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Task 1. EDI and Business
        Standards

       Mounir El-Khoury
        MKEnterprise

   eInvoicing WS Public Event, Brussels 11 April 2006
Task 1. EDI and Business Standards

Task 1.1 European model EDI Agreement
Task 1.2 Invoice Core Components
Task 1.3 Party and Product identifiers
Task 1.4 Standard Codes for clauses
         included in invoices
Task 1.5 Survey on Invoice Data Content




       eInvoicing WS Public Event, Brussels 11 April 2006
Task 1.1 European model
                         EDI Agreement
VAT Directive 2001/115/EC references Commission
Recommendation (CR) 1994/820/EC for EDI Definition

EDI in CR 1994/820/EC is restrictive, limited to UN/EDIFACT
and needed to be brought up to date

Old definition of EDI here below and text of CR 1994/820/EC
have been revised, See Task 1.1.
‘Electronic data interchange is the electronic transfer, from
computer to computer, of commercial and administrative data
using an agreed standard to structure an EDI message’.



           eInvoicing WS Public Event, Brussels 11 April 2006
Task 1.1 European model
                         EDI Agreement
2.2. EDI: (Proposed definition is open)
Electronic data interchange is the transfer of commercial,
administrative and business information between computer
systems, using data formats which have been mutually
agreed by the parties.

Proposed revision and update of document CR 1994/820/EC
has been submitted to DG Enterprise, Taxud, Information
Society and Open Review
       No negative comments received
       Approved by CEN Workshop



           eInvoicing WS Public Event, Brussels 11 April 2006
Task 1.1 European model
                            EDI Agreement
Importance of this revision:
   To open CR 1994/820/EC and not limit it to UN/EDIFACT
   standards or other standards because new developments are in
   XML:
          UN/CEFACT
          e-public procurement, e-Government, ..
          GS1, RosettaNet, Eurofer, …

   In VAT Directive, EDI users may not be required by Member
   States to use AES or QES for eInvoicing if they meet
   requirements of authenticity and integrity



              eInvoicing WS Public Event, Brussels 11 April 2006
Task 1.2 Invoice Core
                               Components
Task 1.2 :
To submit the invoice data content details identified in
the VAT Directive for the creation of the relevant
UN/CEFACT Core Components

Work progressing according to UN/CEFACT:
 Core Components Technical Specification
 Submission rules and procedures (Lengthy)
 TBG17 Harmonisation with other submissions
Task 1.2 Invoice Core
                                          Components
 UN/CEFACT eInvoice BRS (Business Requirements
 Specification) and RSM (Requirements Specification
 Mapping) already approved by UN/CEFACT
 Available on UN/CEFACT TBG1 Supply Chain and
 Procurement Website
http://webster.disa.org/cefact-groups/tbg/wg/tbg1_main.cfm

 Core Components of the invoice will be available by
 May 2006

 UN/CEFACT ebXML schema of the Cross industry
 invoice will be published in October 2006
             eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                           identifiers
VAT Directive requires Invoices to have:
     Name and address of parties
     Description of product or service

But most present day eBusiness communities
are using coded identifiers for Parties and
Products; (automotive, retail and distribution,
electronics, chemical …)
Descriptive identifiers do not fulfil role of
identifiers in eBusiness transactions

         eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                                  identifiers
Proposed amendment to VAT directive 2001/115/EC
to permit coded identifiers:
   The full name and address and / or a unique
   coded identification of the taxable person; where
   necessary the taxable person’s tax representative;
   and of his customer;

  The quantity and nature, as a coded identifier
  and / or description, of the goods supplied or the
  extent and nature, as a coded identifier and / or
  description, of the services rendered;


         eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                                       identifiers
From Survey of Member States (Task 1.5)

  Member States requiring textual identifiers for name and address
  be, cy, ee, el, fr, hu, it, li, mt, pt, si, sk, ch

  Member States permitting coded identifiers instead of name and
  address (Look up tables to be made available to convert code to
  text)
  at, cz, dk, fi, nl, se, uk

  Member States permitting coded identifiers for Products and
  Services (Look up tables to be made available to convert code to
  text)
  at, be, dk, cz, fi, mt, nl, si, se, uk, ch



              eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                                    identifiers
Using text identifiers is not satisfactory
in eBusiness
Look up tables provides full details of Party, product or
service
Coded identifiers permit details to be picked up in different
languages in cross border trade




           eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                           identifiers
Examples of party identifiers:
     Issued by public authorities, e.g. SIRET,
     SIREN, VAT administrations, ..
     Issued by international organizations, e.g. GS1
     Global Location Number (GLN), D&B Dun’s
     number, IATA, …
     Mutually agreed Identifiers by the trading
     partners, e.g. Seller’s party identifier, buyer’s
     party identifier,


         eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                             identifiers
Example of Product and service identifiers:
      Identifiers issued by international organizations
               GSI - GTIN Global Trade Item Number (GS1)
               Digital Object Identifiers
               IATA
               FIATA
      Identifiers issued by public authorities
               National Health Service, National Drug Code,
      Identifiers mutually agreed by trading partners




           eInvoicing WS Public Event, Brussels 11 April 2006
Task1.3 Party and Product
                              identifiers
Requirement by authorities:
Parties to maintain ‘Look Up tables’ to provide the clear
text equivalence using the identifiers for the period of
storage of the electronic invoices (5-10 years) :
          Name and address of parties
          Description of product or service




            eInvoicing WS Public Event, Brussels 11 April 2006
Task1.4 Standard Codes for
         clauses included in invoices
Text clauses inserted in Electronic Invoices for VAT exemptions,
Reverse charges, Margin scheme supplies, Intra-community
supply of New Means of Transport, etc. create problems;
        Not electronically processable, contrary to objectives of
        the Directive 2001/115/EC for electronic invoicing
        Absence of an agreed pan-European convention
        creates artificial barriers for cross-border trade
        Reference to national legislation in cross border
        invoicing has no meaning in another EU Member State.
        Problems in cross border ‘Self Billing’ where customer
        may not know exemptions relevant to his supplier
        …


           eInvoicing WS Public Event, Brussels 11 April 2006
Task1.4 Standard Codes for
             clauses included in invoices
CEN Workshop Recommendation:
  To develop codes to replace plain text clauses to meet the
  needs of the Invoicing Directive, with regard to “indications” of:
         Supplies that are Exempt from VAT
         Supplies that are subject to the Reverse Charge
         procedure
         Supplies that are subject to Margin Schemes
         Intra-Community supplies of New Means of Transport
         (motor cars)




               eInvoicing WS Public Event, Brussels 11 April 2006
Task1.4 Standard Codes for clauses
                           included in invoices

From survey of member states (Task 1.5), response was very
positive to develop a standard code set based on ODETTE’s work;
   19 Member States approve proposal for coded representation
   Portugal still needs to address point
   Ireland, Coded text not acceptable at present
   4 Member States still to respond
   Several member states request simplification and limiting the
   number of clauses




              eInvoicing WS Public Event, Brussels 11 April 2006
Task1.4 Standard Codes for
         clauses included in invoices
Code : AAC Exempt – Article 28c(A) of Directive
            77/388/EC
Meaning:    Exempt Intra-Community supplies of
            goods.
Explanation: To be used when invoicing goods
            which are delivered from one EC
            country to another EC country if the
            customer has a VAT number in another
            EC country.



          eInvoicing WS Public Event, Brussels 11 April 2006
Task1.4 Standard Codes for
            clauses included in invoices
Next Steps:
a)    Get formal approval of the code list from interested parties
           User groups
           Member states VAT administration
           EU Taxud
b)    Submit approved code list for official translation into Member
      State languages
c)    Prepare explanatory documentation to support the
      dissemination of the code list
d)    Request CEN to take responsibility for maintenance in
      UN/CEFACT



               eInvoicing WS Public Event, Brussels 11 April 2006
Task1.5 Survey on Invoice
                            Data Content
Survey sent to EU Member States and EFTA to obtain information
On:
   Storage of electronic invoices (dealt later by H. Salmi)
   Update 2003 survey of data content usage
   Proposal to introduce codes to replace plain text clauses,
   already dealt with in Task 1.4

   Summary of Survey available in Task 1.5 handout in Section 5,
   but MS Responses available in electronic version of report
   Response received from 21 Member States and Switzerland



              eInvoicing WS Public Event, Brussels 11 April 2006
Task1.5 Response to Survey
     Invoice Data Content & Storage
                                   nl               Netherlands
at    Austria
                                   pt               Portugal
be    Belgium
                                   si               Slovenia
cy    Cyprus
                                   sk               Slovakia
cz    Czech Rep.
                                   se               Sweden
dk    Denmark
                                   uk               United King.
ee    Estonia
                                   ch               Switzerland
fi    Finland
fr    France
el    Greece
hu    Hungary
                               Responses still      come
ie    Ireland
                                 de                 Germany
it    Italy
                                 lu                 Luxembourg
li    Lithuania
lv    Latvia                     sp                 Spain
mt    Malta                      pl                 Poland*

                                   *Unofficial response
     eInvoicing WS Public Event, Brussels 11 April 2006
Task1.5 Survey on Invoice
                                   Data Content
Summary of issues on data content available in Task 1.5
    Section 5
    Date of invoice:
Recommendation: Include date format in electronic invoices using
international code set
    Sequential invoice number:
Remark: Some countries only require a unique invoice number.
Guidelines provided to form unique sequential number
    VAT number (Seller and Buyer)
Some MS may not require them for certain transaction
Some MS only require use of Country Code for intra-community
    trade
Some MS have VAT numbers that differ from agreed form


              eInvoicing WS Public Event, Brussels 11 April 2006
Task1.5 Survey on Invoice
                                   Data Content
      Party’s full Name and address
See task 1.3
      Product or service description
See task 1.3
      Date of supply or payment
Some differences between members states
      Break-down of the Taxable amount per VAT rate or
      exemption
Some differences between member states
      Quantity or extent
Recommend use of Unit of Measure in electronic invoices


              eInvoicing WS Public Event, Brussels 11 April 2006
Task1.5 Survey on Invoice
                                   Data Content
Summary
  No problem for eInvoicing within a member state
  Business can carry out cross border electronic transactions but
  differences in MS regulation could cause problems in some
  situations to trading partners
Next Steps proposed:
  Resolve identified differences in national regulation
  Develop Common best practice procedures in electronic
  invoicing to complement the 25 National Guidelines for cross
  border electronic invoicing, it would help business and SMEs




              eInvoicing WS Public Event, Brussels 11 April 2006
Thank you


     Questions/comments?

    <mounir.el-khoury@pi.be>


http://comelec.afnor.fr/cen/wsei

      eInvoicing WS Public Event, Brussels 11 April 2006

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CEN/ISSS Task 1. EDI and Business Standards

  • 1. Task 1. EDI and Business Standards Mounir El-Khoury MKEnterprise eInvoicing WS Public Event, Brussels 11 April 2006
  • 2. Task 1. EDI and Business Standards Task 1.1 European model EDI Agreement Task 1.2 Invoice Core Components Task 1.3 Party and Product identifiers Task 1.4 Standard Codes for clauses included in invoices Task 1.5 Survey on Invoice Data Content eInvoicing WS Public Event, Brussels 11 April 2006
  • 3. Task 1.1 European model EDI Agreement VAT Directive 2001/115/EC references Commission Recommendation (CR) 1994/820/EC for EDI Definition EDI in CR 1994/820/EC is restrictive, limited to UN/EDIFACT and needed to be brought up to date Old definition of EDI here below and text of CR 1994/820/EC have been revised, See Task 1.1. ‘Electronic data interchange is the electronic transfer, from computer to computer, of commercial and administrative data using an agreed standard to structure an EDI message’. eInvoicing WS Public Event, Brussels 11 April 2006
  • 4. Task 1.1 European model EDI Agreement 2.2. EDI: (Proposed definition is open) Electronic data interchange is the transfer of commercial, administrative and business information between computer systems, using data formats which have been mutually agreed by the parties. Proposed revision and update of document CR 1994/820/EC has been submitted to DG Enterprise, Taxud, Information Society and Open Review No negative comments received Approved by CEN Workshop eInvoicing WS Public Event, Brussels 11 April 2006
  • 5. Task 1.1 European model EDI Agreement Importance of this revision: To open CR 1994/820/EC and not limit it to UN/EDIFACT standards or other standards because new developments are in XML: UN/CEFACT e-public procurement, e-Government, .. GS1, RosettaNet, Eurofer, … In VAT Directive, EDI users may not be required by Member States to use AES or QES for eInvoicing if they meet requirements of authenticity and integrity eInvoicing WS Public Event, Brussels 11 April 2006
  • 6. Task 1.2 Invoice Core Components Task 1.2 : To submit the invoice data content details identified in the VAT Directive for the creation of the relevant UN/CEFACT Core Components Work progressing according to UN/CEFACT: Core Components Technical Specification Submission rules and procedures (Lengthy) TBG17 Harmonisation with other submissions
  • 7. Task 1.2 Invoice Core Components UN/CEFACT eInvoice BRS (Business Requirements Specification) and RSM (Requirements Specification Mapping) already approved by UN/CEFACT Available on UN/CEFACT TBG1 Supply Chain and Procurement Website http://webster.disa.org/cefact-groups/tbg/wg/tbg1_main.cfm Core Components of the invoice will be available by May 2006 UN/CEFACT ebXML schema of the Cross industry invoice will be published in October 2006 eInvoicing WS Public Event, Brussels 11 April 2006
  • 8. Task1.3 Party and Product identifiers VAT Directive requires Invoices to have: Name and address of parties Description of product or service But most present day eBusiness communities are using coded identifiers for Parties and Products; (automotive, retail and distribution, electronics, chemical …) Descriptive identifiers do not fulfil role of identifiers in eBusiness transactions eInvoicing WS Public Event, Brussels 11 April 2006
  • 9. Task1.3 Party and Product identifiers Proposed amendment to VAT directive 2001/115/EC to permit coded identifiers: The full name and address and / or a unique coded identification of the taxable person; where necessary the taxable person’s tax representative; and of his customer; The quantity and nature, as a coded identifier and / or description, of the goods supplied or the extent and nature, as a coded identifier and / or description, of the services rendered; eInvoicing WS Public Event, Brussels 11 April 2006
  • 10. Task1.3 Party and Product identifiers From Survey of Member States (Task 1.5) Member States requiring textual identifiers for name and address be, cy, ee, el, fr, hu, it, li, mt, pt, si, sk, ch Member States permitting coded identifiers instead of name and address (Look up tables to be made available to convert code to text) at, cz, dk, fi, nl, se, uk Member States permitting coded identifiers for Products and Services (Look up tables to be made available to convert code to text) at, be, dk, cz, fi, mt, nl, si, se, uk, ch eInvoicing WS Public Event, Brussels 11 April 2006
  • 11. Task1.3 Party and Product identifiers Using text identifiers is not satisfactory in eBusiness Look up tables provides full details of Party, product or service Coded identifiers permit details to be picked up in different languages in cross border trade eInvoicing WS Public Event, Brussels 11 April 2006
  • 12. Task1.3 Party and Product identifiers Examples of party identifiers: Issued by public authorities, e.g. SIRET, SIREN, VAT administrations, .. Issued by international organizations, e.g. GS1 Global Location Number (GLN), D&B Dun’s number, IATA, … Mutually agreed Identifiers by the trading partners, e.g. Seller’s party identifier, buyer’s party identifier, eInvoicing WS Public Event, Brussels 11 April 2006
  • 13. Task1.3 Party and Product identifiers Example of Product and service identifiers: Identifiers issued by international organizations GSI - GTIN Global Trade Item Number (GS1) Digital Object Identifiers IATA FIATA Identifiers issued by public authorities National Health Service, National Drug Code, Identifiers mutually agreed by trading partners eInvoicing WS Public Event, Brussels 11 April 2006
  • 14. Task1.3 Party and Product identifiers Requirement by authorities: Parties to maintain ‘Look Up tables’ to provide the clear text equivalence using the identifiers for the period of storage of the electronic invoices (5-10 years) : Name and address of parties Description of product or service eInvoicing WS Public Event, Brussels 11 April 2006
  • 15. Task1.4 Standard Codes for clauses included in invoices Text clauses inserted in Electronic Invoices for VAT exemptions, Reverse charges, Margin scheme supplies, Intra-community supply of New Means of Transport, etc. create problems; Not electronically processable, contrary to objectives of the Directive 2001/115/EC for electronic invoicing Absence of an agreed pan-European convention creates artificial barriers for cross-border trade Reference to national legislation in cross border invoicing has no meaning in another EU Member State. Problems in cross border ‘Self Billing’ where customer may not know exemptions relevant to his supplier … eInvoicing WS Public Event, Brussels 11 April 2006
  • 16. Task1.4 Standard Codes for clauses included in invoices CEN Workshop Recommendation: To develop codes to replace plain text clauses to meet the needs of the Invoicing Directive, with regard to “indications” of: Supplies that are Exempt from VAT Supplies that are subject to the Reverse Charge procedure Supplies that are subject to Margin Schemes Intra-Community supplies of New Means of Transport (motor cars) eInvoicing WS Public Event, Brussels 11 April 2006
  • 17. Task1.4 Standard Codes for clauses included in invoices From survey of member states (Task 1.5), response was very positive to develop a standard code set based on ODETTE’s work; 19 Member States approve proposal for coded representation Portugal still needs to address point Ireland, Coded text not acceptable at present 4 Member States still to respond Several member states request simplification and limiting the number of clauses eInvoicing WS Public Event, Brussels 11 April 2006
  • 18. Task1.4 Standard Codes for clauses included in invoices Code : AAC Exempt – Article 28c(A) of Directive 77/388/EC Meaning: Exempt Intra-Community supplies of goods. Explanation: To be used when invoicing goods which are delivered from one EC country to another EC country if the customer has a VAT number in another EC country. eInvoicing WS Public Event, Brussels 11 April 2006
  • 19. Task1.4 Standard Codes for clauses included in invoices Next Steps: a) Get formal approval of the code list from interested parties User groups Member states VAT administration EU Taxud b) Submit approved code list for official translation into Member State languages c) Prepare explanatory documentation to support the dissemination of the code list d) Request CEN to take responsibility for maintenance in UN/CEFACT eInvoicing WS Public Event, Brussels 11 April 2006
  • 20. Task1.5 Survey on Invoice Data Content Survey sent to EU Member States and EFTA to obtain information On: Storage of electronic invoices (dealt later by H. Salmi) Update 2003 survey of data content usage Proposal to introduce codes to replace plain text clauses, already dealt with in Task 1.4 Summary of Survey available in Task 1.5 handout in Section 5, but MS Responses available in electronic version of report Response received from 21 Member States and Switzerland eInvoicing WS Public Event, Brussels 11 April 2006
  • 21. Task1.5 Response to Survey Invoice Data Content & Storage nl Netherlands at Austria pt Portugal be Belgium si Slovenia cy Cyprus sk Slovakia cz Czech Rep. se Sweden dk Denmark uk United King. ee Estonia ch Switzerland fi Finland fr France el Greece hu Hungary Responses still come ie Ireland de Germany it Italy lu Luxembourg li Lithuania lv Latvia sp Spain mt Malta pl Poland* *Unofficial response eInvoicing WS Public Event, Brussels 11 April 2006
  • 22. Task1.5 Survey on Invoice Data Content Summary of issues on data content available in Task 1.5 Section 5 Date of invoice: Recommendation: Include date format in electronic invoices using international code set Sequential invoice number: Remark: Some countries only require a unique invoice number. Guidelines provided to form unique sequential number VAT number (Seller and Buyer) Some MS may not require them for certain transaction Some MS only require use of Country Code for intra-community trade Some MS have VAT numbers that differ from agreed form eInvoicing WS Public Event, Brussels 11 April 2006
  • 23. Task1.5 Survey on Invoice Data Content Party’s full Name and address See task 1.3 Product or service description See task 1.3 Date of supply or payment Some differences between members states Break-down of the Taxable amount per VAT rate or exemption Some differences between member states Quantity or extent Recommend use of Unit of Measure in electronic invoices eInvoicing WS Public Event, Brussels 11 April 2006
  • 24. Task1.5 Survey on Invoice Data Content Summary No problem for eInvoicing within a member state Business can carry out cross border electronic transactions but differences in MS regulation could cause problems in some situations to trading partners Next Steps proposed: Resolve identified differences in national regulation Develop Common best practice procedures in electronic invoicing to complement the 25 National Guidelines for cross border electronic invoicing, it would help business and SMEs eInvoicing WS Public Event, Brussels 11 April 2006
  • 25. Thank you Questions/comments? <mounir.el-khoury@pi.be> http://comelec.afnor.fr/cen/wsei eInvoicing WS Public Event, Brussels 11 April 2006