(EN) Keynote Exchange Summit: Integration of E-Invoicing Into The Existing IT Landscape - Kampffmeyer

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PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011
/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 1
Exchange Summit
Integration of E-Invoicing
Into The Existing IT Landscape
Dr. Ulrich Kampffmeyer
October 5 to 6, 2015 | Barcelona, Spain
PROJECT CONSULT
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
P.O. Box 20 25 55
D-20218 Hamburg
www.PROJECT-CONSULT.com
PROJECT CONSULT 2015
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Agenda
Integration of E-Invoicing Into The Existing IT Landscape

Prologue
The format is only part of the story
The German approach to e-invoicing:
the ZUGFeRD format
Processes and systems involved
A process map
Creation and delivery of electronic invoices
Reception and processing of electronic invoices
Storing and managing electronic invoices
Epilogue
Local, regional and global
The e-invoice just the beginning
The Integration of E-Invoicing
Dr. Urlcih Kampffmeyer
Exchange Summit, October 5 to 6
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1 PROLOGUE
THE FORMAT IS ONLY

PART OF THE STORY
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Prologue
The invoice is one of the most important documents in

commercial life.
A no-brainer:
With the increasing digitalization of communication
and commercial life, the invoice must obviously also
become digital and be supported by digital processes.
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Prologue
The goal of the standardization of electronic invoice

exchange is the extensive automation of invoice
generation and processing with a simultaneous
decrease in cost and effort, while ensuring that
electronic invoices are legally valid.
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Prologue
Discussion of electronic invoicing centers often only

on questions of format and exchange.
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Prologue
Discussion of electronic invoicing centers often only on questions of

format and exchange.
The technical format is irrelevant as long as all legally

mandated information is complete and correct. You
may use
paper
e-mail
text file
data record
PDF
a.s.o.
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Prologue
The technical format is irrelevant as long as all legally mandated information is complete and
correct. You may use
paper
e-mail
text file
data record
PDF
a.s.o.
Electronic invoices are sent through various channels:
EDI / X.400 messages

e-mail with attachment
download from portal
web via service provider
fax
a.s.o.
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Prologue
Electronic invoices are sent through various channels:

EDI / X.400 messages
download from portal
web via service provider
fax
a.s.o.
Three major principles compete:

e-invoice direct delivery
e-invoice provision for download
e-invoice via service provider
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Prologue
Three major principles compete:
Delivery
i.E. by e-mail: not always reliable
i.E. via service provider: controlled, but subject
to trust and service level
Download
i.E. from a portal: you can prove the receipt
&
Hybrid
i.E. a message with the download link
These are crucial processes on the e-invoice

process map.
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Integration of electronic invoices

into existing IT landscapes
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1 PROLOGUE EXCURSION
THE GERMAN APPROACH
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2
TheLogoGerman
Approach
The current discussion on electronic billing in

Germany concentrates on a specific form of
exchange of electronic invoices:
Transmission by e-mail, via portals or provided by
web services
Combined format made up of an XML data set and a
displayable document of the invoice, bundled in a
PDF/A-3 container
This is just one of the possible accepted type of an

electronic invoice but recommended in current
legislation and tax regulations.
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ZUGFeRD
German standard for electronic invoices:

ZUGFeRD
Zentraler User Guide des Forums elektronische Rechnung
Deutschland
(central user guide of the Forum electronic Invoicing
Germany)
Version 1.0, March 2014
Issued by the association FeRD
Forum elektronische Rechnung Deutschland
(Forum electronic Invoicing Germany)
Consignment of standardized e-invoices as PDF with
integrated XML data set for automated processing
Complements EDI standards like EANCOM
Matches international standards and can be used in
European and international e-billing
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Positioning ZUGFeRD
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Formats and provision of invoices:
Paperr
Image
file via
e-mail
PDF-/te
xt-/
file via
e-mail
ZUGFeR
D
PDF/A-3
incl.
XML
via
e-mail
Web
EDI
EDI
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ZUGFeRD
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ZUGFeRD hybrid format

Machine-readable
3 different XML schema
available, including
international standards
Eye-readable
Document(s)
Use case
Automated processing
Use case
Manual processing
Container
Standard ISO 19005-3
PDF/A-3
Use case
Global availibility of
viewer and
suitable for
retention/archiving
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Challenges for ZUGFeRD
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The current German XML schema is not completely compliant

with the planned European standard, but
Core invoice attributes and model are included in ZUGFeRD XML
CEN MUG was source for ZUGFeRD-XML
UN/CEFACT XML CII (Cross Industry Invoice) is included in
ZUGFeRD-XML
Special software is required to build an invoice object and to

unpack the object at the receiving party
the current trend favours a simple XML format
Three different processes needed for handling ZUGFeRD:

(1) the PDF object,
(2) the XML data,
(3) the eye-readable document.
But which is the legally relevant part of the object to be retained as
evidence record 1, 2, 3 or all? That depends
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Status ZUGFeRD
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Alliance for the hybrid format
French/German co-operation on a hybrid format:

Intervention to the EUMSF eInvoices AGS;
dated Sep. 18, 2015.
France and Germany are jointly working on the hybrid format
standard since end of September, 2015.
The German/French hybrid concept,

based on the proposals of the national organisations FNFE
(France) and FeRD (Germany),
will be presented at the Governmental Meeting on Digitisation,
Paris, Oct. 27, 2015.
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???
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But:
National - and even regional standardization does not make sense
in a globalized world.
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Integration of electronic invoices

into existing IT landscapes
2 PROCESSES, AND THE

SYSTEMS INVOLVED
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Electronic invoice exchange
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generates
Sender
Recipien
t
It looks quite simple

receives,
processes
& pays!
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What
can happen?
The electronic invoice itself:

Simpl
e
Collectiv
e
Correct
ed
Various
S
Annulati
on
Pro
forma
Copy
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A Process
Map
This main part of the presentation does not deal with

the exchange and the different formats,
but with the processes before the invoice is
transmitted and after it is received.
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A Process Map
This main part of the presentation does not deal with the exchange and the different formats,
but with the processes before the invoice is transmitted and after it is received.
Types of processing:
Manual processes
Manual / semi-automated processes
Automated processes
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A Process
Map
Manual processes
Manual / semi-automated processes
Automated processes
The different types address different user groups and

different use cases:
Automated processing
Large and midsize enterprises
Public sector organisations with high invoice volumes
Manual (and semi-automated) processing

SME small size businesses
Consumers
Public sector organisations with low invoice volumes
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Topic
The different types address different user groups and different use cases:
Different focus of processes:

Direct or concerning the invoice and its processing
only
Indirect, supports working with the invoice and
includes related processes
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Topic
Type of process:
Direct or only concerning the invoice and its processing
Indirect, supports working with the invoice
Objective of processing:
Generation
Transmission
Reception
Processing
Management
Retention
S
&
R
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A Process
Map
The big question:

Who is the user?
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Complexity:
everyone with anyone
Small company
Manual
Word processing
Accounting
software
Medium-sized
company
Manual
Semi-automated
Accounting
software
Freelancer
Manual
Word processing
Tax accountant
Corporation
Semi-automated
and automated
Multiple ERP
Large Enterprise
Automated
full scale ERP
R
Medium-sized
company
Semi-automated
ERP
S
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Complexity:
everyone with anyone
+
(retarded)
public sector
Small company organizations
Manual
Word processing
Accounting
+
software
consumers
Medium-sized
company
Manual
Semi-automated
+
Accounting
service
software
providers
Corporation
Semi-automated
and automated
Multiple ERP
++
R
+ +
R
Freelancer
Manual
Word processing
Tax accountant
Medium-sized
company
Semi-automated
ERP
Large Enterprise
Automated
full scale ERP
S
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A Process
Map
The goal is preferably extensive and cost-effective

automation
In a company or administration the accounting
normally is homogenous and thoroughly organized.
Electronic invoice exchange raises the problem of
different formats, processes and systems mainly
with the receiver of the invoice.
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Processes
Creation and delivery of

electronic invoices
Major Processes
Initialization
Creation
Checking & releasing
Provision for delivery & transmission
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The
creator and sender
Typically, the creator and sender of an electronic

invoice defines the form in which the e-invoice is
delivered.
The sender must consider:
Are the receivers prepared to receive e-invoices or
will they demand additional invoicing on paper? Or
other format? Or other media? Or other channel?
A company- and industry-specific invoicing software
solution requires attention on the efforts for
on-boarding business partners and even the
reduction of suppliers.
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The
creator and sender
The context of the invoice is known to the creator:

Subject of invoicing
Receiver of invoice
Master data
a.s.o.
The surroundings are controlled:
Context
Invoice number
a.s.o.
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S The
creator and sender
One-man shows and small companies
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S The
creator and sender

Manual creation of invoicing, even word processor
Manual booking
Single delivery channel via e-mail
Repository of invoice in a simple file system
Archiving of accounting data and documents
(in-house or by a service company)
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S The
creator and sender
Manual creation of invoicing, even word processor

Manual booking
Single delivery channel via e-mail
Repository of invoice in a simple file system
Archiving of accounting data and documents
(in-house or by a service company)
Integration into the IT application environment:

Invoicing templates for word processing;
subject on the interest and style of the sender
Automated output format for the accounting system;
dependent on the software vendor
Automated delivery and filing from the accounting
system; dependent on the software vendor
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S The
creator and sender
Text processing
Accounting
E-mail
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S The
creator and sender
Medium-sized and large companies

Due to the variety of solutions and processes, we
can consider only examples here.
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S The
creator and sender

Direct invoicing processes
Manual or automated trigger for creation of invoice
Automated creation of invoices from accounting
data / ERP with configuration of invoice via master
data, process data and case data
Automated provision of invoice by
Push
Delivery of invoice (e-mail, X.400)
Pull
Delivery of notification that the invoice is ready to
download (e-mail, SMS, social etc.)
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S The
creator and sender

Different complexities of invoicing require different
forms of integration:
Standardized off-the-shelf products and services
with general electronic order and transaction
processes.
Invoicing is initiated by these processes and generally
doesnt require manual action.
Individual or specially configured services and

products that also involve individual accounting.
The invoice is generally initiated manually and typically
requires verification and approval processes; possibly
even reconciliation processes with the invoice
recipient.
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S The
creator and sender

Indirect processes within the scope of invoicing
Manual examination of match with order, fullfillment
status and contractual conditions
Automated verification against master data and
case data, residing outside of the financial system,
with which the invoice is created (i.E. project
management system, stock management, time
recording, CRM)
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S The
creator and sender

Integration into the application environment
Primarily for the software creating the invoicing
Creation of accounting records that use master data
to create automated and parameterized invoices in
the recipients required formats, ready for delivery/
provision and organized for filing
This functionality is generally provided by the

vendor/ systems integrator of the ERP, accounting
or financial software
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S The
creator and sender

Secondary for the software used for handling and
processing the invoice outside the financial applications:
Notification of the responsible auditor with direct link to the
accounting records and any invoicing document that may
already have been created that will be delivered to the
recipient
Notification of accounting records and documents, and
release and annotation functionality; if necessary auditable
This functionality generally has to be provided via access
authorization, inclusion of notification systems or separate
workflow/ collaboration solutions.
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S The
creator and sender
Medium-sized and big companies: internal

Client
CRM
Other
Project
Servic
e
management
Rechnung
Time tracking
contracts
Accounting/ERP
Other
Produ
ct
Resource
planning
Order database
Other
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S The
creator and sender
Medium-sized and big companies: output

Data
SMS Notation
Data & document
Accounting/ERP
Invoice
Master
data
Portal
Document
E-Mail
Data/document
Print
Converter
Data/document
et al.
Data
Fax
EDI / X.400
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Processes
Reception and processing

of electronic invoices
Major Processes
Identification & Pre-Processing

Booking
Releasing
Post-processing for procurement
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R The recipient and processor
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Regardless of how and in what format invoices

reach a recipient,
they are basically processed in the same manner,
with the same methods and with the same quality.
(at least should be processed in this way)
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2
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The
recipient and processor
Regardless of how and in what format invoices reach the company,

they are basically processed in the same manner and in the same
quality.
The receiver is driven from the outside.

The receiver can seldom refuse receipt of an
electronic invoice.
Should the receiver use own solutions or portals for
electronic invoices, these must be equipped for the
reception and processing of different external
formats.
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2
R Logo
The
Regardless of how and in what format invoices reach a recipient,

they are basically processed in the same manner, with the same method and
in the same quality.
First, the context of the invoice is only partially

known:
Order
Delivery note/performance report
Master data
Contract
Sometimes, the invoicing and vendor history
The necessary information for releasing and paying

the invoice is gathered throughout a multi-step
process involving different systems and even media
gaps.
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2
R Logo
The

they are basically processed in the same manner, with the same
method and in the same quality.
It is of importance, wether
(1) the invoice is
a)
only structured data (i.E. EDI),
b)
data plus document (i.E. ZUGFeRD) as
attachment of an e-mail; or
c)
document only (fax, scan, PDF
attachment) via
e-mail or download
(2) the invoice was already a digital original or if it was
transferred by the recipient into an electronic format
(i.E. scanned paper with OCR, classification and
extraction of invoice data)
Processing (2) may relate to the processing of images,
fax, pdf, a.s.o. with (1c)
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2
R Logo
The

they are basically processed in the same manner, with the same method and
in the same quality.
Already with the reception and interpretation of

incoming invoices a bundle of different, interacting and
even iterative sub-processes are involved, to prepare
the invoice for further (automated) processing.
The capture and preparation process should generate
the same quality independently of the original medium
of the invoice.
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2
R Logo
The
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2
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The

Entry in the e-mail inbox as an e-mail with
attachment (fax as well)
Indirect reception in the e-mail inbox as a link to the
invoice download portal. Download to file system.
(Scanning of paper invoice)

Filing in special e-mail-folders, file system folder,
data registers and/ or document management
system (and/ or even print) etc.
Booking by own accounting staff or forwarding to a
service provider for booking and processing
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2
R Logo
The
Entry in the e-mail inbox as an e-mail with attachment (fax as well)

Indirect reception in the e-mail inbox as a link to the invoice download portal
(Scanning of paper invoice)
Filing in special e-mail-folders, file system folder, data registers and/ or document
management system (and/ or even print) etc.
Booking by own accounting staff or forwarding to a service provider for booking and
processing

is mainly an organizational issue, because
Entry is primarily by standard e-mail,
Booking is manual or through third parties,
Dedicated approval and release processes are rarely
necessary.
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2
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The
Fax
E-mail
upload
E-mail
Accounting
Service provider
Download
Scan
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2
R Logo
The

Due to the variety of solutions and processes, we
can consider only examples here.
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2
R Logo
The

Reception and import
EDI
Automated reception, logging, transformation,
validation, import to booking system, releasing,
archiving.
Manual processing only if inconsistencies or
mistakes are recognized.
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2
R Logo
The

EDI
Automated reception, logging, execution, validation, import to booking system, archiving.
Manual processing only if inconsistencies or mistakes are found

if automatically recognized as invoice, directed to
invoice capture process.
Manual or partially automated processes.
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2
R Logo
The

EDI
if automatically recognized as invoice, directed to invoice capture process.
Manual or partially automated processes.
Paper invoice
Scanning, quality and completeness check,
OCR/ICR, classification, verification with existing
master and process data, preparation for export to
ERP and archive,
automated or manual processing according to
company practice
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2
R Logo
The

EDI
E-mail with attachment
Paper invoice
Scanning, quality assurance, OCR/ICR/ classification, comparison with master data,
automated or manual processing according to company practice
Workflow-based invoice exchange

(for example via portals with known partners or
intelligent self-contained invoice objects):
Automated reception of standardized
data/documents, download, examination,
verification, automated processing with import to
the finance system
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2
R Logo
The

Invoice processing:
a classic process in two versions
Integrated
In the accounting/finance/ERP solution the verification and
approval process is implemented with an internal, integrated
workflow.
The invoice transaction data set under examination is linked to
the associated documents and these can be displayed
through a viewer inside the financial application.
Autonomous
A separate software is used to link the documents under
examination to the associated data and transfer the correct
data to the accounting/ finance/ERP solution based on the
result. The documents are kept in the separate system,
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2
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The

Processing
For efficient automated invoice processing the
correct entry data, policies for processing (e.g.
discounting, contract management et al.) and
payment are necessary (in future direct e-payment).
Documents are not required for the booking,
accounting and payment processes, but are only
linked as record to these transactions.
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2
R Logo
The

Integration into application environment
Special software applications are necessary for EDI
processing.
With EDI invoice processing can be completely
automated.
Its use is limited to large companies and to industryspecific solutions.
This raises the question for companies already using
EDI:
why do we need an other e-invoice format and process?
65
2
R Logo
The

Integration into application environment
EDI
Capture systems for processing different types of

information. Special systems are available for the
invoice capture processing:
Scanning with OCR/ICR/classification, data extraction,
even recalculation
Interpretation of electronic invoice based on e-mail, word,
pdf or other formats with classification and data extraction
Creation and provision of consistent in-house document
and data formats for further processing
Connection to mailbox systems, invoice approval and
release applications and ERP systems
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2
R Logo
The
Medium-sized and large companies: processing
Portal
E-mail
Fax
Paper
Data
Data
Accounting/ERP
Master
data
Invoice
evaluatio
n
Invoice
approval
Document
Document
Data
EDI / X.400
Classificati
on
Data/document
Scan
QS
OCR/
ICR
Data
et al.
Daten
Converter
Data
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2
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The
General Challenges for Automation

Identifying the invoice being an invoice
False and missing data:
VAT ID
VAT / reverse charge issues
Incomplete references
First time invoice submission of a new business partner
External identification and numbering systems
Changes in identification, product or address data yet unknown to the

ERP or master data systems
Multilinguality
Fraud
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2
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The
Medium-sized and large companies: follow-up

Analytics
Finance/ERP
Cashflow
Management
Approval and
release process
Payment
Transfer
e-Banking
Currency
Management
Retention
Audit trails
Procurement
et. al.
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Processes
Storing and managing electronic

invoices
Major Processes
Archiving
Retention management
Auditing
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S & R Administration and retention

Invoices are subject to retention requirements.

They are also subject to legal requirements.
Structured data
The management of bookings and transactions
generally takes place in an accounting, finance or
ERP system.
These systems ensure correctness and compliance
with software controls.
As long as data subject to retention requirements is
not migrated from this primary system, its correct
retention is generally assured.
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S &Logo
R2 Administration and retention
Invoices are subject to retention requirements. They are also subject to legal requirements.
Booking and accounting data
Evidence records
If booking data and evidence record are not identical
(e.g. in EDI), the evidence record for a transaction must
be retained and be permanently linked to the transaction
data set (same index for both for retrieval and access
purposes)
72
S &Logo
Booking and accounting data

Evidence records
Evidence records and unstructured documents

are often stored separately in a records management
and/or auditable electronic archive system.
The architecture differs depending on:
Access is possible only through the ERP system, which
manages the metadata and access pointers to the
repository (HSM approach)
Access is possible via an own database of the Records
Management or Archive solution, independent of the
ERP system, (integrated approach).
This allows the use of archived data and documents by
other systems, and the relief of the ERP from older
unnecessary information.
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S &Logo
HSM
&
ERP
auditable archiving
ERP
HSM
Archive
Capture
E-mail
BPM
et al.
Retention & Archiving
Retention management
only via ERP,
the index is part of the
ERP database.
Retention and other services usable via all

connected applications, since the archive has
its own access, metadata, administration and
retrieval information.
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S &Logo
What needs to be retained?

Data from accounting/ERP and other related
systems in machine-readable form
Evidence (documents, datasets) in direct accessible
form.
If originally machine-readable, this ability must be
preserved
Context of the complete business transaction (this
is much more than only the invoice and the invoice
data)
Audit trails of the processing and the retention
operations
Descriptions of systems, processes, operating
procedures used
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S &Logo
Process security and auditability

The integration of electronic invoices into existing
system landscapes often affects many systems,
directly or indirectly.
Two requirements need to be considered:
Consistent process security
This can be controlled and secured via appropriate
process or workflow software.
Consistent auditability
This can be secured through audit trails that record
all process transactions concerning the invoice end
to end.
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Integration of E-Invoicing
Into The Existing IT Landscape
3 EPILOGUE
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Epilogue
Conclusions
Get rid of paper
The process is more important than the format
Automation is the key
All finance and ERP software products MUST
support electronic invoicing, generation and
reception, both ways
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Epilogue
Local, regional and global

International business transactions require
international standards
Government requirements cannot be the only
measure for invoice standards, because public
sector organisations act mainly on a national level
Further legal harmonization is needed; i.E. retention
criteria and periods, identification a.s.o.
Get rid of old proprietary technologies
e-invoicing is only the first step of business
automation lets go for procurement and other
processes!
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PROJECT CONSULT
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Unternehmensberatung
Dr. Ulrich Kampffmeyer GmbH
Have a great conference!

Dr. Ulrich Kampffmeyer
E-Mail: Ulrich.Kampffmeyer@PROJECT-CONSULT.com
Presentation, further information...
Visit: www.PROJECT-CONSULT.com
PDF-Handout http://bit.ly/EInvoice2015-Kf
The documents are exclusively designated for private, non-commercial use.
PROJECT CONSULT
Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH
P.O. Box 20 25 55
D-20218 Hamburg
www.PROJECT-CONSULT.com
PROJECT CONSULT 2015
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PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 1

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

Integration of E-Invoicing Into The Existing IT Landscape

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 3

THE FORMAT IS ONLY

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

The invoice is one of the most important documents in

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

The goal of the standardization of electronic invoice

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

Discussion of electronic invoicing centers often only

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

Discussion of electronic invoicing centers often only on questions of

The technical format is irrelevant as long as all legally

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

Electronic invoices are sent through various channels:

EDI / X.400 messages

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

Electronic invoices are sent through various channels:

Three major principles compete:

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

Three major principles compete:

These are crucial processes on the e-invoice

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

Integration of electronic invoices

PROJECT CONSULT Unternehmensberatung Dr. Ulrich Kampffmeyer GmbH 2011

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 3

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2

The current discussion on electronic billing in

This is just one of the possible accepted type of an

The Integration of E-Invoicing

Dr. Urlcih Kampffmeyer

Exchange Summit, October 5 to 6

/ Autorenrecht: <Vorname Nachname> 3/3/16 / Quelle: PROJECT CONSULT 2