OUR SUCCESS BEGINS WITH YOU. International e-invoicing

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1 OUR SUCCESS BEGINS WITH YOU International e-invoicing

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3 OUR SUCCESS BEGINS WITH YOU For us there is only one way to understand our work, and that is by putting ourselves in the shoes of our clients and users. Specialists in data transmission and integration software consulting and development, at EDICOM we design high performance transactional systems designed to cover the needs of B2B e-commerce projects. After over a decade, our own development solutions are now positioned as a reference that has increased the value of the transactions of thousands of clients worldwide. To achieve this, we have specialized in you, your needs, your expectations and your business... so that you don t have to worry about the installation, management and updating of advanced systems. At EDICOM we develop, implement and maintain our systems under strict service policies with a total focus on the client. OFFICES EDICOM VALENCIA MILANO PARIS NEW YORK SÃO PAULO MEXICO D.F. BUENOS AIRES BOGOTÁ The success of each of our projects begins with you. With your suggestions, your ideas, but mainly with your decisions. Decisions driving your business towards advanced models, which constitute a full commitment to achieve the highest levels of excellence in your management. some of our customers... Retailers El Corte Inglés, Carrefour, Harrods, Leroy Merlin, Toys R Us, Delhaize, Dia, Douglas, Alcampo, Aki, Intersport, Sephora, Eroski, Makro, Cortefiel, Mercadona, Fnac, Media Markt, Conforama, The Singular Kitchen, Gruppo Pam, Esselunga, Cisalfa, Grupo Expert... Manufacturers Unilever, Bonduelle, Energizer, Red Bull, Heinz, Saint Gobain, Schweppes, Bic, Bandai, L Oreal, Kellog s, Kimberly Cark, Reckitt Benckiser, Procter & Gamble, Tommy Hilfiger, Guess, Arbora & Ausonia, Valentino, Nintendo, MaxMara, Ferrero, Giochi Preziosi, BioCentury, Adolfo Dominguez, Vodafone, Tod s, Rip Curl, Aubade, Nutrexpa, Loewe, Samsonite, Microsoft, Danone, Hans Grohe, Coronel Tappioca, Kraft, Bourjois, Sony, Billabong, Riso Gallo, Replay, Star... Logistic & transport Kuehne & Nagel, Gefco, Transaher, Norbert Dentressangle Gerposa, DHL Exel, Movianto, Dispatching, Corriere Cecchi, Ochoa, Azkar, Cargo Depot, Carreras, Cat, Logista, FCC, Exel Logistics, Aldeasa, Sitrans Entreposage, ID Logistics, Transcommerce Net, Hermes, Logicargo, Rhenus Tetrans, Snatt Logistica, SDF Iberica, TNT Express, Transnatur... Automotive Norauto, Feu Vert, Midas, Daimler Chrysler, Nissan, Arcelor Mittal, Pirelli, Gestamp, Ficosa,Durex, Showa Europe, Rubi, Kayaba, Ruffini, Fujitsu Ten, Good Year, Michelin, Magna Electronics, Denso... Health Spanish Public Health Services: Servicio Valenciano, IB-Salut, Osakidetza, SAS... Vendors: Roche, GlaxoSmithKline, Pfizer, Novartis, Boehringer Ingelheim, Lilly, Bristol-Myers, Abbot, Becton Dickinson, Sanofi-Adventis, Novartis, Grifols, Alter, Bayer, Pierre Fabre, Cofares, Alliance Healthcare, Cecofar, Federación Farmacéutica, Novafar, Hefame... Tourism El Corte Inglés, Marsans, Viajes Barceló, Carlson Wagonlit España, Halcón, Air Europa, Logitravel, Catai, Beds Online, Costa Crociere, Avis, Ibero Cruceros, Pullmantur Cruisses, NH, Europcar, ABBA Hoteles, Atesa, Hertz, Marina D Or... Mass media & Advertising El País, Box News, Unión Radio( Cadena Ser, 40 Principales, M80,..), Santillana, Media Planning, Anaya, Edebe, Planeta de Agostini, Dom Quixote, SGEL (Relay), Random House Mondadori, Everest, Espasa Calpe, Europa Press... Finance Cesce, Mapfre, Nacional Financiera, Caixa Laietana, Inverseguros Gestión, Banca Inbursa... Public Administration Ministerio de Economía y Hacienda, Generalitat Valenciana, INVASSAT, I.V.E

4 ELECTRONIC INVOICING 1 1 DISCOVERING ELECTRONIC INVOICING 2 2 INTERNATIONAL ELECTRONIC INVOICING PLATFORM 3 3 EDICOM TECHNOLOGICAL PLATFORM 4 4 SERVICE 5 5 EDICOM TECHNOLOGICAL SOLUTIONS 6 6 EDIWIN XML/EDI SERVER 7 7 BUSINESS MAIL 8 8 EDIWIN VIEWER 9 9 DIGICERT MODULE EDICOMNet VALUE ADDED NETWORK

5 DISCOVERING ELECTRONIC INVOICING The electronic invoice is a functional equivalent of the invoice on paper and is characterised by being sent to the receiver via electronic means, preserving identical legal value and providing new security conditions that enable bills to be sent to the addressees immediately by electronic procedures. Electronic invoicing processes have to be taken into account, at least the essential requisites: An electronic billing format of greater or lesser complexity is needed: EDIFACT, FACTURAE, XML, PDF, X12... A digital transmission has to take place: It must leave from one computer and be received by another computer. This electronic format and remote transmission must guarantee message integrity and authenticity. ERP Data Extract INTERNAL MANAGEMENT SYSTEM data mapping Einvoice Sender ELECTRONIC INVOICING PLATFORM communications Receiver ELECTRONIC INVOICING PLATFORM data mapping Einvoice Automatic Integration INTERNAL MANAGEMENT SYSTEM ERP User electronic invoice signature protocol electronic invoice User SOME ADVANTAGES OF ELECTRONIC INVOICING Increased efficiency of administrative processes: Creating, sending, reception and integration in the ERP of electronic invoices is automatic and immediate. Reducing dispatch and delivery terms, minimizing errors in processing, queries and retrieval of invoice files, etc. Cost Reduction Sender and Receiver can reduce the costs associated with the creating, sending and filing of invoices. Various studies show that these costs can be reduced around 70% compared to traditional invoicing processes. Reduced payment terms The efficiency of sending and receiving electronic invoices, their immediacy, and the avoidance of mistakes in the creation and registration of invoices, allows for reduction in payment terms. Enhanced Security in invoice generation, delivery and filing The possibility of sending and receiving invoices by communication services like Value Added Networks (VAN), guarantees the correct transmission of invoice files. Furthermore, with digital signature protocols applied to the electronic invoice processes, the integrity, origin and authenticity of invoices are guaranteed. 1

6 INTERNATIONAL ELECTRONIC INVOICING PLATFORM CONTINUOUSLY UPDATED FRAMEWORK FOR FULLY GUARANTEED OPERATION To comply with the legal and technical billing requirements in force in each country, EDICOM has a Permanent International Electronic Invoicing Observatory, administered through advanced knowledge management models. This observatory is a guarantee for all our customers and users in 3 key areas: Total adaptation of our e-billing solutions Our e-invoicing Platform currently operates in: Austria, Belgium, Bulgaria, Cyprus, Czech Republic, Croatia, Denmark, Slovakia, Slovenia, Spain, Estonia, Finland, France, Germany, Greece, Hungary, Ireland, Italy, Latvia, Lithuania, Luxembourg, Malta, Netherlands, Poland, Portugal, UK, Sweden, Romania, Russia, Turkey, Mexico, Argentina, Brazil, Chile, Colombia, Peru, Uruguay, Costa Rica, Ecuador, Honduras and Guatemala..etc. Edicom's electronic invoice sending and receiving platforms are perfectly adapted to the specifications of the source and destination countries where our customers operate. Adaptation involves legal issues that can affect invoice signature, statement and safekeeping processes, as well as technical aspects related with document formats or the communication protocols to be used. Permanent updating Any technical or legal change or modification in invoicing regulations is dealt with immediately and transparently for the client, without affecting their daily business activity. Swift rollout in new countries Our high level of knowledge of current e-billing regulations in the international scope and Edicom s growing experience in international markets constitute the best guarantee when undertaking your e-invoicing projects in any country. EDICOM is a Certification Authority in Europe and Mexico. The EDICOM Certification Authority provides businesses and individuals with secure remote identification mechanisms that allow the issuance, sending and preservation of electronic invoices in line with the regulations in force in the vast majority of countries. Through the certification authority, EDICOM provides e-signature services tailored to the security criteria of each state. 2

7 EDICOM TECHNOLOGICAL PLATFORM At EDICOM we provide our services through a broad platform to give efficient responses to multiple clients, with very different characteristics and needs. To this end, we design solutions every day in line with market needs, continuously adapting our technology and resources with the aim of providing the best coverage to more than 12,000 current clients. Our platform operates in ASP mode, so that the solutions reside in our servers, guaranteeing their uninterrupted operation through an ample service infrastructure. Our platform s technological architecture is governed by scalability and load balance principles, increasing the hardware resources as needed and distributing the different services proportionately among them. The permanent monitoring of the system 24 hours a day 7 days a week, the availability of all resources in duplicate, and our disaster recovery center located outside our main facilities, all guarantee the availability of the technological platform and service 365 days a year. FEATURES In-house software development Secure private communication network. On-line access to platform resources. Integration with client s ERP. ASP Service EDICOM Hardware and Software hosting. Integral software management delegation in OUTSOURCING mode. Optimization of digital signature processes through integration with the EDICOM Certification Authority services. ASP Application Service Provider online access Public Administration HUB Communications Network EDICOMNet Multi-protocol AS2, OFTP, FTP, HTTP, WEB SERVICE... XML/EDI data interchange EMCS (Excise Movement Control System) Interconnection with international area VANs I.T. Infrastructure Multilanguage Support Project Management C.A.U. center for customer service service infrastructure Software Development I+D+i Delegated Signature and Remote Signature Services International Coverage 24x7 Support EDICOM Certification Authority Issuing Certificates Time Stamp Certificate Storage CRP/VMI Software internal it system integration EDICOM has an Information Security Management System in compliance with standard UNE-ISO/IEC 27001:2007, as stipulated in the certification issued by AENOR, reference SI-0033/2009 Document publication service XBRL Electronic Invoice E.A.I. integration of applications Multi-format data mapping In-house Solutions Development Comprehensive management Delegation OUTSOURCING ONBOARDING IPM (integral partner management) 3

8 SERVICE * Remote Signature service lets you use the qualified electronic signature with the client certificates stored in secure signature creation devices (SSCD) housed in the EDICOM facilities, through a WebService HTTPS interface. Through the Delegated Signature Service*, the sender authorises Edicom to sign their invoices on their behalf. This relieves the issuer of the maintenance and management of electronic certificates in their name. Application of the Delegated Signature service is subject to its recognition in the legislation applicable in the country of the electronic invoice issuer. There are several electronic invoicing standards, conditioned by aspects such as the legality currently in force in each country or the activity sectors of the trading partners. Edifact, X12, XML, etc., are languages with their own particular features to enable the construction of the messages that will make up legally valid electronic invoices. EDICOM, through the Electronic Invoicing Platform, provides the services required for the generation, signature, sending, reception and filing of electronic invoices regardless of the standard in which they are created. Through our mapping service, we convert original documents generated by your ERP into valid structures to be processed at their destination. If you are an invoice receiver, this same service enables adaptation of the invoice standard to the proprietary language of your ERP, making total integration of the process in your management system possible. Our platform integrates the most cutting-edge communications technology to connect with all your business partners transparently, through services such as the EDICOMNet Private Network, the Public Administrations HUB or our AS2 server, etc. SENDING ELECTRONIC INVOICES w.services data mapping Customers with EDI Solu on or Electronic Invoicing Pla orm Customers without Einvoicing Solu on user internet platform management partners invoices in process invoices sent ACK storage ACK acknowledgement RECEIVING ELECTRONIC INVOICES sender invoices received storage... mapping data Integration internet user 4

9 EDICOM TECHNOLOGICAL SOLUTIONS 100% ADAPTABLE TO ANY NEED In EDICOM, we conceive products and services from an integral perspective. A viewpoint that drives us to question our work every day, analysing how we can improve our supply of solutions to adapt to the needs arising in the electronic data interchange framework in the different markets and sectors. EDICOM s technological skills and our swift actions in bringing our own development applications onto the market enable us to supply all of our clients with the best service possible. A provision that makes up an integral service with which to start your electronic invoicing project smoothly and with total success guaranteed. Product/Solution Features Communications software for the automatic generation of electronic invoices from data in your ERP. Also acts in reception, allowing integration of invoices from your suppliers directly into your management system. Lets you extend your electronic billing project to those clients who do not have a solution to receive them by publishing the invoices in a secure portal accessible by Internet. Manual solution for the creation of electronic invoices using data entry screens. Likewise, allows reception of messages such as orders or invoices, manageable through a secure access web. CERTIFIED STORAGE Module that enables our EDIWIN software to start up certified digitisation processes through which it is possible to replace the physical invoice file on paper by an electronic one. Communications service allowing direct connection with any European public administration. Relieves the sender from implementing complex communication protocols in their systems and facilitates transmission of electronic invoices in Facturae format. VAN (Value Added Network) or EDICOM Private Network. One of the largest communities of trading partners, integrating more than 12,000 partners interchanging secure structured messages through it. The network is interlinked with the main international VANs, so that integration with practically any private partner for the sending or reception of invoices is ensured. 5

10 INVOICE INTEGRATION SOFTWARE EDIWIN XML/EDI SERVER is the EDICOM software you can use to connect your ERP with our Technological Platform, allowing automation of the sending and reception of invoices which are then totally integrated with your Management Systems. The solution implements automatic systems to transfer the invoices to our platform when they are outbound, where the transformation, validation and sending processes take place. In reception, the process is reversed, performing the transformation to your own ERP format and transferring it to your management system so that it automatically ends up integrated in your internal information system. By means of an interactive access via Internet and with a simple browser, it is possible to access the user framework where you can check the status of the different invoices, receipt acknowledgements, or details of the addressees. This access also lets you consult the invoice repository, where the originals are kept digitally signed throughout the legally prescribed period. Ediwin XML/EDI server is a software for the sending and reception of any type of transaction, structured or otherwise. Multiple sending and reception standards are supported (EDIFACT, XML, X12, XBRL, ODETTE, VDA, etc.). Ready for integration with most ERPs: SAP, Oracle, Baan, Navision, JD Edwards, Axapta... data extract standard message reception PROVIDER INTERNAL INFORMATION SYSTEM ELECTRONIC INVOICE CUSTOMER Multi-protocol solution supporting integration with multiple networks: FTP, HTTPS, WEB SERVICE, AS2... In addition to electronic invoices, other messages can be integrated, such as orders, despatch advices... The same application allows the integration of other trading partners such as suppliers, customers, financial organizations, public administrations... integration Interactive Access Allows access to the user framework enabled by the platform, where we can analyse and manage the details of all the transactions. Access is via internet, by means of secure client identification. Order Confirmation standard message Batch Access Configures interconnection with the ERP. Lets you automate the integration of incoming and outgoing documents. Transfers take place via HTTPS, avoiding having to implement other security mechanisms. 6

11 SECURE INVOICE PUBLICATION Invoice issuers often have a great variety of addressees with different technological capacities among their clients. This means that many of them do not have solutions allowing them to receive these electronic invoices, forcing the senders to continue to manage an important part of their invoicing by conventional means. For these cases, EDICOM provides you with Business Mail: A service through which it is possible to optimise your electronic invoicing processes, extending them to 100% of your clients, irrespective of the technological resources at their disposal. This service is based on providing a secure portal for the receiver, where the invoices addressed to them are published, with all the requirements and guarantees set out in the scope of the legality currently in force. Business Mail Features Business Mail lets you extend your billing process to all your customers. ERP users Interactive Access Consultation Configuration Invoices are published with all the legally stipulated requirements in a safe portal accessible via Internet. The receiver s access to the portal is direct and secure, facilitated through links included in the delivery notifications. The invoices are published at their addressee s disposal during the set legal period. ediwin xml-edi server Invoice delivery is secure, immediate and monitored, shortening processing and collection times. The solution is free of charge to the receiver, letting them share in all the advantages of electronic invoicing, which thus becomes yet another service than you may offer your clients. Receivers with B2B solution 1 2 Business Mail Service Operation The invoice issuer sends EDICOM the files in ERP proprietary format. The invoice may be sent as a graphic image such as PDF. When documents are received, the validation and verification processes of their authenticity and integrity are implemented if they are signed at source. B M business mail PDF JPG etc. Confirmation of Reading 3 The invoice is published in Business Mail, which remains at the addressee s disposal for the legally stipulated period. 4 At the same time, the addressee receives notification of delivery in their , telling them that the sender has published documents addressed to them The receiver accesses the Business Mail portal through a secure framework and can view all the invoices they have. They can be downloaded, flagged or printed out. When the document is accessed at its destination, a receipt acknowledgement is generated automatically. The sender accesses their online framework in the EDICOM platform, where they check that the invoices have been received and read through the acknowledgements. Receptor sin solución B2B Consultation Printing Download 7

12 Ediwin Viewer is a non-integrated on-line solution. Being a Web solution available in the EDICOM platform, the project can be up and running immediately at a minimal cost. All that is needed is a computer with an Internet connection via ADSL or similar. In addition to electronic invoices, other messages can be integrated, such as orders, despatch advices... The solution is likewise open to other projects, being able to integrate new business partners: Suppliers, financial clients, organizations, public administrations... MANUAL SOLUTION FOR SENDING AND RECEIVING INVOICES EDIWIN VIEWER is the Web-EDI application developed by EDICOM which enables the creation, sending and reception of original electronic invoices. Integrated in the EDICOM Technological Platform, it allows user access via an Internet connection, managing the databases, communications and hardware and software resources in our own facilities. The application also allows reception of messages such as orders, so that it is possible to run many of the invoice creation processes automatically, through the self-generation tools which take the information of these orders as their basis. Prior to sending any invoice, the application reports any inconsistencies, errors in entering data, or requirements for the filling in of obligatory fields, depending on the message addressee. EDIWIN VIEWER, through the EDICOM Certification Authority Signature Services, supports the electronic signature processes demanded by the administration, running them automatically and transparently. The invoices generated with EDIWIN VIEWER have total legal validity, remaining in our repository with availability, recovery and consultation totally guaranteed. Users access their working framework via internet. From this framework the construction of messages is possible, such as invoices, support documents, reception certificates... The EDICOM platform handles conversion of the messages to the structures required by the receiver. The EDICOM platform provides access to the technical support service, guaranteeing personal and unlimited assistance to deal with any queries and set up communications with the required trading partners. diwin e viewer sending documents user interface message construction mapping standard document user internet user interface viewing printing importation archive partner documents reception 8

13 CERTIFIED STORAGE CERTIFIED DIGITALISATION SYSTEMS SUBSTITUTION OF PHYSICAL INVOICE FILES BY ELECTRONIC FILES Traditional invoicing processes force the companies to set aside important spaces for the physical filing of documents on paper that make up the invoices. These files have to be managed, dedicating important resources to ensure the retrieval of all these invoices and their preservation in suitable conditions for the set prescription period. Repositories of invoices on paper can be subjected to a digitisation process whereby, after a series of validations and records, an electronic file of invoices with identical legal guarantees would be obtained, allowing the destruction of the paper documents. The DIGICERT module complements our EDIWIN software and enables it to manage certified digitisation systems. This involves sending the digital images of the invoices through our Technological Platform, so that upon reception we submit the documents to the validation and signature processes demanded in each firm, to provide these images with legal validity. The process supposes the storage of all the invoicing details in our data processing centre, allowing the user fast access to the same through a high availability framework. This way, the tasks of consulting and retrieving invoices are simplified during the preservation period. client document data base user certified invoice No consultation printing import EDICOM Storage the documents CERTIFIED STORAGE Yes Data Base time stamp certified document Client Framework Storage Request Validation Digital Signature 9

14 EDICOMNet is EDICOM s private value added network. Integrated in the Edicom Technological Service Platform, it guarantees connection with any trading partner. It is a multi-protocol and multi-standard network, able to connect with any partner and route all types of messages. Thanks to the interconnection agreements, we can connect with the main private networks in the market (GXS, Steerling, Telefónica...). High availability service, with traceability record of messages and confirmation of delivery and processing. EDICOM VALUE ADDED NETWORK INTERCHANGE INVOICES AND ALL TYPES OF MESSAGES WITH YOUR PARTNERS EDICOM has an extensive communication network through which our clients and users can connect with practically any trading partner. To this end, from our technical support department we interact with the different clients, partners and suppliers of our users, setting up transparent and direct connections, simplifying the sending and reception of all types of electronic transactions. EDICOMNet is the EDICOM VAN (Value Added Network). A secure private network that links more than 6,500 trading partners among customers, suppliers, logistic operators, etc. Among these partners are the main European distributors using our solutions and with direct connection to our added value network. In addition, from EDICOMNet it is possible to operate with trading partners present in other private networks, thanks to the multiple interconnection agreements that we maintain at international level with the principal VAN. Clients with AS2 server point to point communications Addressees with AS2 Server Users of integrated solutions connected to EDICOMNet Users of non -integrated services to Public Admin. HUB. Edicom AS2 server in ASP-SaaS mode VAN1 Aa.Pp. 1 Aa.Pp. 2 European Public Admin HUB edicom VAN - Value Added Network Interconnection agreements VAN2 Aa.Pp. n Users of integrated solutions connected to Public Admin. HUB Users of solutions non integrated solutions connected to EDICOMnet Edicom OFTP Server in ASP-SaaS mode VAN n Clients with Oftp2 server point to point communications Addressees with OFTP2 Server 10

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