How It Should Be Used Electronic Invoicing

Technology is evolving at an incredible speed. This leads to companies, entrepreneurs and citizens to address critical technology gaps when it comes to managing their documents, or when contacting the Public Administration. In fact, the means of communication between the general public and public administration change, but not at the level expected by the government agency. They found that their initial investment in the new technology may be too large, because the new technology is not used as much as other types of documents that expected.

One transformed most invoices. However, a general term such as electronic invoicing (e-invoicing), digital invoice, or invoices telematics still being confused. These three concepts can be used as synonyms, but the laws in each state to determine the exact meaning and limits.New technology has been relatively little success in small and medium enterprises, because the so-called 'digital divide', the lack of information and uncertainty posed by new means communication between the community and general public administration, among other factors. Large organizations, however, have the right infrastructure to take advantage of new technologies.

As such, it is important to 'uncover' the common assumption that the only document software technology within the reach of large corporations. There are quite powerful document management tools on the market to meet the size and needs of each company. SMEs can also contact the company specialized in the management of documents and projects of the department Consulting ask them to get the best advice on the most appropriate method of document input, storage, data recovery, etc. What are e-invoicing? Electronic invoice, which is called 'e-invoice', is a digital document that replaces the original. It is a digital representation of the paper format, electronically generated and maintained, and replaced the physical document while maintaining its file electronically value.

The law, including all invoice data, mathematical formulas and changing the character of the so-called chain of electronic signatures. With this new feature, e-invoicing take all fiscal and legally binding and does not need to be able to send print documents to electronic bill recipient.For to be valid, must be guaranteed by two main aspects: the authenticity of origin and integrity of content. If this is the case, then the identity of the sender is 100% certain and the recipient can be sure that the document can not be changed. This is possible only if the e-invoice electronic signature that meets the minimum requirements established by the fiscal authorities of each country or, in the case of Europe, the European Union.

Eliminating printoutsElectronic invoice must be removed from the company for the Print invoices to be able to send them to the receiver them. As a result, the costs associated with the development and management of printed documents is greatly reduced. Also, quality control and billing and collecting process greatly improved the organization and simplified.Still, legislation forcing companies to store their invoices and electronic data related to a particular time period. The law also requires sending and receiving: 

a) for storing e-invoices with relevant data (signature and certificate) in its original format, 

b) ensure legibility of electronic invoices and related data in its original format, 

c) ensure full access to the data (visualization , specific search, copy, download and print online). EU Member States still have until December 31, 2012 to adopt 2010/45/UE Council Directive, which establishes equal treatment between paper and electronic invoices. The bottom line is the perfect opportunity for the development of companies that are not planned for the implementation of electronic invoicing in advance, to change the way their billing and cut the associated costs. After all, much easier to adapt to the new measures and better than early restructuring process.Inadequate familiarity with e-invoicesSome most common mistakes when developing and using e-invoicing, manufactured primarily by SMEs and self-employed workers, are as follows :

1-belief that e-invoicing does not have the same legal validity as paper format. E-invoicing has the legal and fiscal effectiveness of the same as the paper format, and can be used for both purposes.

2-Using PDF documents as if e-invoicing. Normal PDF files that do not meet the legal requirements established. A PDF file must include an electronic signature to ensure the authenticity, integrity and non-repudiation (ie invoices effectiveness can not be challenged) 0.

3-considered e-invoicing is only useful in a large number of organizations. This is far from the truth. Small companies, medium-sized and entrepreneurial companies also benefit from electronic invoicing, for example in their interactions with the Public Administrations.4-Being confused about the legal format of invoice. It's pretty simple: just e-invoices with digital signature has been verified invoice stating that the author is a legal and valid.5-Be sure that the traditional method is more secure than electronic processing. When it comes to security, companies can back up their digital documents to comply with legal regulations.

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