Guidelines for issuing electronic invoices to the Government of Catalonia and the public sector. May 2016

Transcription

1 Guidelines for issuing electronic invoices to the Government of Catalonia and the public sector May 2016

2 Index 1. Introduction 2. Electronic invoice 3. Support channels

3 Introduction 3

4 Introduction Electronic invoicing becomes compulsory in the Public Sector Law 25/2013, of December 27, to Promote electronic invoicing and creation of invoice accounting in the Public Sector, regulates the obligation to supply electronic invoicing in public administration from January 15, 2015 The e.fact service of the Open Administration Consortium of Catalonia (AOC) is the general entry point of electronic invoices of Catalonia 4

5 Chronology of the regulatory framework Law 59/2003, December 19th, on electronic signatures Law 56/2007, December 28th, promotion of the information society Royal Decree 1619/2012, November 30th, invoicing obligations Government Agreement GOV / 151/2014,November 11th e.fact general point of entry to Catalonia o Today EU Directive 2006/112, November 28th, the common system of value added tax Law 29/2010, August 3rd, use of electronic media in the Public Sector of Catalonia Royal Decree 1363/2010, November 29th, notifications and electronic communications Law 25/2013,December 27th, promotion of electronic invoicing Organic Law 6/2015, June 12th, modifies the Law 25/2013 Order ECO / 306/2015, September 23rd, regulates the procedure for processing and annotation of invoices in the accounting of invoices in the field of the Administration of the Generalitat of Catalonia and the public sector 5

6 Paper bill vs electronic bill Paper bill: GeneratIon of the bill and printing Billing and invoice delivery by postal box The recipient representative of the invoice receives the invoice, reviews and counts it, and processes the payment Archiviving invoice Tax Agency The invoice is available for audits and / or tax inspections Electronic invoicing: Tax Agency Generatation of e- invoices signed with a recognized certificate Invoice delivery by electronic media The recipient receives the e-invoices, reviews and validates them, and processes the payment Archiving of electronic invoicing and information about its validity If necessary, delivered electronically to the Tax Agency Key points The whole process is done through a computer or tablet, not necessary to print the bill The seller has no need to keep the documents signed electronically, the matrix is enough Same accounting process in electronic paper The buyer must keep the electronic bill and the validation of it 6

7 Advantages of electronic invoicing Errors reduction Accounting and administration are automatic Better efficiency in processes ERP integration Optimizing cash Financial resources (factoring and confirming) electronic invoice Cost reduction Reduce costs compared to paper documents, such as postage and handling Better management and control Real-time information Reduces management time The process is faster Decision making more agile 7

8 Electronic invoice 8

9 What is an electronic bill? "An electronic invoice is a tax document generated by electronic means and in an electronic form, which replaces the physical document in paper, but retains its same legal value with a safety not observed in the paper bill. " How secure legality and security? Digital Certificate: It keeps the legality as an advanced electronic signature based on a digital certificate that guarantees its authenticity and integrity EDI: Could be sent by electronic means and relates customers with suppliers 9

10 Format of electronic invoicing Electronic invoices that are sent to Public Administration (Law 25/2013 scope) must be submitted in XML format, according to Facturae model, versions 3.2 or and be signed with advanced electronic signatures based on a digital certificate recognized (specifications XAdES). XML* pdf EDIFACT gif * This format allows doc txt xls html jpg important greater interoperability Invoices that do not comply with the scheme Facturae wil be rejected Only extensions published in MINETUR MINHAP are accepted: postal, tourism and travel, channeled essential services: water, electricity and gas Extensions that do not meet the requirements published in MINETUR and MINHAP will be rejected Among companies the legislation allows the use of different formats as long as the content of the document is the legally required for any bill. 10

11 Electronic invoicing format - criteria (i) Electronic invoices sent to the Government of Catalonia and the public sector should consider the following criteria: The invoice date can not be later than the date of registration. Invoices must include an indicator of the service or supply. Administrative sector Mandatory indicate the File number in the FileReference element. The same file number for all the detail lines of the same bill. Other public sector bodies Can regulate indicators appropriate to its relationship with suppliers: Record Order (ReceiverTransactionReference) Delivery note (DeliveryNoteNumber) Invoices must be complete and original. Complete: /invoices/invoice/invoiceheader/invoicedocumenttype FC = Originals: /invoices/invoice/invoiceheader/invoiceclasstype should be OO, OR, OC Each xml file contains a single invoice, indicating single file mode Facturae / FileHeader / modality = "And" The maximum invoice lines is 999 lines. The maximum weight of the invoice is 1,8MB, including the annexes embedded in the bill 11

12 Electronic invoicing format - criteria (ii) Inform the field OperationDate, date on which the service is performed or the good is delivered Note: it should onlye be informed in case the operation date is diferent than the invoicing date Inform the field InvoicingPeriod, to inform the invoicing period for temporary services, succesive or continued treatment operations (suplies, rents, etc), summary invoicings. Use field AdditionalLineItemInformation, to incorporate text online as opposed to using text lines with value 0 Annexes: o To attach documents so that they are signed, they need to be inserted into the structured Facturae document although with data that is not processed automatically. These documents should be signed electronically. o External documents can also be attached to the invoice,in doc(docx),xls(xlsx),txt,csv,jpg,pdf.,xml, gif, rtf, bmp, tiff formats. The maximum size of the invoice is 1.8MB Trade name: o The TradeName (Nombre Comercial) field can be used to indicate descriptively the service and department of the entity that made the request and received the service invoice, without prejudice to the use of the relevant codes of service or supply (file, order, delivery note) and codes that identify administrative bodies (AdministrativeCentre). 12

13 Circuit electronic invoice - level government The electronic invoice processing system of the entities of the Government and the public sector is based on the combined action of two information systems, efact and GeFACTIn addition to the corporate systems S@RCAT,GECAT,GEEC and PCED systems that are processing the invoice for the Government Administration and EAA Provider invoices statements Catalan Government entities Administrative record rcat Portal receiving invoices E-invoices Services manual manual integration GEFACT Web chech obtaining PDF invoices's integration ECOFIN Systems Government and Public Sector General entry point PCED Custody and distribution Accounting bills Invoice statements query 13

14 Circuit electronic invoice - actors GEP of e-invoices in Catalonia Promoted by Open Administration Consortium of Catalonia (CAOC). Makes syntactic validations, validates electronic signature records at S@RCAT and delivers invoices to GeFACT platform. GEFACT Storage system for e-invoices of the Catalonian Goverment and its Public Sector Promoted by Department of Economics. Saves e-invoices of the Catalonian Government and its Public Sector, and makes them available for organizations, using web services in the case of organizations with integrated systems to GeFACT portal, or manual reception for the rest of entities. PCED Check the status of payment documents GEEC Electronic management system of tenders Communication channel to follow the evolution of e- invoices. Available for providers of the Generalitat of Catalonia. Displays the status of e-invoices recorded in the accounting records of invoices of the Administration of the Generalitat of Catalonia and EAA (suppliers can also check ths status through e.fact) Allow the procedure of the procurement procedures set out in the Law on Public Sector Contracts (LCSP revised text): smaller contracts, negotiated procedures, open procedures, framework agreements and procedures arising from framework agreements. This system will be extended progressively in the different areas of the public administrative sector of the Government /creditor.do?reqcode=init&set-locale=es_es 14

15 How to send electronic invoices? Remember Invoice delivery The general entry point of electronic invoices in the public sector of Catalonia is e.fact A Adapting accounting or ERP system The efactures.cat service provides of different tools to send electronic invoices to e.fact, to software development companies B Automatically, with free or paid solutions On the AOC website there is a list of different solutions to create and send e- invoices for free or with advanced payment services: Between them: B2BRouter ( PIMEC (Web.pimefactura.com). C Manually, delivering e-invoices through e.fact portal or through the program of the Ministry - Facturae Factura.e program Free applications provided by the Ministry of Industry, Tourism and Trade: arga-aplicacion-escritorio.aspx Create electronic invoice format manually. e.fact General entry point of e-invoices in Catalonia 15

16 How to check the status of the bill? - e.fact Once the sender has generated and sent the bill electronically, can check the status of it throug e.fact 1 Access e.fact: 2 Access to the "Check Status" 3 Fill in the requested fields with data from the invoice Status meanings Invoice submission:e.fact has validated format and electronically sign the bill and sent to the receiver Invoice delivered: andthe receiver receives the invoice in its accounting systems Registered bill: la bill has been registered in the administrative record of the receiver Shaped bill: the bill has been identified and validated, and can proceed to its management Rejected bill: either technical or commercial reasons Paid bill: ethe payment was 16

17 How to check the status of the bill? - PCED The providers of the Generalitat of Catalonia have a communication channel to follow the evolution of invoices. This channel is PCED (Status Check of Payment Documents) 1 Access PCED: d/creditor.do?reqcode=init&set-locale=ca_es 2 Fill out the fields required. Important Digital Certificate Authentication: You can view all invoices registered ID authentication and account: You can only view the invoices that are included in a document of obligation therefore been registered invoices or conformed, for example, will not be displayed. Recommendation: use a digital certificate 17

18 Support channels 18

19 Support channels for suppliers Queries about... Where should direct the question? 1 Delivery and formal requirements of electronic billing 2 Business details of the invoice, and/or service or supply indicators (file code or other codes) Queries should be sent to requesters of the good or service 3 Electronic invoicing in the Catalonian Government setting and public sector Contact mail: efactura@gencat.cat Remember At the web space of communication with suppliers, you will find all the relevant information related to: Common Directory organizational units and offices (DIR3 codes) Briefing notes (note referring to the code file) List of public companies and entities which is mandatory against which it has billed electronically 19

20 Support channels for business associations

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