ambitious public e-procurement project launched in Europe. The aim is for business relations between all NHS trusts and their suppliers to become 100% electronic. Results anticipated include greater efficiency, enhanced security and an economic saving between £5000 and £8000 per bed.

Answers to NHS e-Procurement Strategy at stand 238

During our participation in the PIH Show, EDICOM will be at stand 238 to present a comprehensive solution fully adapted to the technological requirements of the NHS e-Procurement Strategy developed by the DoH. Bear in mind that stakeholders making up the UK public healthcare supply chain are facing a technological leap on three levels:

  • Synchronization of communications between hospitals and their service providers through an electronic data catalogue.
  • Exchanging orders, shipping notes and invoices electronically by means of the XML-PEPPOL standard.
  • Encoding of product master files with GS1 coding (GLN and GTIN) which will serve to identify and monitor the movement of goods throughout the entire NHS supply chain.

This adaptation also entails other essential requirements to ensure safety and interoperability in communications, with which technology providers must comply. EDICOM is ready for all of them:

  • The firm holds GS1 certification as a Datapool, which enables it to operate in the GDSN network (the one used in product data synchronization).
  • It is an accredited PEPPOL Access Point, so has connectivity to the NHS EDI platform.

These certificates such as GDSN Datapool and PEPPOL Access Point, coupled with strong technological capabilities, have enabled the EDICOM team to develop a complete solution for the NHS e-Procurement Strategy. The solution consists of a platform integrated with the company’s ERP, which automates communications in accordance with the standards required.

Moreover, we should add that it is a scalable solution for other B2B2G projects worldwide. EDICOM has extensive international experience in EDI initiatives with the public sector and particularly in the field of health. Notable success stories in this area include those of the Andalusian Health Service in Spain or creation of the B@M Pharma platform, which helped us become a benchmark for the pharmaceutical industry today. In fact, large laboratories such as Lilly, Bayer or Merck, among many others, now place their trust in EDICOM technology.

More about NHS e-Procurement Strategy in this White Paper

How to take part in PIH Show?

Procurement in Health (PIH) Show kicks off at 09:00 am on September 28 and runs until 16:30. At the meeting, attendees can visit the various stands and take part in several conferences and workshops. To do so, all you need to do is register for PIH Show free of charge through the event website. You can also arrange a meeting with EDICOM experts using this contact form to see a live demonstration of the solution.