Editorial by:
Martin Arborea
Sales & Marketing Director
January 1, 2019 - any invoice produced in a format other than XML and not sent to the Sistema Di Interscambio (SDI) will be considered NOT ISSUED.
A European provision implemented by our government, which has requested to be able to lead the way for change on the old continent, to ferry businesses by 2020 to the European Digital Single Market.
As was the case in 2014 for the Public Administration, businesses are now required to provide so-called "B2B Electronic Invoicing": a process that is not only regulated, but also mediated by a system outside the organization, the SDI (implemented and managed by Sogei - Agenzia delle Entrate), which requires compliance with certain parameters for the invoice to be considered valid.
The more than 6 million VAT numbers of varying sizes in Italy are trying to follow up on this regulatory compliance by turning, in most cases, to the providers of the management/ ERP systems already in use by companies for traditionally understood invoicing.
While this modus operandi may be considered correct for smaller and organizationally simpler companies, for more structured companies the transition is not as straightforward. In these types of organizations, the sheer volume of invoices issued, but especially of incoming invoices, thus involving payment of those invoices, raises questions and needs that are beyond the possibilities of a vertical system.
This is where BPM comes in. Not a simple matter of issuing - transmitting - receiving validation, but much more.
WHERE THEN IS THE ADDED VALUE OF THE BPM IN THE DIALOGUE WITH THE SDI?
A passive invoice for a company constitutes a cost to be incurred. So what would happen if an invoice from SDI contained errors, inherent in the invoice amount, for example? Even before this invoice is recorded in the management system, would it be appropriate to perform a series of automated and/or manned checks? Is it then necessary for administrative staff to preside over these checks, to avoid accepting erroneous invoices? Instead, is there a system that can operate in place of people and optimize processes?
These and similar questions, inherent in systems integration and organization, emerge daily from discussions with contacts in large companies who have already become aware of the limitations of managing the new system through ERP.
A BPM platform with specific features, posing as an interlayer between management and SDI, is the only possible answer! And it is also an opportunity to manage a fulfillment as an opportunity to digitize a process by optimizing its control.
Let us look in detail at the possible scenarios assuming, as a BPM tool, Jamio openwork technology.
ACTIVE BILLING
Jamio has managed services that take care of the entire communication layer to SDI; these services, implemented with an Event Driven technology, take a push approach, reducing the need for continuous polling between systems.
In addition, because of its organizational and document components (with a Resource Oriented approach), the implications in terms of process improvement and digitization are innumerable.
Many ERPs already integrate the ability to translate the invoice into XML (and pdf) format, while others require the purchase of supplementary modules for this function.
Product the XML comes into play Jamio openwork, which, in communication with the ERP via web services and thanks to its own SDI-accredited API, handles transmission to and from SDI as well as return events for status updates to ERP.
In addition, depending on whether or not the invoice has been approved by the Sistema Di Interscambio Jamio can provide:
- store it in its own document to make it available to a resource link and open it in SSO mode
- Manage various organizational processes (invoice entry into third-party systems, notifications, distributions, adding documents and communications, ...) according to customer needs;
- take it to Digital Preservation to Standard
- Notify ERP, and possibly specific contact persons, that the invoice was not delivered to the customer indicating the reason why
PASSIVE INVOICING
The Interchange System, having validated an invoice from a supplier, must send it to the customer. Jamio then listens, detecting the arrival of a passive invoice from SDI and starting the invoice receipt process. This process could lead to its acceptance or rejection, let's see how.
Upon receiving the invoice, Jamio has the ability to verify the accuracy of the data entered, initiating a comparison with ERP to:
- verify delivery
- associate order/invoice
- send communications to the supplier
- charge to cost centers
- start the approval-to-payment cycle
- Distribute the invoice to people/systems of expertise
- record the invoice in ERP
- Store the invoice in the documentary with URLs for ERP and other systems
- initiate Digital Preservation to the Norm of the invoice
- Notify SDI of receipt and acceptance/rejection (with reasons)
A BPM system also enables orchestration and unification of the invoice management system for both Italy and Foreign electronic invoices by providing multichannel sending and receiving capabilities.
Ultimately, the proposed scenarios highlight how decoupling the SDI and the management system, through a BPM platform, makes it possible to turn a regulatory compliance into an organizational benefit ... especially from the perspective of the paradigm of theInnovation Friendly.
ONE MINUTE TO EXPLAIN HOW IT CAN CHANGE YOUR WORK WITH JAMIO
In an ever-changing market, you need technologies to follow your needs.
Here is Jamio's video.
OPENWORK STRENGTHENS ITS SALES CHANNEL:
Growing team with Andrea Cera
Andrea Cera, formerly of Docflow and Microsoft, a 54-year-old Milanese, is the new key account manager who will be in charge of managing large end-customers (among the platform's most recent users are Fincantieri, S.G.A., Duferco Energia and Ferretti Yacht) with whom Openwork intends to increasingly strengthen its collaboration by working alongside them in the digital transformation of their processes.
Cera joins the team led by 'Sales Director' Martin Arborea, who will thus be able to devote himself to developing the network of Solution Developers and White Label Partners, privileged interlocutors in Openwork's strategy.
