Editorial by:
Martin Arborea
Sales & Marketing Director
January 1, 2019 – any invoice produced in a format other than XML and not sent to the Interchange System (SDI) will be considered NOT ISSUED.
A European provision adopted by our Government, which requested to be able to lead the change in the old continent, to ferry businesses towards the European Digital Single Market by 2020.
As already happened in 2014 for the Public Administration, companies are now required to provide the so-called "B2B Electronic Invoicing" : a process that is not only regulated, but also mediated by a system external to the organization, the SDI (created and managed by Sogei – Revenue Agency ) , which requires compliance with certain parameters for the invoice to be considered valid.
The more than 6 million VAT numbers of various sizes in Italy are attempting to comply with this regulatory requirement, turning, in most cases, to the suppliers of the management/ERP systems already in use by companies for traditional invoicing
While this approach may be appropriate for smaller, more organizationally simple businesses, the transition isn't as straightforward for more structured companies. In these types of organizations, the volume of invoices issued, and especially those arriving soon , which therefore require payment, raises questions and demands that go beyond the capabilities of a vertical system.
This is where BPM comes in. It's not just a matter of sending, transmitting, and receiving validation, but much more.
SO WHERE IS THE ADDED VALUE OF BPM IN THE DIALOGUE WITH THE SDI?
An invoice received by a company represents a cost . So what would happen if an invoice from the SDI contained errors, such as the invoice amount? Before this invoice is even recorded in the management system, would it be appropriate to carry out a series of automatic and/or supervised checks? Is it therefore necessary for administrative staff to supervise these checks to avoid accepting incorrect invoices ? Is there a system that can act on behalf of people and optimize processes ?
These and similar questions, concerning system integration and organization, emerge daily from discussions with representatives of large companies who have already acquired awareness of the limitations that managing the new system via ERP .
A BPM platform with specific features, acting as a bridge between management and SDI, is the only possible answer! And it also offers an opportunity to manage compliance as an opportunity to digitize a process and optimize its management.
Let's look in detail at the possible scenarios assuming Jamio openwork technology BPM .
ACTIVE BILLING
Jamio offers managed services that handle the entire communication layer towards SDI; these services, built with event-driven technology, adopt a push approach, reducing the need for continuous polling between systems.
Furthermore, thanks to its organizational and documentation components (with a resource-oriented ), the implications for process improvement and digitization are countless.
Many ERPs already integrate the ability to translate invoices into XML (and PDF) format, while others require the purchase of additional modules for this function.
Once the XML is produced, Jamio openwork comes into play which, in communication with the ERP via web services and thanks to its own API accredited by SDI, manages the transmission to and from SDI, as well as the return events for the status update on the ERP.
Furthermore, depending on whether the invoice has been approved or not by the Interchange System, Jamio can provide:
- archive it in your document library to make it available as a link to the resource and open it in SSO mode
- manage various organizational processes (invoice entry into third-party systems, notifications, distributions, addition of documents and communications, etc.) based on the customer's needs;
- bring it to Digital Conservation in accordance with the law
- communicate to ERP, and possibly to specific contacts, that the invoice has not been delivered to the customer, indicating the reason
PASSIVE INVOICING
The Exchange System, after validating an invoice from a supplier, must send it to the customer. Jamio then listens, detecting the arrival of a passive invoice from the SDI and initiating the invoice reception process . This process could lead to the invoice's acceptance or rejection; let's see how.
Once the invoice has been received, Jamio has the ability to verify the correctness of the data entered , starting a comparison with the ERP for:
- verify that the supply has been made
- associate order / invoice
- send communications to the supplier
- charge to cost centers
- start the payment approval cycle
- distribute the invoice to the relevant people/systems
- record the invoice in ERP
- archive the invoice in the document database with URL for ERP and other systems
- start the digital preservation of the invoice in accordance with the regulations
- notify SDI of receipt and acceptance/rejection (with reasons)
A BPM system also allows you to orchestrate and standardize the invoice management system for both Italian and foreign electronic invoices, providing multi-channel sending and receiving .
Ultimately, the proposed scenarios highlight how the decoupling between SDI and the management system, through a BPM platform, allows for the transformation of a regulatory requirement into an organizational benefit… especially from the perspective of the Innovation Friendly .
TAKE A MINUTE TO EXPLAIN HOW JAMIO CAN CHANGE YOUR WORK
In an ever-evolving market, technology needs to adapt to your needs.
Here's the Jamio video.
OPENWORK STRENGTHENS ITS SALES CHANNEL:
The growing team with Andrea Cera
Andrea Cera , formerly of Docflow and Microsoft is the new key account manager who will be responsible for managing large end customers (among the most recent users of the platform are Fincantieri, SGA, Duferco Energia and Ferretti Yacht) with whom Openwork intends to further strengthen its collaboration by supporting them in the digital transformation of their processes.
Cera joins the team led by Sales Director Martin Arborea , who will be able to focus on developing the network of Solution Developers and White Label Partners, key stakeholders in Openwork's strategy.
