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Clearance Processes are increasing whilst Post Audit Processes are decreasing worldwide!
Learn how SEEBURGER’s Global E-Invoicing Solution manages the exchange of invoice data between companies and public administrations.
As local e-invoicing compliance requirements increase, so too does the corresponding technical complexity needed to implement them. This is especially true for Business to Government suppliers (B2G) and for Business to Business invoices with Tax authority clearance (B2Tax).
Based on the provisions of Section5 of the Austrian ICT Consolidation Act (IKTKonG) the federal government departments only accept electronic invoices. The features required for submitting e-invoices are also available to other public sector institutions.
Via E-RECHNUNG.GV.AT it is possible to transmit electronic invoices to the federal government and to connected institutions of other parts of the public sector. The national XML standard ebInterface or the international PEPPOL UBL standard can be used as invoice format.
Based on the provisions of Section 5 of the Austrian ICT Consolidation Act (IKTKonG), the Austrian federal government only accepts electronic invoices (e-Invoices) for the provision of goods and services. The federal government institutions are:
A detailed listing of all invoice recipients of other public sector institutions connected to E-RECHNUNG.GV.AT is also available. Currently there is no legal obligation for e-invoices to be used for the institutions of the other public sector.
PEPPOL enables electronic public procurement procedures (Public eProcurement) within the European Union across borders.
The purpose of PEPPOL is that every company in Europe – regardless of size – can exchange electronic messages with any public client and any private company that also participates in any EU country on the basis of this standardized.
In the context of public procurement, PEPPOL is an important step towards e-invoicing, which enables high cost savings due to faster accounting processes with fewer errors due to manual interaction and uniform data management.
The PEPPOL transport infrastructure is based on various technical specifications, technical standards and business processes.
By connecting to the SEEBURGER Open Access Point for PEPPOL starting Q4 2018, companies can easily send invoices to all public administrations in Austria that also use the PEPPOL network.
When booking the SEEBURGER E-Invoicing Cloud Service for Austria, SEEBURGER customers can choose their preferred connection option (via ebInterface or PEPPOL).
All B2G (Business to Government) or G2G (Government to Government) e-invoices in France will be centralized on a unique platform, Chorus Pro. Chorus Pro is developed and operated by AIFE (French Government’s Financial Information Technology Agency).
All B2B (Business to Business) e-invoices in France need to comply with the DEMAT requirements.
Obligation to receive and process electronic invoices by the public administration.
The E-Rechnungsgesetz law transposes the provisions of European Directive 2014/55/EU of 16 April 2014 into national law in Germany. The E-Rechnungsgesetz thus creates a binding legal basis for the receipt and processing of electronic invoices by public authorities.
XRechnung is the national version of the European Standard for German Administration and published by the Coordination Office for IT Standards (KoSIT).
The Federal E-invoice Ordinance adheres to the original implementation deadlines laid down in the EU Directive, i.e..:
Based on the recital of the EU directive, the federal government is introducing an e-invoicing obligation for suppliers – like other EU states – as of 27 November 2020.
According to the implementing decision of 16 October 2017 of the European Commission, the following two syntaxes for reception and further processing are mandatory for public administrations:
UN/EDIFACT as a global standard is the world's most widely used standard in business in the B2B sector. In addition, the cross-industry hybrid format ZUGFeRD has been established in the B2B sector since 2014. ZUGFeRD offers small and medium-sized companies in particular the invoice as an image (PDF-A/3) and as a machine-readable E-Invoice data record as an XML file based on the Cross Industry Invoice XML from UN/CEFACT. The Forum elektronische Rechnung Deutschland (FeRD) of AWV - Arbeitsgemeinschaft für wirtschaftliche Verwaltung e. V. is the publisher of the ZUGFeRD standard.
The latest ZUGFeRD version 2.0/Factur-X conforms to the European standard (EU invoice) and thus enables B2G e-invoicing ("calculation").
In addition to the joint German-French standard Factur-X / ZUGFeRD 2.0, the German specification XRechnung for public authorities is also based on the European standard – Electronic Invoice; both standards form two so-called core invoice usage specifications ("CIUS").
In accordance with the Federal E-Invoice Ordinance, an E-Invoice must always be submitted as an XRechnung or as an EU-Invoice.
Just like Factur-X/ZUGFeRD 2.0, the XRechnung is also a CIUS and represents the European standard for electronic invoicing for administration in Germany and supplements it with further national regulations relevant for administration in Germany, e.g. by upgrading optional fields to mandatory fields. This enables the administration to specifically request necessary information in an invoice that is important for invoice processing in the administration. The European specifications are adapted to national requirements by means of XRechnung.
The E-Invoice must be submitted via a central federal E-Invoice portal:
The accounting portal is a special application of the comprehensive administration portal and designed for federal expansion. Prior registration for a service account is always required. The E-Invoices are transferred from the E-Invoice portal via ERP integration into government booking systems, e.g. MACH or SAP.
 This document is made available by European Commission at https://eur-lex.europa.eu/legal-content/EN/TXT/PDF/?uri=CELEX:32017D1870
 These documents are made available by UNECE (United Nations Economic Commission for Europe) at http://www.unece.org/cefact/xml_schemas/index
 These documents are made available by Oasis UBL (Universal Business Language) at http://docs.oasis-open.org/ubl/cs1-UBL-2.1/UBL-2.1.pdf
E-Invoicing? Stadtwerke Augsburg are ready!
“SEEBURGER’s E-Invoicing Solution helps us to react quicker and more cost-efficient to invitations to tender as well as provide our customers with new added value. We are really satisfied with our experience with SEEBURGER in this implementation, as it was highly professional as usual. We feel well prepared for whatever E-Invoicing requirements will come up in the future.”
Michael Schnall, Team Lead Strategy and Data Utilities swa
KAESER Kompressoren uses SEEBURGER E-Invoicing Cloud Services for real-time VAT reporting to the Hungarian tax authorities (NAV) via RTIR (Real-time Invoice Reporting)
“With SEEBURGER we have found a service provider that implements all requirements for global E-Invoicing in compliance with the law and offers them economically as a cloud service. This central E-Invoicing strategy puts us in an excellent position for the future.”
Dietmar Maurus, IT Manager, KAESER Kompressoren
B2T E-Invoicing in Hungary with the NAV KOBAK-System
The National Tax and Customs Administration of Hungary (Nav Nemzeti Adoes Vamhivatai) provides complementary services for the taxpayer to ease the operation and upgrades of versions:
Up to 500.000 HUF/1.600 € for each invoice can be charged when obliged taxpayers do not report via NAV.
Würth relies on SEEBURGER for its global e-invoicing strategy and uses the SEEBURGER E-Invoicing Solutions for electronic reporting of tax information to the Spanish and Hungarian tax authorities
“The SEEBURGER electronic invoicing solutions for Spain (SII) and Hungary (NAV) master both compliance requirements and the technical complexity. They ensure the secure transfer of sensitive data and provide a reliable basis for using further SEEBURGER E-Invoicing Solutions in this dynamic environment.”
Markus Worsch, E-Business Manager, Würth Industrie Service GmbH und Co. KG
OASE uses SEEBURGER for B2Tax VAT Reporting to the Hungarian tax authorities (NAV) since 1st of July 2018
"The electronic connection of OASE to NAV was implemented on schedule in just 6 a few weeks with minimal setup effort. The functionality, security and efficiency of the global SEEBURGER E-Invoicing Solutions in the Cloud and the competence in SAP convinced us. After Hungary, B2B e-invoicing in Italy with the SEEBURGER Cloud is now on the agenda."
Mr. Vossen, Head of IT, OASE GmbH
SEEBURGER’s solution is able to accommodate the E-Invoicing requirements of Italy, comprising:
With the passing of the 2018 Budget Law, mandatory electronic invoicing between private companies has finally been approved in Italy. It becomes mandatory for domestic B2B and B2C invoices.
With the passing of the 2018 Budget Law, mandatory electronic invoicing between private companies has finally been approved in Italy. It has become mandatory for domestic B2B and B2C invoices:
Since July 1st 2018
Since September 1st 2018
Since January 1st 2019
Every invoice from an Italian supplier to an Italian buyer must be submitted in FatturaPA format via the SdI exchange system before it will be considered as issued from a tax perspective. With this obligation Italy will operate very similarly to Clearance countries such as Mexico, Turkey etc.
E-Invoicing in Mexico with CFDI 3.3 and New Complement for Payments.
CFDI stands for ‘Comprobante Fiscal Digital por Internet’ – literally translated as a digital fiscal document via Internet (bill). The CFDI invoice must contain both the signature of the exhibitor and the signature of a certification provider PAC ‘Proveedor Autorizado de Certificación’. The PAC must be authorized by the Mexican Tax Authority (SAT).
There are four types of CFDI’s: invoices, direct debits, credits and bills of lading. The CFDI tipoDeComprobante attribute can have the following values for this purpose:
The CFDI version 3.3 including ‘payment complemento’ and the ‘buyer’s approval of CFDI cancellation’ became mandatory in the course of 2018.
The Spanish Tax Agency initiates a new VAT management system based on information from business transactions (AEAT = Agencia Estatal de Administración Tributaria / State Tax Administration Agency) in real-time.
Ravensburger uses the SEEBURGER E-Invoicing solution for SII advance return of sales tax to the Spanish tax authorities
“The introduction and use of the SEEBURGER E-Invoicing solution for SII in Spain succeeded 'playfully' in the usual Ravensburger manner. The adaptations to the solution caused by the new version 1.1 of the SII system were also taken into account within a short period of time.”
Markus Deiß, Head of Business Development and Process Analysis, Ravensburger AG
STAEDTLER implements the SEEBURGER E-Invoicing solution for SII VAT reporting to the Spanish tax authoritie
“Thanks to SEEBURGER, we have a current E-Invoicing solution for SII in Spain, which also covers the innovations from the 1st of July 2018. This includes the updated AEAT XML format with additional fields and content as well as the new web services version for communication with the SII system. We are very satisfied with the introduction and implementation of the E-Invoicing on-premise solution.”
Ulrich Hagenbucher, Projekt Manager Globale Informationstechnologie, STAEDTLER Mars GmbH & Co. KG
Penalties will be charged from January 1st 2018 when obliged taxpayers do not report via SII.
Based on the legal provisions in Law 25/2013 establishing the obligation of the electronic invoicing for the Spanish government departments, regional authorities and local authorities only accept electronic invoices. Since 2015 this applies to all invoices exceeding EUR 5,000. The public sector may only accept paper invoices below EUR 5,000.
Via the FACe GATEWAY – http://www.facturae.gob.es/Paginas/Index.aspx – it is possible to transmit electronic invoices to the federal government and to affiliated institutions of the public sector. The national XML standard Facturae with an eSignature according to the XAdES standard needs to be used as the invoice format.
FACe is the only entry point for e-Invoices to the central government in Spain. Local and regional governments are free to develop their own solutions or leverage a solution from other administrations; typically they also use FACe. All e-Invoice receiving systems are integrated into the Accounting Register of Invoices, which controls the payment process centrally.
Electronic invoicing services offered by FACe can be accessed via the platform portal. To support the direct integration of applications for invoice processing, a web services interface is available.
Suppliers can use FACe as the ‘Yellow pages’ of the public sector to look up the E-Invoicing addresses of a public administration (including those not associated with FACe).
In addition to supporting all e-invoicing messaging formats, it is important to automate and properly manage the incoming and outgoing invoice processes to and from your ERP. This can be integrated into your existing EDI processes and enhanced with a country-specific compliance component.
E-Invoicing can include various technologies with which an invoice is submitted electronically to a customer for payment.
An e-invoice can be defined as structured set of data that is sent as an EDI (Electronic Data Interchange) message. An e-invoice usually builds on earlier process steps such as purchase orders, order confirmations and delivery notifications. In case of lower integration requirements the focus is only on processing the invoice.
Retail partners who automate their invoicing processes electronically can save between 60 and 80 percent of costs – compared to a paper-based process. This is achieved by shortening throughput times while simultaneously increasing quality and transparency. E-Invoicing also improves the business relationship with your suppliers and customers: no lost invoices, better use of discounts and optimized cash management.
Clearance is expected to grow among the world and will mid-term/long-term replace post audit entirely.
Pioneering countries such as Mexico have been promoting e-invoicing as a clearance model since 2011. The state obligates the use of a single XML format. Each transaction takes place in real-time for every B2B process.
Most countries within the European Union are still using Post Audit, which means that an audit can take place at a later point in time.
The picture below shows the countries in which Post Audit and Clearance models are used today.
Recent changes to Italian law require that the online platform SdI is used for all business-to-business E-invoicing.
Electronic invoicing becomes mandatory in Hungary as of August 1, 2018. Avoid penalties by transferring data to NAV automatically.
Send invoices to the public administration in France via Platform Chorus Pro.
Use SII for sales tax reporting to the Spanish tax authority to avoid penalty payments.
Electronic VAT returns will become obligatory in the UK as of 1st of April, 2019.
Electronic invoicing has existed in Switzerland for more than two decades.
Send electronic invoices to authorities and other PEPPOL participants worldwide quickly and easily with SEEBURGER Cloud Services.
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