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Invoice Data Content Sealing “Electronic Invoicing”

Invoice Data Content Sealing “Electronic Invoicing”. FOR DISCUSSION PURPOSES UNECE, MEETING 4 APRIL 2005. INVOICE DATA CONTENT. Mandatory invoice details in accordance with the Directive’s list (1). Date of issue of the invoice (25)

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Invoice Data Content Sealing “Electronic Invoicing”

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  1. Invoice Data Content Sealing “Electronic Invoicing” FOR DISCUSSION PURPOSES UNECE, MEETING 4 APRIL 2005

  2. INVOICE DATA CONTENT

  3. Mandatory invoice details in accordance with the Directive’s list (1) • Date of issue of the invoice (25) • A sequential number, based on one or more series, which uniquely identifies the invoice (25) • VAT identification number of supplier (25) • VAT identification number of customer: • in case he is liable to pay the VAT due (25) • in other cases (8) Austria: In case of services supplied according to art. 28b, C, D, E, F of the Sixth Directive Belgium: In case the customer uses his Belgian VAT number, the VAT number has always to be mentioned if the supplier is established in Belgium and it concerns a local supply Czech Republic: If the supply is rendered to a taxable person Greece: In case of domestic transactions Lithuania: In case of domestic transactions where the customer has a Lithuanian VAT number Portugal and Slovak Republic: Not specified Spain: In case of domestic transactions carried out by Spanish VAT established taxpayers • Full name and address of supplier (25) • Full name and address of customer (25) • Quantity and nature of the goods supplied or the extent and nature of the services rendered (25) • Date of supply of goods or rendering of services or date on which payment of account was made if different from invoice date (25) Between brackets is indicated the number of EU Member States requiring this invoice detail

  4. Mandatory invoice details in accordance with the Directive’s list (2) • Price per unit (23) • Any discounts or rebates not included in the unit price (23) • Taxable amount per rate or exemption (25) • VAT rate applied (25) • VAT amount payable in the national currency (25) • Where an exemption is involved or where the customer is liable to pay VAT, reference to • the provision of the 6th Directive (18) • national legislation (25) • any other indication (18) • Where the person liable to pay the tax is a tax representative; the identification number for VAT purposes, together with full name and address (13) Between brackets is indicated the number of EU Member States requiring this invoice detail

  5. Mandatory invoice details violating the EU Directive (1) • Belgium: capacity of VAT representative • Greece: reference to delivery note (if applicable) • Hungary: • Statistical number of the product if reduced rate or VAT exempt • Method of payment and due date for the payment • Number of copy and total number of copies • Page number and total number of pages • Total taxable amount • VAT amount per VAT rate • Total amount inclusive VAT

  6. Mandatory invoice details violating the EU Directive (2) • Italy: • Capacity of the VAT representative • Reference to transport documents (if applicable) in case of deferred invoices • Arm’s length value of the product in case of discounts or rebates • VAT amount per VAT rate • Malta: the type of supply by reference to a predefined category • Poland: • Statistical number of the product if reduced rate or VAT exempt • Total amount due in figures and words • Slovak Republic: reference to the Member State of arrival for intra-Community supplies of goods/services

  7. Mandatory invoice details violating the EU Directive (3) • Where an exemption is involved or where the customer is liable to pay VAT, some Member States do still not accept a reference to the appropriate provision of the 6th Directive or any other indication: • Greece • Hungary • Italy • Latvia • Lithuania • Portugal • Slovenia • Specific language requirements: Hungary • Specific currency requirements: Czech Republic and Hungary - Italics = those countries who have other infringements as well

  8. SealingElectronic Invoicing

  9. Acceptance by the customer No licenses/authorisations required Authenticity of origin and integrity of content through Use of EDI Advanced electronic signature Other electronic means E-invoicing – Is there a compliant model for VAT? Applicable for issuing the e-invoices by supplier, customer (SBI) or third party (outsourcing)

  10. Use of EDI VAT possibility I EDI Advanced electronic signatures Other electronic means • Recommendation of the Commission 19 October 1994: • Electronic transfer • from computer to computer • using an agreed standard to structure the message • in a computer readable format • that can be processed automatically unambiguously • Agreement relating to the exchange provides for the use of procedures guaranteeing authenticity of the origin and integrity of the data • Option: creation of summary statement on paper “VAT” EDI has its own broadly applicable definition

  11. Art. 2 (2) of the Directive on electronic signatures Connected to the signer in a unique way Possibility to identify the signer Realisation under exclusive control of the signer Possibility to trace every change afterwards Options: Qualified certificate (Art. 2(6)) Secure-signature creation device (Art. 2(10)) Electronicsignature Advanced electronic signature Qualified signature Use of EDI VAT possibility II – Advanced electronic signatures Advanced electronic signatures Other electronic means

  12. Use of EDI Advanced electronic signatures VAT possibility III – Other electronic means Other electronic means Buy Side Sell Side Collection Server Invoice Translation Engine Electronic Bill Presentment Server ERP System Risk of invoicing twice: paper & electronic !

  13. Use of EDI Advanced electronic signatures Summary e-invoicing possibilities Other electronic means Acceptance of EDI to send e-invoices Obligation to issue paper summary document Obligation to use a qualified certificate and a secure signature-creation device Acceptance of ‘other electronic means’ to send e-invoices Status 15 February 2005 – www.globalvatonline.com * Time stamping is required as well

  14. Categorisation Member Statese-invoicing • Green countries: • Belgium, Denmark, Estonia, Finland, Ireland, Sweden, the Netherlands and the UK • Red countries: • Countries that do not comply with the 6th Directive: Malta, Poland and Slovenia (no acceptance of EDI) • Other ‘bad examples’: Czech Republic, Germany, Greece, Italy, Lithuania and Portugal

  15. Sources: www.globalvatonline.com PricewaterhouseCoopers << A Guide To VAT in the EU of 25 Countries >> PricewaterhouseCoopers << E-invoicing and E-archiving >> © 2005 PricewaterhouseCoopers. All rights reserved. PricewaterhouseCoopers refers to the network of member firms of PricewaterhouseCoopers International Limited, each of which is a separate and independent legal entity. *connectedthinking is a trademark of PricewaterhouseCoopers.

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