FAQ

Here are some common questions and their answers.

General Aspects

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.

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.

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.

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 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

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.

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 easyap only an invoice processing platform?

It is a modular platform

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

Electronic Invoice

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/

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.

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.

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 invoice formats can I send to my clients?

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.

Can I see how the electronic invoicing portal works before I contract the service?

Without any commitment, you can test the functionality of the electronic invoicing portal easyei both for issuing and receiving invoices. To do so, select the demo option at www.facturaelectronica.eu.

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

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.

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.

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.

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.

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.

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...

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.

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.

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.

Employee expenses

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.

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.

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.

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,…)

 

How does the employee know the status of the expenses he has been presenting?

easyapIP is a workflow tool, which allows the employee to know at any moment the status of each document and who is responsible for the corresponding task. You can know if your sheet is in approval and which of the approvers has it to approve. Or you can know if it is in review, in audit or if the accounting area has it. All the events and who has executed them are recorded. Obviously, by measuring security controls, access to the sheets is regulated, so that only certain users will be able to see more sheets than yours.

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 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 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.

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.

Can expenses be allocated to cost centers?

All the concepts included in the expense sheets are attributable to elements of analytical accounting. By default the user belongs to a cost center and this data can be later edited/modified at the level of each of the expenses included. So in the same sheet you can report expenses to different cost centers, if this is allowed in each company.

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.

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.

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.

Invoice Implementation Guide

Can we do an invoice issuing test?

Yes, by sending the invoice to this email address: einvoicetest@easyap.com

What considerations should be made when creating the Facturae electronic invoice?

Please note that the points in the annex regarding the use of order and tax labels are complied with.

How are electronic invoices sent?

Exactly the same as now, by attaching them to an email and sending them to the address usually used.

What are the advantages of using the facturae-electronic invoice?

Environmentally-friendly, timesaving, less errors and cost-cutting.

What do you need to issue an electronic invoice?

From the invoicing system create invoices in e-invoice format. Any e-invoice version is accepted, see attached files.
It is a standardized format that is already very widespread (FACe ...) and incorporated in to most customer invoicing systems.

 

FileSize
fielddescription-engineered_v3_2_x_06_06_2017_unified.pdf1.35 MB
history-invoice_versions_32.pdf48.74 KB
history-invoice_versions_321.pdf163.32 KB
history-invoice_versions_322.pdf420.17 KB
schema_xsd_facturaev3_2.xml173.21 KB
schema_xsd_facturaev3_2_1.xml179.3 KB
schema_xsd_facturaev3_2_2.xml185.61 KB

Can both the electronic invoice and the PDF be sent?

Both can be sent as long as they are sent in the same email and have the same name.

Invoice Label Annexes

The facture - e-invoice model is based on an xml file with labels. The labels to take into consideration are:

- To include the order number - ReceiverTransactionReference

- To include the tax - TaxRate

SII

How do you fix a registration error?

When the invoice is correct but the entry in the Register has not been made correctly, a new record will be sent with the number of the original invoice and with the communication type A1 "Change of Invoices/Registrations (registration errors)".

If a shipment contains some invoices with errors, must the new shipment to be submitted after making the necessary corrections include all the invoices?

No, only invoices that were rejected should be included.

What billing information should be provided?

At a summary level, taxpayers should submit the following information to the AEAT:

Registry: Registry book of received and issued invoices, investment goods and Registry book of certain intra-community operations.
Invoice data / simplified invoice (art. 6 and 7 of RD 1619/2012): NIF, identifications, date of issue, types, bases and quotas.
Type of operation: to be identified by KEYS and SUBCLAVES (simplified invoice, corrective invoice, investment of the taxable person, cash VAT and other special regimes...)
Other data: deductible quota, cadastral reference number in certain business premises leases, invoicing agreements,...

How are the data of the invoices sent electronically to the AEAT?

There are two ways of sending:

By telematic means through Web Services based on the exchange of XML messages, which will allow information to be supplied practically in real time
. Also, the completion of a "web form" for those taxable persons who carry out very few operations or when they wish to send specific invoice records in isolation.

When will the new IBS apply?

From 1 July 2017, the mandatory phase of application of this system will begin for both those taxable persons included on a mandatory basis and those who opt for it voluntarily.
From 2 January 2017, a voluntary phase will begin in which a group of companies will participate in a pilot test.
Taxable persons who apply the SII from 1 July 2017 will be obliged to send the invoice records for the first half of 2017 in the period from 1 July to 31 December 2017.

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.

Do we have to send the same information that is currently included in the VAT records?

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 should billing records be sent to the AEAT?

A) Invoices issued

Within four calendar days from the issue of the invoice, except in the case of invoices issued by the recipient or by a third party, in which case the period shall be eight calendar days. In both cases, the supply must be made before the 16th day of the month following that in which the accrual of the tax corresponding to the operation to be recorded has occurred.

B) Invoices received

Within four calendar days from the date on which the invoice is recorded in the accounts, and in any case before the 16th day of the month following the settlement period in which the relevant transactions are included. In the case of import operations, the four calendar days shall be counted from the date of entry in the accounts of the document showing the amount of duty paid by customs, and in any case before the 16th day of the month following the end of the period to which the declaration covering the import operations refers.

C) Intra-Community operations

Within four calendar days from the time of dispatch or transport or, where appropriate, from the time of receipt of the goods to which they relate.

D) Information on investment goods

Within the deadline for submission of the last settlement period of the year (until 30 January). It should be noted that in calculating the period of four or eight calendar days referred to in the previous paragraphs, Saturdays, Sundays and those declared national holidays will be excluded.

(Source AEAT)

What are the basic lines of operation of IBS?

Taxpayers under the SII are obliged to keep, through the electronic headquarters of the AEAT, by means of the electronic supply of the invoicing records, the following Books Register:

- Registry book of invoices issued.
- Registry book of invoices received.
- Registry book of investment goods.
- Registry book of certain intra-community operations.
To do so, they must send the AEAT their invoicing details, with whose information the different Registry Books will be configured almost in real time.

This information will be sent electronically, specifically through Web Services based on the exchange of XML messages. The structure of this sending will have a common header with the information of the holder of each record book, as well as the information of the exercise and period in which these operations are registered. This header will be accompanied by a block with the content of the invoices.

The provision of this information will be carried out in accordance with the registration fields approved by the Minister of Finance and Public Administration through the corresponding Ministerial Order.

(SOURCE AEAT)

What is the Immediate Provision of IBS VAT Information ?

This is a change from the current VAT management system that has been in operation for 30 years, as it moves to a new system for keeping VAT records through the Electronic Headquarters of the AEAT, by means of the quasi-immediate supply of invoicing records. In this way, the new SII makes it possible to bring the time of recording or accounting for invoices closer to that of the effective performance of the economic operation underlying them.

(Source AEAT)

How is a correction invoice recorded?

Where there has been a material error in the invoice (where any of the requirements laid down in Article 6 or 7 of the Invoicing Regulations are not met), a well-founded error of law, incorrect determination of the tax liability or any of the circumstances giving rise to the change in the tax base (Article 80 VAT) an amendment invoice must be issued, the information for which will be sent indicating type of communication "A0" and type of invoice with the codes "R1", "R2" and "R3" according to the reason for the amendment (bankruptcy, bad debt and other causes including those of article 80.One and Two).
Likewise, the type of amendment invoice must be identified with the codes "S- for substitution" or "I- for differences".

How is an amendment invoice recorded for "S" substitution?

Invoice information will be sent indicating "Type of Communication: A0" and invoice type with the keys "R1", "R2" and "R3".
When the correction is made by "substitution", the correction made must be reported, also indicating the amount of the correction. This information may be provided at:
- Option 1: Informing of a new record indicating the correct amounts after the correction in the fields "taxable base", "quota" and where appropriate "surcharge" and in turn the corrected amounts with respect to the original invoice in the fields "corrected base", "corrected quota" and where appropriate "corrected surcharge".
- Option 2: Informing of a new record indicating the correct amounts after correction in the "taxable base", "quota" and if appropriate "surcharge" fields and another record informing of the corrected amounts.
The identification of the list of corrected invoices will be optional.
Example: Invoice no. 1 with taxable amount of 1,000 euros and tax liability of 210 euros will be subject to correction.
Option 1: The modification by substitution would mean issuing an amending invoice with taxable amount of 800 euros and tax liability of 168 euros, which would indicate that the correction made is 1000 euros for the corrected taxable amount and 210 euros for the corrected tax liability.
The fields and keys to be included in the Record Book of Issued Invoices are:
Communication type: A0
Invoice type: Rx
Rectification type: S
Rectification amount: two additional fields will be informed with "the rectified base" (1.000) and the 'rectified amount' (210), regardless of their sign.
Total amount: the final valid amount will be indicated 968.
Breakdown of VAT: taxable amount: 800, outputted amount 168.
Option 2: The modification by substitution would mean issuing an invoice with a taxable amount of -1000 and an amending invoice indicating that the taxable amount is 800.
In the first invoice, the fields and keys to be entered in the Record Book of Issued Invoices are:
Communication type: A0
Invoice type: F1
VAT breakdown: the amount to be rectified shall be indicated (taxable amount: (-1,000), output tax (-210).)
In the second of the rectifying invoices the fields and keys to be entered in the Record Book of Issued Invoices are:
Communication type: A0
Invoice type: Rx
Rectifying type: S
Rectification amount: two additional fields will be reported with "the rectified base" 0 and the "rectified quota" 0.
Total amount: the final valid amount will be indicated 968
Breakdown VAT: taxable base: 800, output quota 168.

How do you record an "I" correction invoice for differences?

Invoice information will be sent indicating "Type of Communication: A0" and invoice type with the keys "R1", "R2" and "R3".
When the correction is made due to "differences", the amount of the correction must be informed directly.
To do this, the correction invoice must be informed in a single register with the key "I". In this case the additional fields "Rectified basis" and "Rectified fee" must not be filled in.
The identification of the list of rectified invoices will be optional.
Example: Invoice nº1 with taxable base 1,000 euros and quota 210 euros will be rectified.
The modification due to differences would mean issuing an invoice with taxable base of
- 200 euros.
The fields and keys to be included in the Record Book of Issued Invoices are:
Communication type: A0
Invoice type: Rx
Rectification type: I
Total amount: the total amount of the correction shall be indicated -242.
Breakdown of VAT: taxable amount: -200, output tax - 42.

If several invoices are corrected using a single correction document, how are the corrected invoices identified?

Identification of corrected invoices is optional.
If they are identified, they can all be identified with the only limitation of the size of the XML file itself.

When should the field "Operation date" be filled in?

The field "transaction date" must be filled in the Register of Issued Invoices when the date of the transaction is different from the date of the invoice.
The field "transaction date" must be filled in the Register of Received Invoices when the date of the transaction is different from the date of the invoice and it is so stated in the invoice.
Example: Company A sells goods on July 3, 2017, documenting the transaction in an invoice dated August 1, 2017. When should I provide the data through the IRS? Do I have to provide any specific field?
The data must be provided within 8 days after the invoice is issued (until August 11). The "Invoice issue date" (1 August 2017) and the "Operation date" field (3 July 2017) must be entered.

What transaction date should be entered on an amendment invoice?

The date of issue of the original invoice being corrected.

What transaction date should be shown on a correction invoice if several invoices are corrected by a single correction document?

It shall be entered on the last day of the calendar month in which the last corrected invoice (the oldest one) was recorded.

Is the field "Operation description" filled with standardized keys?

No. This is free content that can occupy 500 positions.

When should the "IDOtro" field within the "Counterpart" and "IDFactura" block be filled in?

When the "counterpart of the transaction (customer/supplier)" or the issuer of the invoice does not have a tax ID number assigned in Spain. This occurs, among others, in the case of foreign suppliers or customers.

When should the "Country code" field in the "Counterpart" block be filled in?

When the address of the "counterparty to the transaction (customer/supplier)" corresponds to a non-EU country, or in the case of an EU country, when the declared party does not have an Intra-Community Operator's Number (as is the case for some EU end-consumers). If key 2 (VAT-ID) is ticked in the field "Type of identification in country of residence", this field is not mandatory.

In the case of entities included in the Special System for Groups of Entities in VAT, who must supply the invoicing records electronically?

Each of the entities that make up the Group.

Will information on operations subject to IGIC or IPSI be provided?

Yes, the value 09 should be entered in the "Special regime or Transcendence key" field.
They will be recorded as "not subject" operations. In the field 'Type not subject' the key 'N2: Not subject - Operations not subject in the TAI by location rules' shall be entered.

Will information on insurance operations be provided through the IRS?

Yes, in any of the following cases:
- when it is a transaction for which there is an obligation to issue an invoice (art. 3.2 RD 1619/2012)
- in the case of the transactions referred to in article 331 RD 1065/2007 of 27 July (amount of premiums or considerations received and compensation or benefits paid).
In the field "Special Regime or Transcendence Key" the value 12 shall be entered in the case of the Registry Book of Issued Invoices and 14 in the case of the Registry Book of Received Invoices.

Can summary invoice entries be recorded through the SII?

Yes, the key "F4" will be entered as the invoice type.
In the block that identifies the invoice (IDFactura), the number and serial number of the first and last invoice will be entered.

Can summary entries be recorded for invoices with transactions to which different tax rates have been applied?

Yes, the overall taxable base for each tax rate and the different tax rates will be reported in a single register.

When recording a simplified invoice, should the tax liability be broken down?

In general, it is not necessary. By marking the key "F2 Simplified invoice (ticket)", only the field "Total amount of the invoice" must be filled in. However, if it is a "qualified" simplified invoice of those regulated in article 7.2 of RD 1619/2012, the amount of the fee must be broken down.

How is an invoice issued to replace simplified invoices (art. 7.2 RD 1619/2012) registered?

The block 'Invoice type' must be informed with the key 'F3: invoice issued in replacement of invoiced and declared simplified invoices' and the block 'Grouped invoices' must identify the replaced simplified invoices with the number, serial and date of issue or, where appropriate, the specifications to be replaced or crossed out. The identification is optional.

What transaction date must be stated on a summary invoice (art. 13 RD 1619/2012, which regulates invoicing obligations)?

It shall be entered on the last day of the calendar month in which the transactions documented in the summary invoice were carried out.

Can the Taxable Base, Tax Rate and Total Amount of the Invoice in Foreign Currency be registered?

No. Its equivalent value in euros must be recorded, applying the selling exchange rate set by the Bank of Spain in force on the date of accrual of the transaction (art. 79 eleven Law 37/1992).

Should non-VAT and tax-exempt transactions be registered? How?

Yes, there is an obligation to issue an invoice, (articles 2 and 3 RD1619/2012 which regulates invoicing obligations) and this must be registered.
In the case of a non-taxable operation, it will be entered in the "Invoice breakdown" block as "Non-taxable", indicating the amount and type of operation according to the following keys:
"N1: Non-taxable - Non-subject article 7, 14, others"
"N2: Non-taxable - Non-taxable operations in the TAI due to location rules"
In the case of an exempt operation, it will be entered in the "Invoice breakdown" block as "Subject" and "Exempt", indicating the taxable base and the cause for exemption using the following keys
"E1: exempted by article 20"
"E2: exempted by article 21"
"E3: exempted by article 22"
"E4: exempted by article 24"
"E5: exempted by article 25"
"E6: exempted by others"
If this information is not available it will be sufficient to indicate that it is an exempt transaction.

How do you register an Intra-Community Delivery of Goods?

The invoice issued to the Community customer shall be recorded in the Register of Issued Invoices by identifying him by the key 2 in the field of identification types in the country of residence "IDType" and his Intracommunity Operator Number in the field "ID". The field "Country Code" will not be mandatory.
On the other hand, the taxable base of the invoice will be included in the field of operation type "Exempt" within the block "Delivery". The key 'E5: Exempt under Article 25' will be entered as the reason for exemption.

How do you register an export?

The operation is recorded in the Registry Book of Issued Invoices.
In the field "Special Regime or Transcendence Key" the value 15 should be entered.
The customer - in the case of foreigners - should be identified by the "Country Code" and
the keys 3 "Passport", 4 "Official identification document issued by the country

What types of operations are included in the field "Special Regime Key O. Transcendence"?

The operations included with their corresponding keys are:
VALUES DESCRIPTION
01 COMMON REGIME OPERATION
02 OPERATIONS BY WHICH COMPANIES SATISFY REAGYP COMPENSATIONS
03 OPERATIONS TO WHICH THE SPECIAL REGIME FOR USED GOODS, ARTISTS, ANTIQUES AND COLLECTION ITEMS APPLIES (135-139 LIVA),
04 GOLD INVESTMENT SPECIAL REGIME
05 TRAVEL AGENCIES SPECIAL REGIME
06 ENTITY GROUP SPECIAL REGIME IN VAT
07 ENTITY GROUP SPECIAL REGIME IN VAT (Level Advanced)
08 SPECIAL CASH CRITERIA REGIME
09 OPERATIONS SUBJECT TO IPSI / IGIC
10 INTRACOMMUNITY PROCUREMENT OF GOODS AND SERVICES
11 PURCHASE OF TRAVEL AGENCIES: operations of mediation in the name and on behalf of others in transport services provided to the recipient of the services in accordance with paragraph 3 of the fourth additional provision of the Invoicing Regulations.
12 INVOICING OF TRAVEL AGENCIES' SERVICES ACTING AS MEDIATORS IN THE NAME OF AND ON THE ACCOUNT OF OTHERS (D.A.4RD1619/2012)
13 COLLECTIONS ON BEHALF OF THIRD-PARTY PROFESSIONAL FEES OR FEES DERIVED FROM INDUSTRIAL PROPERTY, OF AUTHORS OR OTHERS ON BEHALF OF THEIR PARTNERS, ASSOCIATED OR COLLEGIATE CARRIED OUT BY SOCIETIES, ASSOCIATIONS, PROFESSIONAL COLLEGES OR OTHER ENTITIES THAT, AMONG THEIR FUNCTIONS, CARRY OUT THE COLLECTION.
14 INSURANCE OPERATIONS
15 LOCAL BUSINESS LEASE OPERATIONS
Tax Agency Immediate Supply of Information (S.I.I.)

Should key 11 of the field "Special Regime OR Transcendence" in the Invoices Received Register be used to register invoices received from Travel Agencies?

No. It should only be used by the entities that apply the Special Regime for Travel Agencies. Invoices received from Travel Agencies do not require any special key in their register.

How is a transaction with a reverse charge registered (Article 84.1.2 and 4 of the VAT Law) if it originates from transactions other than intra-Community acquisitions of goods and services?)

The recipient of the transaction will enter the data from the incoming invoice by entering the key "S2: Subject - Non-Exempt - Inv. Liability". He must calculate and enter the supported quota corresponding to this invoice and fill in the field "Deductible quota". You will not register any data in the Record Book of Issued Invoices.

How are Intra-Community acquisitions of goods and services registered?

The invoice received from the Community supplier shall be recorded in the Invoice Receipt Register by identifying him by the key 2 in the field of identification types in the country of residence "IDType" and his Intracommunity Operator Number in the field "ID". The field "Country Code" is not compulsory.
In the field "Special Regime or Transcendence Key" the value 10 must be entered.
In these cases, the transaction type key "S2: Subject - Non-Exempt - Inv. Liability" which is only used when the declarant is a tax payer in accordance with the provisions of Articles 84.Uno.2º and 4º of the VAT Law, provided that they originate from transactions other than the intra-Community acquisition of goods and services.
No data will be recorded in the Register of Issued Invoices.

How do you register an Import?

The operation is recorded in the Record Book of Invoices Received. The fields "SAD number" (reference number on the SAD itself and on the letter of payment) and "SAD accounting record date" (date on which the SAD accepted for release by the Customs Administration is posted) must be entered.
On the other hand, the transaction must be entered with the code S1 "Subject - Non-Exempt",
Tax Agency Immediate Supply of Information (S.I.I.)
23
the detail of the invoice (type, taxable base and tax payable) as well as filling in the field "Deductible Quota".
The supplier will be identified - in the case of a foreigner - by means of the "Country Code" and the keys 3 "Passport", 4 "Official identification document issued by the country or territory of residence", 5 "Certificate of residence" or 6 "Other documentary evidence" from the "IDType" field, without it being obligatory in the latter case to provide a Tax Identification Number in the country of residence.
The following details should be taken into account when providing data on imports:
The field "SAD number" should contain the details of the customs document corresponding to the imported goods, which will generally be the SAD.
The "Taxable Base" shall indicate the Customs value of the goods, plus any other charges due outside the territory of application, plus any import charges and plus any ancillary costs which are not part of the Customs value and which are incurred up to the first place of destination within the Community (Taxable Base, box 47 SAD).
As "Cuota Tributaria" the amount to be paid will be recorded.
The expenses subsequent to the admission of the SAD not included in the taxable base for VAT on imports will give rise to the registration of separate invoices. Of the freight forwarder's invoice, only the part corresponding to the provision of his service will be registered (not the amount of import VAT required from the customer as a substitute).
Having registered a SAD, it is not necessary to register the foreign supplier's invoice unless it has been received in advance.
Example: an import operation is carried out through the Barcelona Customs Office and the following invoices are issued:
1.- Invoice from the US Supplier, with BASE 10,000 USD, which corresponds to 6,896.55 euros. 2.- Invoice from the National Forwarding Agent, with the following amounts:
-Base of the Import settled in Customs(Box 47 SAD).............. 7.250,00 EUR
-Supplier's invoice.............................. 6.896,55 EUR
-Rest of concepts(1)........... 53,45 EUR
-Freight forwarder's exemption(2)........... 300.00 (1) Taxes, ancillary costs, etc. up to the first place of destination within the Community.
(2) Article 64 Vat Law
Agencia Tributaria Suministro Inmediato de Información (S.I.I.)
24
-Quota for import VAT................................................................ 1,160.00
- Basis for the provision of Forwarding Services
500.00 ........................ - Fee ........................................................................................ 80.00 Euro
The following entries must be made in the Record Book of Invoices received:
1.º The SAD, entering as identification number the reference number, taxable base 7,250 Euro and fee 1,160 Euro. (The foreign supplier's invoice will not be registered). The foreign supplier's invoice with a taxable base of 7,250 euros and a fee of 1,160 euros.
2. The freight forwarder's invoice, indicating only the provision of services subject to and not exempt from tax with a taxable base of 500 euros and a fee of 80 euros.

In the case of transactions treated as imports, what information should be provided?

The details of the customs document corresponding to the imported goods shall be provided, which shall be the SAD reference number shown on the SAD itself and on the letter of payment (if it is required to be presented), or the registration number of Form 380 in the case of departure from the non-customs warehouse regime and, in other cases, the details of the appropriate invoices issued by suppliers or service providers.
As Taxable Base will be indicated:
- In the case of presentation of a SAD, the Customs Value of the goods, plus other taxes that are due outside the territory of application, plus import taxes and plus ancillary costs that are not part of the Customs Value and that occur until the first place of destination within the community (Taxable Base, box 47 SAD).
- In the case of the presentation of form 380, the taxable base declared in the same.
- In the rest of the cases, the amount of the consideration that appears in the invoice.
As Tax Quota, the amount to be paid shall be indicated.

Is it mandatory to provide deductible information?

If you apply pro rata, you must enter the deductible amount according to the percentage of the provisional deduction.
Tax Office Immediate Supply of Information (S.I.I.)

INVESTMENT GOODS REGISTRATION BOOK What operations are included?

This book will only be carried by those taxpayers who are subject to the pro rata rule. The information to be provided consists of the identification of the good, the date of commencement of use of the good, the definitive annual pro rata, the annual adjustment of the deductions, and in the case of delivery of the good, the investment good must be removed by noting the reference to the invoice that justifies the delivery and the corresponding adjustment.
This book will be reported in the last period of the year or the last period of activity (if the activity ceases), and the information collected in it is additional to the registration of purchases and sales of investment goods in the Invoice Issued and Received Books.

IMPORTS IN METAL What operations are included?

This block will be reported in the last period of the year with the amounts over 6,000 euros that would have been received in cash from the same person or entity for the operations carried out during the calendar year.

RECORD BOOK OF CERTAIN INTRACOMMUNITY TRANSACTIONS What operations are included?

Only two types of transactions are recorded in this book, the transactions referred to in article 66 of the RIVA, i.e. only the following:
1. The sending or receiving of goods for the performance of the expert reports or works mentioned in article 70, paragraph one, number 7 of the Tax Law (Law 37/1992).
2. Transfers of goods and intra-Community acquisitions of goods included in Articles 9, paragraph 3, and 16, paragraph 2, of the Tax Law (Law 37/1992).
The code "D" will be entered if the declared party is the recipient of the goods that are the object of the transaction, and "R" if the declared party is the sender of the goods that are the object of the transaction.
In the case of intra-Community acquisitions of usual goods, as well as intra-Community supplies of usual goods, these must be registered in the Register of Invoices received and issued respectively, in the manner indicated in the FAQ "How is an intra-Community acquisition of goods registered?"
In these cases, the code "D" for recipient or "R" for sender, which are exclusive codes for the Book of certain intra-community transactions, shall not be entered under any circumstances.
Tax Agency Immediate Supply of Information (S.I.I.)
26

How are transactions submitted to the RECC through the IRS recorded?

They will be recorded under special regime code "08".
In addition, at the time of making the collections/payments corresponding to the operations subject to the RECC, the following fields must be entered: In the Collection Register: date of collection, amounts collected, means of collection used, bank account or means of collection used.
In the Payment Register: date of payment, amounts paid, means of payment used, bank account or means of payment used.
The means of payment/collection shall be entered with one of the following values:
01: Transfer
02: Check
03: No collection/payment (deadline for accrual/forced accrual in bankruptcy)
04: Other means of collection / payment
Information on these operations will be provided within the general deadlines as if they had not been subject to the special regime, without prejudice to completing the data on total or partial collections or payments in the corresponding book at the time they are made (sending the information on the invoice with the unique key of the original invoice).
To register an invoice sent by a supplier that applies the RECC, first the A0 invoice will be registered in the Book of Received Invoices and then another request will be sent with the supply of payments.

On July 5, 2017, an entrepreneur under the RECC carries out a transaction for the amount of 5,000 euros with another entrepreneur. An invoice is issued on 1 August 2017. The invoice is not collected until 15 September 2017, and the payment is made by means of the

The invoice issued on 1 August 2017 must be informed within 8 days (until 11 August). When the invoice is reported in the Register of Issued Invoices, the special regime code "08" must be entered.
Once the invoice has been collected, the information must be provided in the register of collections of issued invoices, indicating in addition to the identification number of the original invoice: date of collection, amounts collected, means of collection used, bank account or means of collection used.

Can summary entries of invoices issued for operations be made in RECC?

Yes, taking into account the general criterion of accrual, without prejudice to the fact that they have to be complemented with data on collections.

What considerations in Immediate Supply VAT information must be made in the invoices when there are several delivery notes: is it necessary to have an invoice for each delivery note?

It is not necessary, it is recommended to group by date of accrual or receipt of the good or service.

What does SII require when the same invoice has different VAT rates?

Each of the bases must be reported in groups. That is, an invoice with 25 lines and two bases will be reported in two lines, one for each base grouping the amounts of each base.

How does the Immediate Provision of VAT Information impact year-end accounting closures? I am in January registering invoices from the previous year

The accounting close has its path independent of the reporting of transactions to AEAT. Invoices received must be reported based on the date of recording, regardless of the accounting period in which they are charged. In the case of invoices received, the relevant date is the date of issue.

When there is billing, what considerations are necessary for the IBS?

You have to consider the date of the accrual and the date of the invoice. In principle it should be reported for each accrual/delivery date of goods, otherwise it will be reported as a normal invoice.

In the case of import invoices, DUAs and deferred VAT, how does it affect the Immediate Provision of VAT Information?

The only thing that changes is that the process must be linked to the posting of the invoice. SAD and invoice must be posted at the same time, SAD must identify the corresponding purchase invoice

To apply the Immediate Provision of Information to those obliged to declare at the Provincial Treasuries?

Not yet, but he thinks he will.

For the communications with the AEAT and the SII, is it possible to use the certificate of each company or the one of easyap?

Both options are valid, the problem with the use of each company's certificate is that it forces the signatory of each of the transactions when it is something that should be unattended and that is why it is normal to use the easyap certificate

Does the easyaei portal for IBS provide access to AEAT responses and in case of rejection response how is it resolved?

Affirmative. The answers, both acceptance and rejection, will be in easyei (and can also be transmitted to the ERP). Changes caused by rejections must take place in the source system (in the ERP), and will then be notified from easyap's Immediate Information Supply portal.

Does the Immediate Provision of Information require identifying outlier billing?

It is necessary and it is a type of invoice that must be identified and reported

When issuing invoices, is it necessary to identify the invoice to be corrected for the purposes of the Immediate Information System on VAT?

Escalation to AEAT
In the case of normal business operations, it is not necessary to identify the corrected invoice in the rectifying invoice.
In all cases, including normal business operations, in which there is a change in VAT, it is necessary to identify the corrected invoice in the rectifying invoice.

In the case of correlative invoices without a client...there are clients who identify themselves and others who do not.

Invoices can be grouped without a customer identified in blocks that maintain consecutive invoice numbering. If there are jumps due to the existence of invoices to identified customers, they must be separate groupings
. The grouping criteria are very complex so that they will be worthwhile when the volume of tickets is very high, otherwise it is more convenient to report individually.

In the case of foreign companies registered in Spain for VAT purposes, is the turnover in Spain considered or also that of the country of residence for the SII?

Only billing in Spain

Does the Immediate Information System have to include payment and collection information?

Yes, but only for cash-strapped participants

What happens to the SII with invoices between 01/01/2017 and 30/06/2017?

Must be communicated until 31/12/2017

What are the deadlines for submitting IRS information?

AEAT has set a deadline of four days to send the information, which must be sent online. The period of four days (eight in 2.017) starts counting:
- For invoices issued from the date of invoice. Since this is the most logical period, the information is transmitted as the invoice is issued. There is no room for manual processes to adapt the information. This is a period of time that allows for the resolution of possible technical anomalies, but which ultimately leads to daily reports on
- For invoices received, the period of time begins to run from the date of registration of the invoice. The registration date is not the posting date, the accounting period is not relevant.

Weekends and national holidays are not counted towards the deadline

Are the formats of the different fields that need to be reported in SII defined?

Yes, they are perfectly defined and specified in the SII technical guide, which can be downloaded at... The easyap approach at this point is that clients provide the information in the format they can so that easyap can adapt it to the Hacienda's format, thus avoiding our clients this technical problem.

For the Immediate Supply of VAT Information, is it necessary to adapt the ERPs because it will be the source of the reported information?

The ERPs are the basis of the information but with the easyap service of mapping, logic and acceptance of any format the need for modifications in the erp is minimized/eliminated. It is similar to e-invoicing where easyap customers without making changes to their ERP are able to send invoices in many different formats regardless of the original ERP format

In what format can easyap receive the information from the accounting ERP?

easyap can receive any file format: txt, csv, xls, xlm, xlsx...easyap receives the information and will make a logical mapping of that information. It is not a mere field to field translation between different formats (from the original erp to the one required by the Treasury) because it will include logic that allows to incorporate requirements of the SII format. For example, to identify whether they are invoices or amendment invoices and of what type.

Are there patterns in the mapping of fields provided by AEAT?

Among the information already available from Immediate Supply of Information there is a technical guide with details of the fields and their format. The mapping is a work that each company must do to send the accounting information of the invoices issued and received in the fields required by AEAT, and it is in this mapping and information matching logic where easyap provides services for its clients. The guide provided by the Treasury Department indicates one by one all the fields where it has to go, for example: invoice number, invoice date...

In response to the information sent, will the AEAT return any "fingerprints"?

Understanding "fingerprint" as a unique information identifier, the IRS VAT will return for each transaction a unique indicator of acceptance or rejection. This is very valuable information that should be stored in the accounting ERP and will be available in the easyap SII portal. It is comparable to the response sent by FACe in the cases of electronic invoices issued to the Public Administrations. FACe responds to each invoice sent with a unique indicator of acceptance or rejection.

Do we have to send the same information that is currently included in the VAT records?

No, it is a matter of sending certain information that is currently in two different sites (VAT Registry Books and Invoices) to the AEAT's electronic headquarters, and the taxpayer is not required to keep the current VAT Registry Books, as can be seen in the following diagram. Likewise, certain information with tax implications that until now was included in forms 340 and 347 (articles 33 to 36 of the RGAT) will be provided:

INFORMATION TO BE SUBMITTED WITH THE SII

Invoice data to be submitted

- Number and Series
- Date of issue
- Date of operation
- Recipient Identifier
- Taxable Base
- VAT rate
- VAT charged
- RECC
The information regarding the Record Book of Issued Invoices that must be communicated to the AEAT through the new SII (contained both in the current Record Books and in the fields of the invoices themselves) is as shown below:

INFORMATION TO BE SUBMITTED WITH THE SII

Invoice data to be submitted

- Reception Number
- Issue Date
- Operation Date
- Issuer Identifier
- Taxable Base
- VAT Rate
- Supported VAT
- RECC
- A|B
- SP/Gold Investment
(Source AEAT)


On the other hand, the information related to the Registry Book of Invoices Received that must be communicated to the AEAT through the new SII (contained both in the current Registry Books and in the fields of the invoices themselves) is the following Immediate Provision of Information (SII) 11 INFORMATION TO BE SENT TO THE IRS (Source AEAT)

Do we have to send the invoices to the AEAT ?

No. This is often one of the most confusing issues for first-time analysts of the new IBS.

What must be sent are the fields in the invoicing records that are specified in the corresponding Ministerial Order, with respect to the information referred to in the Draft Royal Decree that is currently being processed.

(Source AEAT)

Invoices Workflow

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.

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….

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 ....

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

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 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.

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.

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.

Typically, purchase order invoices are not coded and this is a task that is typical of purchase order invoices. However, in invoices with purchase order, there are cases in which coding is required, such as when there is a difference in amount between what is considered in the purchase order and what is received in the invoice.

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.

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 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 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.

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.

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.

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.