EDICOM, BUSINESS CASE

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1 EDICOM, BUSINESS CASE The GENERALITAT VALENCIANA (GVA) ipleents a billing solution that integrates 100% of invoices fro suppliers into its Internal Inforation Syste. Client VALENCIAN REGIONAL GOVERNMENT Activity The Generalitat Valenciana is the set of public institutions and adinistrations integrating the autonoous regional governent of Valencia, providing its own services and those transferred fro the General State Adinistration to all citizens of the Valencian Counity. The platfor developed for the GVA acts as a central invoice receiving service for any Public Adinistration in the Autonoous Counity that decides to sign up (local and provincial authorities, public organiss and enterprises). The service has been up and running since 2010, integrated with the Central Invoice Registry of the GVA and authorized to process Facturae 3.2. The platfor is ready to operate in accordance with Law 25/2013 of 27 Deceber, prooting electronic invoicing and creating the accounting record for invoices in the public sector. Ipleented solutions Electronic Invoice receiving platfor ASP - SaaS (Application Service Provider - Software as a Service) EDICOMNet Vendor Portal Key features Cloud-based platfor for reception of electronic invoices fro suppliers and service providers in digital forat (Facturae, Edifact). Scalable solution for integration of all public adinistrations, agencies and enterprises of the Valencian Counity that voluntarily decide to join the GVA (Generalitat Valenciana) platfor. Platfor adapted to the requireents of law 25/2013 of 27 Deceber, prooting electronic invoicing and creation of the accounting record for invoices in the Public Sector. Specific services to integrate vendors and service providers without their own electronic invoice issuing solution, through a special web portal for suppliers. E-INVOICING AS PUBLIC ADMINISTRATION MODERNIZING ELEMENT Public Adinistra ons at all levels (central governent, autonoous couni es or regional and local authori es) are soe of the biggest receivers of electronic invoices, given the large nuber and variety of services provided to ci zens. In consequence, the sheer nuber of suppliers required by the different public adinistra ons and organiss to provide these services entails handling assive volues of invoices payable, which o en gives rise to obstacles and probles of a procedural nature, resul ng in anageent inefficiencies and delays in processing payents to suppliers. So, electronic billing, as a syste that autoates the receipt and processing of these docuents, becoes a key tool to encourage efficiency and oderniza on in Spanish Public Adinistra on, in addi on to all the autonoous bodies responsible for the provision of public services to ci zens. The advantages of a paperless adinistra on benefits society as a whole, and in the case of e-billing the advantages are tangible. Huge savings copared to the cost of tradi onal paper anageent and shorter collec on es for public providers led to approval of the law fostering electronic invoicing passed on 27 Deceber However, regions such as the Valencian Counity an cipated the need to change over to electronic anageent and undertook refors to odernize the electronic billing anageent syste. To this end, the Generalitat Valenciana was one of the pioneering regional authori es with the rollout of Ge-Factura, developed with the EDI Portals technology fro EDICOM. Edico Business Case: GENERALITAT VALENCIANA (GVA) - EGovernent Pla or Pg. 1

2 WHY THE GVA DEVELOPED ITS ELECTRONIC INVOICING PLATFORM Background Order 2971/2007 Law 30/2007 on public tender European Direc ve 2010/45/UE Royal Decree 1619/2012 Since 2007, and always fro the General State Adinistra on, different ini a ves have been proposed to encourage the use of Electronic Invoicing in transac ons with the Public Adinistra on. Order 2971/2007 already governed the general criteria whereby bills in electronic forat are accepted by the General State Adinistra on and its dependent public organs. Ar cle 5 of said regula on specified the need to use an advanced electronic signature to ensure the integrity and authen city of electronic docuents. In addi on, the order also described the forat in which these invoices should be issued, and under the nae Facturae, laid down syntax and processing rules in line with W3C Extensible Markup Language (XML). Law 30/2007, on Public Sector procureent, also explicitly s pulates 1 August 2009 as the deadline date for the General State Adinistra on to be ready and able to receive and process electronic invoices fro its providers. Moreover, the subsequent publica on of European Direc ve 2010/45/UE on e-invoicing, which called for its transposi on deadline by January 2013, seeed to leave the ini a ves already rolled out up in the air, but the subsequent transposi on of Royal Decree 1619/2012 ade it clear that there would be no significant changes. Change anageent The legisla ve ini a ves developed since 2007 gave rise to nuerous oveents by suppliers and creditors of the Adinistra on, which translated as investents to adapt their infora on systes to be able to issue Facturae by the dates ini ally set out. The GVA, as a public body receiving invoices fro suppliers, decided to develop its own electronic invoice receiving pla or, conforing as closely as possible to the requireents detailed in the General State Adinistra on's dra project, in order to sooth the way for the different providers, any of which had already started to develop technological systes to fall into line with the legisla on. The decision to tackle this project addressed two concerns: Public service Ge-factura, the Valencian Public Adinistra on's electronic invoice recep on pla or, would allow iproveents thanks to autoa on of the processes for receiving, recording and cancelling accounts payable. Strealining these procedures, and thereby payent anageent, ul ately results in a be er response to suppliers and, finally, be er public services to ci zens. An cipa ng the legisla ve fraework The ai of the legisla ve ini a ves ipleented by the General State Adinistra on was to autoate the receipt of invoices fro service providers opera ng with the different central adinistra ons of the Spanish state. In an cipa on of the developent of new legisla ve fraeworks due to becoe andatory for the rest of the public, regional and local adinistra ons, the GVA decided to get in there first, developing its own invoice receiving pla or based on the scheas and standards defined in the General State odel. CHALLENGE FACED Internal and external service pla or The Generalitat Valenciana is an intricate patchwork of public bodies and adinistra ons with differing degrees of autonoy in their anageent. The need to ipleent a robust and efficient odel to handle the huge volue of bills received eant the GVA had to find its point of balance in the design of a solu on that would be quickly adaptable to the different scenarios of the GVA departents and anageent organiss. Addi onally, the pla or itself cae into being with a dual public service purpose that should be taken into considera on: Public service towards suppliers The GVA set out fro the need to develop solu ons accessible to 100% of its supplier counity. These included those with the greatest technological capabili es, ready to adapt their invoicing systes to the new requireents of the pla or, as well as others with less capability, who were equally en tled to service access even though they did not have their systes prepared. Public service towards other Adinistra ons The GVA, as the ost senior anageent body in the Valencian Counity, sought to develop a central billing pla or that would benefit the su of the Valencian Public Adinistra ons. The project had to be approached with a scalability criterion, allowing other Adinistra ons such as local councils, provincial authori es or public enterprises to quickly join the pla or with their own fraework to anage the receipt of invoices fro suppliers in electronic forat. Edico Business Case: GENERALITAT VALENCIANA (GVA) - EGovernent Pla or Pg. 2

3 GVA einvoicing platfor Supplier connections to e-invoicing platfor ASP - SaaS Billing Platfor Valencian Counity Public Adinistration fraeworks WEB PORTAL Facturae 3.1 Facturae 3.2 Edifact WEB Interface VIEWING DOWNLOAD STORAGE Iporting files FACTURAE, EDIFACT WEB ACCESS GVA (departents) WEB SERVICES Regional Auth. Direct Connectivity No anual processes. WEB SERVICES Security Secure connection to platfor by HTTPS protocol. Local. Auth. 1 SUPPLIER VAN VAN network Sending invoices via Edico s value added network EDICOMNet. Suppliers with EDI Connectivity for suppliers with a technological solution for exchanging invoices. EDI SOLUTION Pub.Ent. 1 Factura IIS integration Data Mapping Registration Errors Returns Data Integration ENTRY REGISTRY Invoice Status P. ADMIN. INVOICE REGISTRY Edico Business Case: GENERALITAT VALENCIANA (GVA) - EGovernent Pla or Pg. 3

4 SOLUTION Invoice Recep on Pla or The Generalitat Valenciana s Ge-Factura solu on consisted of developing a specific pla or to receive electronic invoices in the for s pulated by law. The integra on and accoun ng process for incoing invoices is autoa c, op izing the processes of registering, filing and processing all their accounts payable. In the following paragraphs we present the cornerstones that ade the GVA e-invoicing pla or developed by Edico a flagship Infora on Technology project in Public Adinistra on. A pla or totally up and running since 2010 and increasingly relevant, due to approval of the new law fostering electronic invoicing and the crea on of a single accoun ng record of payents for the public sector. ASP-SaaS EDI Solu on The solu on runs in ASP-SaaS ode, so all the technology and hardware and so ware resources needed to start up the GVA e-invoicing pla or reside in the Edico DPC (Data Processing Center), a server environent with the highest level security that offers a high availability odel based on the redundancy of any coponent or service. With this outsourced ac vity odality, the Valencian Governent ensures uninterrupted opera on of the electronic invoice receiving pla or, a key point fro the outset of the project, given the syste's obvious focus on public service (suppliers). In addi on, this type of rollout relieves the Generalitat Valenciana of costly installa ons to start up the EDI pla or, as well as the aintenance, upda ng and subsequent onitoring of all the resources involved in its opera ons. Working with a solu on in ASP-SaaS ode is crucial for the GVA, since it provides the autoa on echaniss needed for the processing and subsequent integra on with the internal anageent syste of over 800,000 invoices* received annually fro suppliers. Invoice recep on in ul ple forats Facturae 3.1 Facturae 3.2 Edifact The Generalitat Valenciana and its dependent agencies have over 20,000 suppliers*, each belonging to different produc on sectors where they are ost likely to already have a par cular electronic invoicing forat. To respond to this need, the pla or is set up as a ul -forat syste that enables the receipt and integra on into the syste of different electronic docuent forats, as long as they are constructed in accordance with the legal requireents currently in force This way, the syste receives electronic invoices through the two ajor forats used by alost 100% of does c e-coerce: Facturae 3.1 y 3.2 EDIFACT (INVOIC) *Details updated in 2011 Direct connec vity with Local Adinistra ons One of the solu on's ain ais is to provide a pla or for the Generalitat Valenciana s suppliers where, as public service providers, they can send their bills for services rendered in electronic forat. It is iportant to take the disparity of copanies that encopass the spectru into account, par cularly the different degrees of technological developent they present. To this end, the pla or introduces different connec vity features that enable the electronic eans of counica on necessary so that any supplier, regardless of their technical resources, can rest assured that their invoices will reach the corresponding Public Adinistra on with axiu security and confiden ality guaranteed and in the legally required forat. Vendor Portal Ge-factura includes a portal for suppliers integrated in its electronic invoice recep on pla or, which siplifies the process of issuing invoices for suppliers. They can send their docuents in digital forat to all the Valencian Public Adinistra ons signed up to Ge-factura, with no need for any adapta on procedure to a billing syste. The portal provides copanies without technological capability a safe, private environent, where they can use siple data entry screens to create their invoices with the necessary legal safeguards. This includes the crea on of an XML file digitally signed with recognized cer fica on to assure docuent authen city and integrity. This is a very siple process, where the users are authorized in the pla or before receiving their personal access keys. This way, using their previously allocated login, they can access their own private fraework to generate and send new electronic docuents or interact with the docuents already created and stored for subsequent checking, downloading or prin ng out by the suppliers. Web Service connec on The Generalitat Valenciana pla or offers other direct connec vity op ons without having to generate or iport the docuent anually via the Vendor Portal for those businesses that have an infora on syste ready for the crea on of legal invoices. The solu on includes a web services connector that enables the counica on echaniss needed for direct and secure data transission with the Adinistra on. With this copletely transparent process, copanies can take the tasks involved in subi ng the invoice file anually out of the loop. However, Edico Business Case: GENERALITAT VALENCIANA (GVA) - EGovernent Pla or Pg. 4

5 copanies choosing this connec on op on ust have their own eans of genera ng electronic invoices copa ble with the forats accepted by the pla or (Facturae, Edifact) and including the electronic signature. EDICOMNet, secure network for electronic data interchange EDICOM is Spain's leading provider of technological solu ons for exchanging electronic docuents such as digital invoices. To exchange the data, value added networks (VANs) are used which provide the security and traceability needed for this type of sensi ve infora on. Through EDICOMNet, Edico s value added network, the Generalitat s suppliers who already have an EDI (electronic data interchange) solu on and a ailbox for sending and receiving infora on on the EDICOM network have a point of direct and autoa c counica on to send their bills to any Valencian public body using the electronic billing pla or. This way, businesses using an EDI solu on with Edico connect directly and transparently to the GVA, to send the invoices generated previously autoa cally by the solu on on the basis of the data fro their own ERP or accoun ng syste. In addi on, the EDI solu on generates the invoices with the necessary legal requireents, forat and acknowledged electronic signature. Syste scalable to other en es linked with the Generalitat Valenciana One of the Generalitat Valenciana s ain requireents when star ng up the project was being able to furnish the rest of the regional governent s dependent adinistra ons with a syste to receive electronic invoices fro their suppliers. To this end, the pla or was developed applying axiu scalability criteria, giving local authori es, regional councils or public enterprises the possibility of a quick and flexible start-up to their own fraework for exchanging electronic invoices with their suppliers. The GVA s billing pla or has since been joined by different fraeworks for the regional councils, local authori es and public copanies. This is a prie exaple of the level of scalability, which offers each par cipa ng organis the technological resources needed to start up a anageent environent with the sae features as the central pla or and fully guaranteed availability. The syste scalability allowing swi rollout of the new fraeworks is based on EDICOM s technological structure, which provides its solu ons and services through the EDICOM B2B Cloud Pla or. A technological environent with self-developed so ware, peranently updated hardware, counica ons systes and anageent services that enable the spread of cu ng-edge electronic data transission odels like the Generalitat Valenciana s electronic billing pla or. Edico s technological infrastructure guarantees quick and peranent access to the user environent and a con nuous, sooth and secure exchange of data totally integrated with the internal anageent systes of the GVA and associated organiss in the pla or. With approval of the law proo ng electronic invoicing, local governent adinistra ons are obliged to receive and register these docuents in electronic forat, so the GVA s electronic billing pla or is currently state-of-the-art and its features for rolling out new fraeworks respond to the new needs to be faced by local authori es and siilar bodies throughout Internal IIS anageent syste integra on echaniss When the invoice has been processed and validated by the solu on, integra on with the GVA s IIS begins. At this point, three autoa c data integra on processes are launched in response to the Generalitat Valenciana s needs: Integra on with the GVA central ERP. Data integra on with the entry registry. Data integra on with the central invoice registry. With this strealined data integra on odel, the applica on responds to the legal obliga ons of the Public Adinistra- ons which, under the Law on electronic invoicing and crea on of a single accoun- ng record for invoices in the public sector, ust enable an internal syste whereby an accoun ng record of invoices is kept for onitoring by the Tax Agency. The solu on also autoa cally generates a set of status updates providing real- e infora on on the situa on of invoices sent by suppliers to the Generalitat Valenciana and affiliated bodies. The status updates are directly integrated with the internal anageent syste of each Adinistra on, so that they know if invoices have been registered correctly, contain errors or have been returned to their issuer. Edico Business Case: GENERALITAT VALENCIANA (GVA) - EGovernent Pla or Pg. 5

6 PLATFORM BENEFITS Legal alignent The pla or provides solu ons to all legal requireents currently in force in Spain on the issue of electronic billing, for exaple those affec ng the construc on forat of the invoice and the applica on of acknowledged electronic signature echaniss. Moreover, it is totally in line with the new law encouraging electronic invoicing with the Public Adinistra ons, including a syste of data integra on with the central invoice registry. Custoized layout The whole pla or fro the Ge-factura portal, which suppliers access to create and send their invoices, to the applica on's anageent fraework, is custoized with a graphic interface adapted to the visual iden ty of the Generalitat Valenciana. Traceability The applica on provides real- e infora on on the status of electronic invoices. The solu on user can tell if the invoices have been recorded posi vely, contain errors or have been returned. Autoa c invoice recep on and integra on processes The valida on and checking process can be autoated on the basis of the data contained in docuent. The electronic origin of the docuent allows autoa c integra on into the GVA s internal syste and its recording in the registries legally s pulated for its onitoring. Greater security Invoices are sent using private networks or specific services such as Web Services. In addi on, digital signature systes ensure the integrity, source and authen city of these invoices. Cost reduc on Adinistra ons and suppliers see their costs cut in ters of invoice issuance, delivery and archiving. Several studies have shown that this saving can reach up to 90% copared to tradi onal billing processes. General benefits of e-invoicing Enhanced efficiency of adinistra ve processes. Cu ng costs. No huan error. Shorter delivery and bill collec on es. Enhanced security in business transac ons. Takes paper out of the daily adinistra ve anageent loop. Secure and legal invoice storage. Contact SPAIN [email protected] Phone FRANCE [email protected] Phone +33 (0) MEXICO [email protected] Phone Phone D.F. (55) BRAZIL [email protected] Phone +55 (11) LOCAL PHONES ** U.K NEDERLAND GERMANY PORTUGAL ITALY [email protected] Phone USA [email protected] Phone ARGENTINA [email protected] [email protected] Phone +54 (11) **Only for calls fro the country indicated. Edico Business Case: GENERALITAT VALENCIANA (GVA) - EGovernent Pla or Pg. 6