1. 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

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

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

4. 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

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

6. 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

7. 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 that a new document is available in its Inbox.

8. Piloted vs. New Services

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

10. 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!

11. 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>

12. 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.

13. 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.

14. 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>

15. 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’.

16. 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.

17. 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.

18. 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.

19. 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

20. Calculations (3)
TaxExclusiveAmount = LegalMonetaryTotal/LineExtensionAmount LegalMonetaryTotal/ChargeTotalAmount LegalMonetaryTotal/AllowanceTotalAmount
TaxInclusiveAmount = LegalMonetaryTotal/TaxExclusiveAmount Σ TaxTotal/TaxAmount

21. 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

22. Dispute Handling
Invoice Submission and Dispute interactions

23. 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

24. Dispute Handling
Under-charge Scenario

25. Dispute Handling
Over-charge Scenario

26. Dispute Handling
Cancelling of an Invoice

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

28. 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 …

29. Conformance Test Protocol - Sample

30. Conformance Test Protocol - Sample

31. Validation tool
XSD validation OK
Hard Business rule violation

32. 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

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

34. 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

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

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

37. Next Steps Review of the ICD, CT and ICA. http://circa.europa.eu/
– for questions and support
Phone – for questions and support
Maarten Daniels and Konstantinos Anastopoulos
Working days from 9h to 17h

38. Closing of meeting