Is easyei compatible with any accounting system or ERP?

EasyapIP is an external application which is able to connect and communicate with any ERP system, with the ability to take and send information from not only different accounting systems, but also operational systems.  The platform adapts to the format necessary to receive the input as well as for the sending of the output.  easyap works with the most well known programs (SAP, Oracle, peoeplesoft, Navision, MS Dynamics, JDedwards, contaplus...) and others developed internally by each company. en  

Must the same information be sent that is currently included in the VAT registery books?

No, specific information must be sent that is currently found in two different places (VAT and Invoice Registry books) to the Spanish Tax office electronic portal, freeing one of the obligation to present the current VAT registry books, as can be seen in the following diagram.  In this way, specific information of Tax importance, which until now have been included in the forms 340 and 347 (article 33 to 36 of the Tax Code) are supplied:

INFORMATION TO PRESENT WITH IIS 

Invoice details to present 

  • - Number and series
  • - Shipping date
  • - Transaction date
  • - Receiver identification
  • - Taxable amount
  • - VAT type
  • - VAT charged
  • - RECC

The information related to the issued invoices registry book should be communicated to the Spanish Tax office via the new IIS (contained in both the current Registry books and in field of the invoices) which is display below:  

INFORMATION TO SEND WITH THE IIS 

Invoice details to present 

  • - Número de recepcion
  • - Shipping date
  • - Transaction date
  • - Shipper identification
  • - Taxable amount
  • - VAT type
  • - VAT paid
  • - RECC
  • ​- A|B
  • - Inversión SP/Oro Inversión

​(Source Spanish Tax office)

  •  
  •  
  •  

In relation to the information of Received invoices registry books, it should be communicated to the Spanish Tax office via the new IIS (contained in both the current Registry books and in field of the invoices) is the following Immediate Information Supply (IIS) 11 INFORMATION TO SUPPLY WITH THE IIS.  (Source Spanish Tax office)

When must the invoice registers be sent to the Spanish Tax Office?

A) Issued invoices

Must be sent within four natural days from the issuing of the invoice, except in the case where the invoices are issued by the receiver or by a third party, in these cases the period is within eight natural days.  In both scenarios the supply should be concluded before the 16th day of the month following that in which the payment of the Tax corresponding to the operation must be registered.   

B) Received invoices

In a period of four days fro the date that the invoice is registered in the accounts, and in any case before the 16th day of the month following the tax payment period in which the corresponding operations are included.   In the case of importation operations, the four-natural-day-period should be calculated from the account registration of the document which includes the customs charge, and in any case before the 16th day of the month following the end of the tax period which the declaration refers. 

C) Intra- communitary operations

In a period of four natural days from the start of the shipping or transport, or from the receipt of said goods.  

D) Information about Capital Assets

Within the period of presenting the last tax period of the year (until the 30th of January).  It should be taken into consideration in the calculation of 4 or 8 days referred to in the previous sections, exclude Saturdays, Sundays and national holidays.

(Source Spanish Tax office)

Must invoices be sent to the Spanish Tax office?

No.  This is one of the questions that generates most confusion in those who look into the new SII for the first time.

What must be sent are the invoice registry fields specified by the corresponding Ministerial Order,  based on the information from the law currently making it way through parliament.

(Source Spanish Tax office (AEAT))

On what basis does the SII function?

Taxpayers covered by the SII must keep, via the Spanish Tax office electronic portal, by means of an electronic supply of the invoice registers, the following Registry logs :

  • - Issued invoices registry log.
  • - Received invoices registry log.
  • - Property registry log.
  • - Registry log of specific intra-communitary operations.

For that, the Spanish Tax office should receive the details regarding invoicing, and with that information the different Registry logs will be , almost in real time, configured.

The sending of this information is carried out electronically, specifically through Web Services based in the exchange of XML messages.  The structure of this delivery will have a common heading with the information of the owner of each registry log, as well as the information regarding the tax year and period in which said operations were registered.  This heading is accompanied by a block with the contents of the invoices.

The supply of this information is conducted in accordance with the registry fields approved by the Tax Authorities through the corresponding law.

(SOURCE SPANISH TAX OFFICE (AEAT))

What is the Immediate Information Supply (SII)?

It is a change in the current management of VAT, which has been used for the last 30 years, moving to a new system of up keeping of VAT accounting logs via the Spanish Tax Office by way of an almost immediate supply of the invoice registers. In this way, the new SII will permit bringing forward the moment of registration or recording of the invoices, as well as the effective realization of their underlying economic operation.

(Source Spanish Tax Office  (AEAT))

What does easyap do?

easyap is a specialist in invoice processing with third parties.  For over a decade it has offered services orientated to improving invoice processes.  Through internally developed tools, easyap helps its clients achieve substantial improvements in invoice receipt and issuing processes. 

What is easyapIP Employee Expenses?

It is a module of the easyapIP platform. In his module employee expense notes are processed.  It is a web application that speeds up the process, accounting and even the payment of those costs incurred by the employee in the name of the company while carrying out their work. To find out more about the application check out employeexpenses.com and in the FAQ.

What is easyEI electronic invoicing?

easyei is an electronic invoicing  platform that allows both invoice issuing to clients and invoice receipt from providers.
The highlighted features are: 
- No software installation requirement 
- 100% variable costs, pay for invoice received or issued.
- Multi-format support, invoices can be issued or received in any format, facturae, xml, edi, web invoice, ... even paper
- Online sign up in 5 minutes.
More information: http://electronicinvoice.eu/

 

What is easyapIP Invoice Workflow?

It is a module of the easyapIP module. The module  carries out the processing of the complete circuit of invoices received from third parties.  It automates and resolves habitual problems in invoice processing: circuit assignation (with or without purchase order)  matching/validation, coding, approval, exception resolution, accounting, providing suppliers with information...all with the objective of optimizing the dedicated resources and reducing processing periods, to achieve a more efficient accounting.  For more information check out invoicesworkflow.com and the questions in the FAQ.

How does a user know that they have a pending task?

The platform sends advisory emails, which can be sent instantaneously or after the accumulation of various tasks on the platform.  There also exists reminder emails of pending tasks, which are sent after a defined period. 

The online application shows users the tasks that have to be carried out.

How does a user know they have tasks pending?

The platform sends advisory emails, which can be sent instantaneously or after the accumulation of various tasks on the platform.  There also exists reminder emails of pending tasks, which are sent after a defined period.  

The online application shows users the tasks that have to be carried out.

The invoice approval circuit. Is it static?

The approval requisites are established based on the internal policies of the user company.   A circuit is fixed with tasks and positions responsible for said tasks, everything is done in such a way that when the invoice is introduced it electronically takes the steps necessary until it obtains the approval and finally, the recording in the ERP of the client.

How are the steps/states of the invoices designed?

easyap has designed different invoicing circuits and based on the needs of the client we use the most suitable.  The fundamental states are the following:

Invoices without purchase order: Codification (account assignation and elements of analytical accounting (cost centres, projects...), Approval and Exception Resolution (with sub-states according to incident type)

Invoices with purchase order: Conformation (automatic purchase order matching, of two or three lanes) and Exception Resolution (with sub-states according to incident type)

There are other states for processing.  Some may depend on the degree of ERP integration and the information that you may wish to provide users and providers with.

What invoice circuits are there?

There can be as many circuits as there are types of invoice and legal entities.  That means that in a group of companies there could be a circuit of invoices with purchase order in entity A, while entity B has a circuit of invoices without purchase order.

What motor does it use to manage the flows?

The application is an internal development, and is similar to BPM.  All the task assignation motors and matching motors are an easyap development.

How is the expense note circuit defined?

The parameterisation is done on the basis of the Company expenses policy, and once defined, any user with permission can administer it.

Can you establish expense policies?

The platform takes the company expense policy, and limitations can be introduced depending on professional category, cost centre, days of the week, type of cost, amount of cost

 

Can costs be limited on the basis of expenditure policy?

The platform identifies each user based on their professional category, for this reason the user will only be able to attribute costs permitted in their professional category.

Can the paper invoice be destroyed if I have an image of the invoice?

To destroy the paper invoice, it is necessary to have Certified Digitalization which is accepted by Inland Revenue (the digitalization processes of easyap are recognized).   easyap can also provide this service, if so desired.

What type of invoices can the easyapIp platform process?

The platform is a processing tool which has as a goal the recording .., and the input, whether from paper invoice, EDI, EDI with signature, e-invoice, PDF etc does not matter.  Of course, independently of the invoice typologies: with purchase orders, without purchase orders, expenditure, assets….

Is it a platform exclusively for the processing of invoices?

It is a modular platform

  • - Electronic invoice module (issuing y reception)
  • - Employee expenditure module
  • - Invoice processing module (workflow)

Can the platform be integrated with the travel agencies?

Yes, the integration with the travel agency allows the control of the cost before incurring it and helps conciliate the travel agency’s invoice.

What happens with movements from the company’s credit card?

The platform easyapIP is prepared to communicate and receive the data of credit card movements directly from the financial entities, having the capability to identify the type of cost and allocate it to the corresponding account in such way that an expense note is automatically generated with all the movements for the card holder.

Does the employee expense note circuit come predetermined?

This circuit is defined based on the needs of the client, and it can be started at any moment, no matter if it is before or after the cost was incurred.

…from when an employee knows he will have to undertake a trip, date authorization process, destination, travel cost through connection with the agency, application for an advance or expenditure fund, cost allocation in destination (taxi, food,…)

What is the differentiator for the easyapIP platform?

  • - More than 12 years experience
  • - Specialization, company made up of financial profiles, we know the problems and casuistry of the financial area.
  • - Cost savings
  • - Improved processes
  • - Visibility
  • - No physical frontiers
  • - Freeing up of resources

How many lines can an expense note have?

An expense note can have as many lines as needed.  The most habitual is to have a line for each expense receipt/proof, and in the note you can add lines over time.  It is internal company rules that indicate the frequency that expense notes should be presented/recorded. 

Why does an expense note have two different amounts?

In the expense note data, two different amounts can be observed:

a)Amount - which is the sum of all the lines, indepentent of how they have been paid.

b) Amount to pay - the sum of those lines which should be repaid to the employee.  For example, expenses paid by corporate credit card are not included.

Is an invoice in pdf format without digital signature legally valid?

An invoice received in PDF without signature is valid if it meets the following requirements:

- Conserved in the same media as it was received, email being valid.
- Guaranteed and quick online access on Inland Revenue request.

Can the travel agency platform be intergrated?

Yes, the integration with the travel agency allows cost control before it is incurred and makes the conciliation of the travel agency invoice easier.

What invoice formats can I send to my clients?

The easyei portal supports the main electronic invoice formats, facturae, edi, xml, brl, pdf,… Sending in paper format  is also possible.  In addition, as many formats as desired can be implemented for each client.  The format is customizable for each client, meaning that you can send the invoice in the format that most meets their needs.

Can my providers see the state of their invoices?

Yes, the providers have access to see the state of their invoices sent to the easyei  portal, in this way the number of calls from the providers are drastically reduced.  If you desire you can limit this access by configuration. 

What invoice formats can I receive from my providers?

In the easyei portal you can receive any type of invoice, in PDF, or electronically, independent of format, such as facturae, xlm, edi, …

The easyei portal has the functionalities for OCR and invoice validation allowing the processing of PDF files and paper invoices (once scanned).  The paper invoice scanning service can also be carried out by easyap.

How does easyap sell these services?

 

By being a dynamic solution, easyap has the capacity to adapt itself to the needs of each client at any time; on the basis of these needs a variable price for each document processed on the platform is established.  There are no licenses for a given number of user or maintenance.  Easyap only charges for use given to the tools and for the task that we may carry out as participant in the process (externalization of tasks) if the client wishes.

 

What is an electronic invoice?

The electronic invoice is an equivalent to the paper invoice, with the same legal value and bringing new conditions of security.  It is a legal document with implications of a fiscal nature, which means that it is necessary to take into consideration certain features, in particular:

  • - Electronic formats of high or low complexity: EDIFACT, FACTURAE, XML, PDF, X12...
  • - It has to come from a data transmission.
  • - The document must remain unalterable in such a way as to guarantee its integrity and authenticity.

How is the approval circuit for expense notes defined?

 

It is parameterized based on the company expense policy, and once defined, any user with permission can administer it.

 

How many expense descriptions exist?

There will be as many expense descriptions as required, and used by the company.  The concepts are mapped to an account, in which the accounting entry is made.  The most used expense descriptions are normally represented by an icon for easy identification.

 

Can you attach proof of expenses to the note?

Yes, you can, there are various ways to do it.  From a mobile device with camera a photo can be taken of the proof, which is sent to and then a line is created with the proof in the application.  Also, from the web application the time of line creation can be attached. 

 

 

When is the expense policy control carried out?

 

The control is carried out on each one of the lines in same moment it is creation.  It is always active and in use.  The employee knows in the moment of creating a line if it meets or not with the policy, not needing to wait for the approval officer to review the note.  In the moment of the creation of the line the application indicates the type of noncompliance.  

 

How does easyapIP relate employee expenses to the company accounting system?

 

One of the advantages of easyapIP is that the existing data for each note can be extracted in the necessary format, creating an accounting file that allows importation into the accounting system.  In this way eliminating task duplication that usually exists when the employee fills the data in the template and the later recording of the same in the accounting system. 

easyapIP is already working with many accounting systems, and we currently have the most common exporters/importers developed.

 

 

Can you find out the state and age of each invoice?

 

Each invoice has its own history.  There is an inventory/register of all events that it has participated in.  For each event leaves a record of when, who, the type of task and comment carried out.  We always know who has done what.  That said, from another viewpoint, know how much time each invoice has remained stuck in certain state and who is responsible for this task.  This information is valuable for the purpose of analyzing the process times.  The ageing report is highly-valued by our users.

What variables are used for the automatic invoice matching?

There are multiple variables, as the matching relies on a powerful mathematical motor, highly parameterizable, being able to reach specifications of matching by provider.  The most habitual is to taken into consideration: order number, delivery number, unit amount, number of units, product reference.  

The form of carrying out the matching depends on whether it is a matching of two or three ways and if it is a matching by total invoiced amount, or at level of line of detail.  All possibilities are considered, not forgetting that achieving a high level of automatic matching is the key to success in automation.

 

What is invoice coding?

 

Invoice coding is inputting the necessary accounting information.  This information can have various levels, depending on the accounting plan and the structure of analytical accounting.  It can have as many levels of analytical accounting as is required, the most basic being the use of cost centres but possibility even going up to a structure of 5 levels.​

 

 

Lo normal es que las facturas con pedido no se codifiquen y que sea una tarea propia de las facturas con pedido. Aún así en las facturas con pedido hay casos en que se requiere codificación, como cuando existe una diferencia de importe entre lo considerado en el pedido y lo recibido en factura.

 

How can you automate the coding of an invoice?

Invoice coding is a task that requires much time.  But in some cases it can be automated, by making use of various elements: provider information, content information in the invoice, use of templates to load breakdown...remember easyapIP works not only with the invoice image, but also with data, and this extraction or use of data can be very useful at the time of automating the coding task. 

Can work groups be established based on specific tasks?

 

easyapIP works on the assignation of tasks to users or groups of users.  All invoices have a state which evolves.  There is always someone responsible for these states, and therefore the corresponding tasks.  By having the level of tasks so broken down it is much easier to establish working groups responsible for specific tasks.  For example, in the case of an incident related to the arrival of merchandise, the responsibility could lie with the corresponding warehouse.  If the differences are in relation to amounts, the responsibility could lie with the buyer in charge.  And if there are differences of form, duplication, the responsibility could be with the accounting area. 

 

What advantages does easyapIP have with regards to auditing?

 

There are many  advantages for internal and external auditing.  The auditor can have access to the invoice images at any time, without having to resort to the physical file.  Experience shows that the simple image in pdf is taken as valid for this purpose, more so if it is signed digitally or is a digital invoice.  You can see who did what and when.  The processes and rules that regulate them are parameterized in the application, meaning that the knowledge does not reside in people, giving stability to and a guarantee of the processes.

 

Can you work with easyapIP from a SSC?

 

EasyapIP is the ideal tool for working in Shared Service Centre (SSC).  The fact of being able to have tasks so segmented,that the application is multilingual, of being able to have invoicing  circuits for each entity, the possibility to register in multiple accounting systems (we have clients that work in the same easyapIP environment against multiple and distinct installations in the same ERP, but each one with its own accounting file), the capacity to receive invoices in different languages, being able to work - via internet- from different geographic locations...these are the features that highlight the versatility and adaptability of easyapIP in an SSC.  In the same way, the work of an administrative company is equally developable with easyapIP

 

For what type of companies is easyapIP valid?

 

easyapIP is a very useful tool for any company that wants to improve the processing of its invoices with third parties.  It can be used in companies from all activity sectors, sizes and locations.  Multinational companies and SMEs from the automobile industry, banking, distribution and advertising in Spain, Germany and Mexico all use  easyapIP ....

 

How can I sign up for the electronic invoicing portal?

How can I sign up for the electronic invoicing portal?

The sign up is directly online in the portal mi.factura.es o my.einvoc.es .

How do my clients know that I have sent them an invoice?

The clients receive an email notification in the same moment as the invoices are sent.

What address do I give my providers to receive invoices in the easyei portal?

Receipt via email or ftp is supported.

The signup in the easyei portal includes the creation of email accounts (My_Company@factura.es or My_Company@einvoic.es) and ftp for provider invoice receipt directly in the portal.  If you already have internal email addresses for invoice receipt, the portal will read these accounts and emails too.

How long does it take to configure the system to receive electronic invoices from my providers?

Minutes, signup is online.  If you have  digital certificate to sign the invoices, the processes should not take longer than 10 minutes.  The signup also includes the creation of email accounts  (My_Company@factura.es o My_Company@einvoic.es) and ftp for provider invoice receipt in the portal.

How long does it take to configure the system to send electronic invoices to my clients?

Minutes, the setup is online.  If you have a digital certificate to sign the invoices, the process should not take longer than 5 minutes.

Can I know if the clients have received my invoice?

Yes, the easyei portal gives receipt of acknowledgement for each invoice sent and registers all events of client rejection or sending errors.  The receipt of acknowledgement is also possible for sent paper invoices.

I have an accounting software. Can you interconect to issue invoices to my clients?

Yes, easyap supports direct interconnection with the main accounting systems and/or ERPs.  It also supports mass upload of files of invoices issued.

I have to issue electronic invoices to the Administration, can I use the easyei portal?

Of course, the easyap portal issues valid electronic invoices in the formats supported by the Administration -  facturae, xml, …

Also signup of the easyei portal is free and you only pay for invoices issued. 

 

What type of invoices can I receive via the easyei electronic invoicing portal?

In the easyei portal you can receive any type of invoice in PDF or electronically,  independent of  format, such as facturae, xlm, edi, etc... 

The easyei portal has OCR functionality and invoice validation allowing the processing of PDF files and paper invoices (once scanned).  The scanning service for paper invoices can also be conducted by easyap.  

What advantage does the easyei portal have for the PDF invoices I receive?

The easyei portal has many advantages for invoice processing, among others:

- Possibility for automatic accounting given that the invoice data is extracted with OCR tools.
- Online access to the invoice image.
- One platform for the processing of all invoices independent of format, paper, xml, pdf, edi...

How can an invoice received in PDF format be processed automatically?

To be automatically processed, the data must be extracted from invoice to be automatically accounted.  To extract the data, OCR (Optical Character Recognition) tools are required and the extracted data validated.

A PDF invoice is an electronic invoice?

An invoice in PDF can only be considered an electronic invoice when it is digitally signed.  However, normally it does not have the main advantage of an XML electronic invoice or with a structured data format which allows it to be processed automatically without OCR tools.

Does easyap sell software?

No. easyap is a service company.  easyap puts at its clients disposal tools to improve Accounts Payable and Electronic Invoicing processes. In addition to this, to a greater or lesser extent (depending on the scope of the service contracted), support in the administrative-accounting tasks.  , 

 For example, easyap can take charge of scanning, OCR, invoice document management.  easyap can also take responsibility for coding and confirming invoices.  In no case does easyap carryout invoice approval tasks.

What experience does easyap have?

easyap is a pioneering company providing managed services for accounts payable and electronic invoice issuing.  For more than a decade, easyap has been working with companies from all sectors and of all sizes, making their invoice processes more efficient.  Over the years easyap's clients have achieved substantive improvements and sustained savings in that time, meaning that the co-operation has lasted over time.  

Is easyapIP compatible with any accounting system or ERP?

EasyapIP is an external application capable of interconnecting and communicating with any ERP system, being able to feed and feedback not only different accounting systems but also operational systems.  Being a platform that adapts to file format necessary to receive input, but also to send the output.  easyap works with the most known (SAP, peoplesoft, navision, jdedwards, contaplus...) and others developed internally in each company. 

Is easyap only an invoice processing platform?

 

It is a modular platform 

 

  • - Electronic invoicing module  (issuing and receipt)
  • - Employee expenditure module
  • - Invoice processing (workflow) 

In which countries are easyap services available?

Currently, easyap is operating in Europe, including the Scandinavian countries, and in North and South America.  In each country it has been adapted to the corresponding legislation and homologation of appropriate protocols has been carried out.

Is easyapIP compatible all accounting systems or ERPs?

EasyapIP is an external application capable of interconnecting and communicating with any ERP system, ale to feed itself and feedback into, not only different accounting systems but also operational. It is the platform that adapts to file format necessary to receive input as well the format necessary for output.  Easyap works with the most known (SAP, peoeplesoft, navision, jdedwards, contaplus...) and with others internal developments in each company.

To which sectors is it aimed at?

 

As it is a solution for the financial area of the company, any and all companies can benefit from this solution.

 

Is Training needed for the users of the employee expenses module?

The platform is designed to be intuitive and so training is divided into two points:

  • - Training courses specially for those people who are going to make a more intensive use of the platform...creating rules, admin security
  • - As it is a platform liable to be used by any employee of the company, and with the idea of transmitting knowledge of its use, a training module is included containing videos in which we explain how the platform works and how to operate each of the applications.  In this way each user can use the platform autonomously, without having a background in these tasks.

Does easyei have a complex implementation?

 

It is a very simple process, designed to enter into service in a short period of time, it can even be done online, as it only requires parameterisation based on the particular needs of the client.

 

Is the parameterisation easy, what level of technical knowledge is necessary to use it?

 

The parameterisation is really simple, this platform was thought up to serve the financial area of companies, and can be managed by the financial department in line with the company’s internal rules and the business of each company. In the same corporation there can exist tasks since the hierarchy and parameterisation is fixed at the level of legal entity.

 

Can I issue all my invoices through the platform?

The great advantage of the electronic invoice issuing platform is that it allows the user to issue electronic invoices to each client, adapting the format to that which each client is able to receive, and it will permit the user to give added value as, together with the invoice an accounting file can be attached, which will allow the registering of the invoice automatically in their ERP,.  The platform does all the procedures freeing the issuer and the receiver from any development.

What advantages does electronic invoicing have?

The creation, sending and reception is immediate, so the periods are reduced to the maximum, posting costs avoided (stamps, envelopes), there is proof of invoice receipt and it impedes the loss of invoices as it is deposited in the portal of the easyap platform.

At the same time, if required and through workflow models it will permit the automation of the matching and approval processes from the invoice data.  This is done in such a way that the integration of the invoicing in the easyapIP will permit recording without human intervention.

What technical specifications do my systems have to have to be able to issue electronic invoices?

Easyap’s electronic invoicing portal is prepared to issue invoices either by filling in the invoice data online or by uploading files from the users ERP, in any format, as the platform is capable of receiving any type of file.

Can I send my invoices to my clients and receive those of my providers in the same system?

The invoicing platform easyapIP can process all the invoices of a user, both those received from providers, completing the invoice cycle up to recording in the ERP, as well as processing the issuing of invoices to clients, sending them electronically in the format that the client is capable of receiving and conserving them in the platform to comply with legal requirements.

 

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