Electronic Invoice in Portuguese Public Administration

© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados. | 1

Electronic Invoice in Portuguese Public

Administration

Integrated and Collaborative Project

29-05-2018


Context

eSPap was established as part of a broader reform PREMAC (Organizational Redesign in the Portuguese

Public Administration) towards public expenditure reduction and rationalization as well as

competitiveness improvement with the main purpose of shared services rollout for Public

Administration (PA)

Plan to downsize and increase effectiveness

of central public Administration

(PREMAC)

Efficient and rational use of

public resources

Public Expenditure Reduction

Rollout model of shared

services in PA


Establishment of eSPap

eSPap was established in 2012 by Decree-Law n.º 117–A/2012, June14, and inherited part of

the roles and responsibilities of the extinguished II (IT centre for PA), GeRAP (shared services) and

ANCP (Public Procurement).

› ICT

› Shared services

› GeRALL

› GeRFiP

› GeRHuP/GeADAP

› Portuguese Public

Procurement System

(SNCP)

› State Fleet

Management (PVE)


eSPap in numbers

We provide shared services for Public Administration, in the following areas: finance, human

resources, public procurement, state fleet management and ICT.

| 5© 2018 eSPap | Entidade de Serviços Partilhados da Administração Pública, I.P. | Direitos reservados.

Agenda

Electronic Invoice

Context and framework

Value offer

Operational roadmap


European Directive 2014/55 / EUTransformational Program

for Financial Management

Self-billing in Public Administration

eProcurement in Public Administration


The electronic invoice implementation program was born from the combination of several major

business transformation drivers:

The finance ministry has decide to set up a NATIONAL STRATEGY do implement

Electronic Invoice


Quality

Information

Costs

Reduction

Sharing

Information

Treasury

Management

Decrease manual processing time of documents

Automatic integration in the accounting

records

Reduction of transaction costs, operation and

technological

Optimization of TreasuryManagement (Predicting the payment deadline and

optimize cash flow)

Automation of processes and reduce errors

Transparency and control Information on the different ecosystem

agents

Process optimization and standardization of

procedures and rules


Seting up a Centralized Model will ensure benefits in 4 main areas which are

fundamental in this multidimensional transformational context


Acquisition Proposal

Goods & Services

Acquisition

Procedure

Execution

Goods &

Services

Receipt

Invoice

ProcessingPayment


Acquisition process in Public Administration (regulated process)

Draw up a

proposal for

the acquisition

of goods and

services.

Indication of

legal procedure

Commitment

Register

Pre-

Commitment

Register

official

requisition /

purchase

order

Official

expenditure

and procedure

approval

Funds

Available

Adjudication

Confirmation of

delivery and the

goods entry

E-invoice issue

Expense

settlement

Payment

Authorization

Payment

There is a set of activities (administrative and accounting) whose invoice can act as the linking

element. The einvoice is the element that allows us to create a traceability, interoperability, quality

data driven integration and further possibilities throughout the chain.


Framework - Shared Services Model - Why?

The introduction of Electronic Invoicing in Public Administration requires a holistic approach contemplating

areas of change whose approach coupled with the shared services model

Standardization of processes and rules - Definition of single invoice

semantics aligned with the rules of the AP, with the CIVA, sectorial rules and

addressing different business scenarios.

Technical solution - Provision of adequate technology (software and

hardware), as a platform for electronic billing, archiving, communication

channels, among others. Ensuring alignment with business requirements, with

the challenges of scalability, performance and integration (SOA).

Time To Market - Elaboration of a concerted adherence program, ensuring

alignment with strategy and vision, adoption of good practices and structured to

ensure rapid adherence, change and successful transformation.

Market Specialization of competences - In electronic invoicing processes,

accounts payable and treasury. In the dissemination of the solution in public

entities. In support of data quality, accounting records, participation in value

added activities and dissemination of good practices. In the management and

relationship with economic operators and business partners

Rationalization

of resources

Acceleration

implementation

Quality of

data

Organizational

Procedural

Functional

Data

Application

Technological


Agenda

Expense Cycle

Electronic Invoice


Value offer

Operational roadmap


TechnologicalPartners

EconomicalPartner

suppliers Customers

Presentation Layer

Processes Execution

Consulting & monitoring

Monitoring &

Control

Portal

TechnologicalPartners Validation Layer

Activities Automation

Data Transformation & Validation

Value chain leverageData

sharing

Services

Broker

Collaborative

Portal

Aggregation, Consolidation , Monitoring & Control systems.

Services

catalog

Value offer – Integration is the Driver


Technological Partners

Economical PartnerDebts retention

Payment forecast

Connection Public Procurement

Connection Public Accounting

suppliers Customers



Data update F -AP

Billing Procedure :

• Receiving selfbilling

• web form

Regularization Processes

Catalog

Process status consult

Digital communication

Payment notices

receipts

Rection of e-invoice: webform ;

UBL2.1 ; paper; other format

Control, Validation & Audit

File & Document Management

Monitor Invoices

PDF, Excel ; UBL

Management states &

Approval

Pre -registration and

registration Invoice

Internal management of data

entry

regularization

Consultation & Monitoring

Integration with ERP

Catalog services

Communication channels

Value offer – main processes

Monitoring &

Control

Portal

Data

sharing

Services

Broker

Collaborative

Portal

Web

Services

catalog



Economical Partner

suppliers Customers


Broker saphety – SAAS Platform

Dissemination

Network

CentralAdministration

LocalAdministration

RegionalAdministration

Business Public sector

Standardization

Network

BigBusiness

Small and MediumBusiness

Tra

nsv

ersa

l

Transaction Type

Information

Sharing

Network

Interoperability

Network


ERP Software

E-invoice platformFiscal Dimension

Contract Dimension

Treausury Dimension


Accounting Dimension

Social Security

Business Partners

Iap interoperability

CT 196 / CEN TC434

EMSFEI

CEF Digital



Inbound

Einvoice

CIVA

LCPA

E-invoice reception

•Electronics (UBL)

• Paper

•WEB Form

Parking, Checking and Archiving

Format mapping

Cockpit

PDF and Excel version of invoice

Invoice Attachments

Invoice approval and management with internal dataof the organism

Automatic processing

of the documentin ERP

1 2 3 4 5√ √ √

Implemented Not implemented

• Inquiries• Payment

Warnings• Data update• Selfbilling• Digital

communication

√

Interoperability

Contabilização


Agenda

Expense Cycle

Electronic Invoice


Value offer

Operational roadmap


The FE-AP Platform - Invoice Cockpit

Invoice in PDF

Log with all updates

Report

Alarmistics

Management of states

Ordering



Attachments sent by the supplier

Inserting Notes

Input Channel



Simple Line

Total

Additional line item data


Pilot Results

Suppliers Pilot

Client

Invoices Documents

3

Jan Fev

*

Mar Abr

Mai Jun Jul Ago

Set Out Nov Dez

Calendar

12 Períods 34

79%

EDI WebForm

0% 21 %

Papel

Evolution of documentsBreakdown by entities

*25 de fev

1629408

3.024.575,05 €

einvoice

EDI Project Supliers – Testing

• Canon

• Madeira Electricity

• Nos - TELCO

• EDP National Electricity

• VODAFONE - TELCO

ON• CP - Railways

• Brisa

• GALP

• Viagens Abreu

EDI Project Supliers – Project

Last Month

0

50

100

150

200

250

300

350

400

450

5 6 7 8 9 10 11 12 1 2 3 4

2017 2018

0%

20%

40%

60%

80%

100%

5 6 7 8 9 10 11 12 1 2 3 4

2017 2018

3130 5746 5848


Public

Sector Public

Sector

Entity

Private

Corporate

Entity

Private

Single

Entity

G2B

G2G

G2C

PT1 32

Ana Maria Reguengo Ramos 2

Carta de condução - SIPOL 1

Carta de condução - SIPOL - 10% AMA 1

PT2 22

Anabela Maria Pardal Patoleia 2

Carta de condução - SIPOL 1

Carta de condução - SIPOL - 10% AMA 1

PT5 503

Agência de Gestão da Tesouraria e 12

Subscrições CA's-Série E - Fev 2018 2

Subscrições CA's-Série E - Março2018 2

PT5 491

Caixa Geral de Aposentações 25

Despesas de telefone - Abril 2018 1

Despesas de telefone - Agosto 2018 1

Despesas de telefone - Dez 2018 1PT5 453

IRN - Instituto dos Registos e do 453

Arrumos - Abril 2018 1

Arrumos - Agosto 2018 1

Arrumos - Fev 2018 1

PT5 91

NOS Comunicações, S.A. 91

Utilização de Espaço - Abril 2018 3

Utilização de Espaço - Agosto 2018 3

Utilização de Espaço - Dez 2018 3PT9 78

Endesa Energia S.A. (Sucursal 78

Despesas de telefone - Abril 2018 2

Despesas de telefone - Agosto 2018 2

Despesas de telefone - Dez 2018 2

PT6 971

ANPC - Autoridade Nacional de 7

GAP - SMS Dezembro 2017 1

GAP - SMS Fevereiro 2018 2

PT6 8

Câmara Municipal de Cascais 8

Uso da aplicação PPAP Abril a Junho2017 2

Uso da aplicação PPAP Jan a Março2017 2

Government to Government, Business and ConsumerHolistic outbound project


Value offer – Main Processes

Outbound

Invoice Issue

Registration in ERP / receipts catalogue

Sending the electronic invoice

EDI and PDF format

1 2




communication

Interoperability

Contabilização

Einvoice

CIVA

LCPA


Value offer

Main Processes Outbound

Invoice Issue

Registration in ERP

Sending the electronic invoice

EDI and PDF format

1 2


Einvoice

CIVA

LCPA

E-invoice reception

• Electronics (UBL)

• Paper

• WEB Form

Parking, Checking and Archiving

Format mapping

Cockpit

PDF and Excel version of invoice

Invoice Attachments

Invoice approval and management with internal dataof the organism

Automatic processing

of the documentin ERP

1 2 3 4 5

√ √ √




communication

√

Interoperability

Contabilização

Einvoice

CIVA

LCPA


Pilot Lesson learning – Future Adoption of the Directive

1-Document & Tool pack for supplier that should include:

• Documentation is key: rules, best practices and examples. Sectorial best practices to map the

business

• Legislation should be well typified and linked to the different use cases

• FAQ • Einvoicing Directive & National laws, time frame, legal documents and further relevant topics

• Legal, Financial and Tax, how to fill in the data & legal support

• Business Information, how to fill in the data

• WebForm Simulator to simulate the paper invoice and respective generation of the dematerialized file

in EU formats

• Submit and direct error translation tools with clear identification of fields and rules with issues

2- Suppliers need follow-up: Help Desk to Project

• Depending on the type of business, new sectorial suppliers, type of contract, volume or other variable,

we may need to create a project to ensure the correct mapping of business (Check price conditions,

services provided and accounting)

• List of testing scenarios with a quality result indicator for each one

• List of quality control and rules checked in the receiving process for each syntax

• Excel with the syntaxes and an example of Invoice, debit note and credit note

3- Suppliers value chain

• Dematerialize other secondary process: Message status & Mail notification (technical and business)

• Implementation, in some cases of parallel formats

• Data Protection

Juntos, partilhamos eficiênciaJuntos, partilhamos eficiência