IDABC e-Invoicing – e-Ordering Meeting with Suppliers IDABC stands for Interoperable Delivery of European eGovernment Services to public Administrations, Business and Citizens 02 July 2009

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

Calendar Date Event 29/06/09 Delivery of the ICD 1.5 for review (Draft version) 02/07/09 Delivery of the ICA - start of signing process Meeting: Explanation of the ICD v1.5 (Draft version) 10/07/09 Deadline for comments on the ICD v1 .5 17/07/2009 (at the latest) Delivery of the final ICD v2.0 (Final version) From 20/07/2009 Conformance Testing possible on the Pre-Prod Environment

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

New Services Profiles Business Processes (BP) Services supported by the Suppliers for each Profile Basic Invoice Profile (Pilot) Invoice with Dispute Profile (Phase 2a) Procurement Cycle Profile (Phase 2b) Billing BP Web services Invoice Service Credit Note Service Payment Reminder Service Ordering BP Web services Order Response Service Support Informational Web Services Attached Document Service Status Request Service Inbox Request Service Query Request Service Retrieve Request Service Notification Service

New Services Service Description Example Inbox Request Service Synchronous web service call to retrieve a list containing all documents addressed to the Supplier and still not retrieved by the Supplier Supplier submits an Inbox Request to see that e-PRIOR has sent a pdf containing a dispute letter to the virtual Inbox of the Supplier Query Request Service Synchronous web service call to retrieve a list containing all documents previously exchanged inbound or outbound documents matching specific criteria Supplier wants to retrieve a list of all Invoices sent to e-PRIOR during the last two months Retrieve Request Service Synchronous web service call to retrieve a document that is either addressed to the Supplier or has been previously submitted by the Supplier Supplier wants to retrieve an outbound message sent by e-PRIOR Notification Service Business notification informing the Supplier that: • Outbound messages are made available to the Supplier • An errors has occurred in an asynchronous process Supplier is informed by e-mail that a new document is available in its Inbox.

Piloted vs. New Services

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

replace the contents of Guidelines ICD\Annexes\008 FAQ FAQ01_Invoice_Mapping_v1.0.doc FAQ02_WSDL_Location_v1.0.doc FAQ03_Preemptive_Authentication_v1.0.doc FAQ04_Business_Rules_Severity_v1.0.doc FAQ05_Invoice_ID_Reuse_v2.0.doc FAQ06_DIGIT_CompanyID_v2.0.doc FAQ07_DIGIT_ValidAttachmentTypes_v1.0.doc FAQ08_Periods_v1.0.doc FAQ09_Percent_v1.0.doc FAQ10_Measures_Quantities_and_Prices_v1.0.doc FAQ11_Dates_v1.0.doc FAQ12_Amount_v1.0.doc FAQ13_Payment_Means_Guideline_v1.0.doc FAQ14_Tax_Information_Guideline_v1.0.doc FAQ15_Calculations_v1.0.doc FAQ16_Allowances_and_ Charges_v1.0.doc FAQ17_Invoice_Dispute_Resolution_v1.0.doc Attention Note This presentation does not replace the contents of these documents!

Allowances and Charges VAT and other taxes paid to the public authorities must not be specified as Allowance Charges. At document level, the following rules apply: When marked as a charge should be summed in the Legal Monetary Total/ ChargeTotalAmount. When marked as an allowance should be summed in the Legal Monetary Total/ AllowanceTotalAmount. At line level, the following rules apply: All allowances and charges must be included. This means they must be summed in the LineExtensionAmount of the line in question. However, they should not be included in the AllowanceTotalAmount and ChargeTotalAmount elements in the LegalMonetaryTotal class. At line level, under the Price information item. This option should only be used to specify a charge/ allowance that always applies to a given item. These charges and allowances should have already been included in the PriceAmount. <cac:AllowanceCharge> <cbc:ChargeIndicator>true</cbc:ChargeIndicator> <cbc:AllowanceChargeReasonCode>94</cbc:AllowanceChargeReasonCode> <cbc:Amount currencyID="EUR">1000</cbc:Amount> <cac:TaxCategory> <cbc:ID>S </cbc:ID> <cac:TaxScheme> <cbc:ID>VAT</cbc:ID> </cac:TaxScheme> </cac:TaxCategory> </cac:AllowanceCharge>

Payment Means Cannot be used to replace the specific points covered by the framework and/or specific agreements. When no specific Payment Means is required, the Payment Means Code = “1” (instrument not defined) should be used. Payment Due Date should be the one specific in the framework and/or specific agreement. For European payments, the Payment Channel should be IBAN. Payment Channel Code: IBAN; Payee Financial Account/ID: IBAN number Payee Financial Account/Financial Institution/ID: BIC for use in automated processing in banking and related financial environments. As an exception, domestic identifiers may be used: Payment Channel Code: BBAN; Payee Financial Account/ID: Domestic account identifier. Payee Financial Account/Financial Institution/ID: BIC.

Tax Totals In the case of multiple taxes (i.e. Tax Schemes), a different Tax Total should be used to specify the total tax amount for a given Tax Scheme. Tax Total contains one or more instances of Tax Subtotal; a separate Tax Subtotal should be used for each Tax Category/ Percent combination within the Tax Scheme.

Tax Totals, example <cac:TaxTotal> <cbc:TaxAmount currencyID="EUR">5</cbc:TaxAmount> <cac:TaxSubtotal> <cbc:TaxableAmount currencyID="EUR">2000</cbc:TaxableAmount> <cbc:CalculationSequenceNumeric>1</cbc:CalculationSequenceNumeric> <cac:TaxCategory> <cbc:ID>S</cbc:ID> <cbc:BaseUnitMeasure unitCode="EA">1</cbc:BaseUnitMeasure> <cbc:PerUnitAmount currencyID="EUR">1</cbc:PerUnitAmount> <cac:TaxScheme> <cbc:ID>ENV</cbc:ID> <cbc:Name>Recupel</cbc:Name> </cac:TaxScheme> </cac:TaxCategory> </cac:TaxSubtotal> </cac:TaxTotal> <cbc:TaxAmount currencyID="EUR">453.05</cbc:TaxAmount> <cbc:TaxableAmount currencyID="EUR">453.05</cbc:TaxableAmount> <cbc:TaxAmount currencyID="EUR">421.05</cbc:TaxAmount> <cbc:CalculationSequenceNumeric>2</cbc:CalculationSequenceNumeric> <cbc:Percent>21</cbc:Percent> <cbc:TaxExemptionReason> BE exemption from VAT - article 42 paragraph 3 point 3 of the VAT code </cbc:TaxExemptionReason> <cbc:ID>VAT</cbc:ID> <cbc:TaxableAmount currencyID="EUR">32</cbc:TaxableAmount> <cbc:TaxAmount currencyID="EUR">32</cbc:TaxAmount> <cbc:CalculationSequenceNumeric>3</cbc:CalculationSequenceNumeric> <cbc:ID>Z</cbc:ID> <cbc:Percent>0</cbc:Percent> <cbc:TaxExemptionReason>BE exemption from VAT - article 42 paragraph 3 point 3 of the VAT code </cbc:TaxExemptionReason>

Tax Calculation Sequence If an invoice contains several taxes, the Calculation Sequence Numeric states that: the Taxable Amount in a Tax Subtotal with Calculation Sequence Numeric ‘2’ is the sum of Taxable Amount and Tax Amount from the Tax Subtotal with Calculation Sequence Numeric ‘1’. the Taxable Amount in a Tax Subtotal with Calculation Sequence Numeric ‘3’ is the sum of Taxable Amount and Tax Amount from the Tax Subtotal with Calculation Sequence Numeric ‘2’.

Tax Category Tax rate for the category expressed as a percentage. Tax is applied at a certain rate per unit. Code: “Generic” reasons for exemption. Text: “National references should be added here. ID: The identifier for the Tax Category. Base Unit Measure: Measure of unit where a tax is applied at a certain rate per unit. Per Unit Amount: Where a tax is applied at a certain rate per unit, the rate per unit is applied. Percent: If applicable, the tax rate for the category expressed as a percentage. Tax Exemption Reason Code: The reason for Tax being exempted expressed as a code Tax Exemption Reason: The reason for Tax being exempted as text.

Tax details at line level Any tax information at line level is informative. The LineExtensionAmount must not include tax amounts. In practice, this means that the final tax calculation is performed at document level, after the relevant taxable amounts have been totalled. Tax information can be specified in the same way as at Document level using Tax Total, Tax Subtotal, Tax Category, and Tax Scheme. Alternatively, the Classified Tax Category in the Item on the Invoice Line can be used if all that is required is the tax percentage rather than the tax amount.

Calculations (1) LineExtensionAmount = Σ LineExtensionAmount (at line level) Attention Notes: The LineExtensionAmount (at line level) is the total amount for the Invoice Line, including Allowance Charges but net of taxes. Any tax calculation at line level is informative. Any allowances and charges under the Price information item must not be considered when calculating the LineExtensionAmount and consequently the LegalMonetaryTotal.

Calculations (2) AllowanceTotalAmount = Σ Amount (AllowanceCharge/Amount where ChargeIndicator = “false”) at document level ChargeTotalAmount = Σ Amount (AllowanceCharge/Amount where ChargeIndicator = “true”) at document level True = Charge False= Allowance

Calculations (3) TaxExclusiveAmount = LegalMonetaryTotal/LineExtensionAmount + LegalMonetaryTotal/ChargeTotalAmount - LegalMonetaryTotal/AllowanceTotalAmount TaxInclusiveAmount = LegalMonetaryTotal/TaxExclusiveAmount + Σ TaxTotal/TaxAmount

Calculations (4) PrepaidAmount = Σ (PrepaidPayment/Amount) at document level Payable Rounding Amount = The rounding amount (positive or negative) added to the calculated Line Extension Total Amount to produce the rounded Line Extension Total Amount PayableAmount = LegalMonetaryTotal/TaxInclusiveAmount - LegalMonetaryTotal/PrepaidAmount

Dispute Handling Invoice Submission and Dispute interactions

When the resolution of the dispute requires: Dispute Handling Dispute resolution interactions scenarios Scenarios When the resolution of the dispute requires: Under-charge Scenario A positive adjustment Over-charge Scenario A negative adjustment Cancelling of an Invoice Cancelling of the Invoice / New Invoice

Dispute Handling Under-charge Scenario

Dispute Handling Over-charge Scenario

Dispute Handling Cancelling of an Invoice

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

Conformance Test Protocol Through the CTP, a Supplier must demonstrate full conformance to the ICD The CTP contains both normative and non-normative test scenarios The CTP is comprised of 5 categories of tests Foundation Data mapping Connection Business scenario testing Document validation Each test is explained in detail in a separate worksheet in the CTP. Where available it refers to documentation to help implement the test: Mapping guides in FAQ Validation Tool …

Conformance Test Protocol - Sample

Conformance Test Protocol - Sample

Validation tool XSD validation OK Hard Business rule violation

Conformance Test Protocol - Practicalities To successfully complete the Conformance Protocol document, a Supplier must: Indicate the result (“Not run”, “Passed” or “Failed”) in the Scenario Procedure of each test case. The document will automatically update the dashboard and preconditions information. Provide comments to the test case, if any, in the locations foreseen in each test case. Provide information on the effort actuals for all project roles in each test case. Please use the test case ID as part of your message ID e-PRIOR Support is available for questions and assistance Successful completion of a set of tests will be communicated via weekly progress reports

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

Interchange Agreement (ICA) VAT Compliance through an EDI Concept An ICA must be signed, as an amendment to each Framework Contract For DIGIT invoices only The ICA replaces the Simplified Interchange Agreement The ICD is an annex to the ICA The ICD is not to be signed The ICD can be subject to change The ICA is open for review The ICA must be signed before going into production DIGIT/R will send 2 paper copies of the agreed version The 2 copies need to be signed by the supplier and sent back DIGIT/R will sign the ICA and send one copy back

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

Agenda Welcome Scope & Calendar New Services Guidelines Conformance Testing Interchange Agreement Questions and Answers Next Steps

Next Steps Review of the ICD, CT and ICA. http://circa.europa.eu/ E-mail – for questions and support DIGIT-EPRIOR-SUPPORT@ec.europa.eu Phone – for questions and support +32 2 299 4183 Maarten Daniels and Konstantinos Anastopoulos Working days from 9h to 17h

Closing of meeting