e-Invoicing for Manufacturers

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This presentation provides a brief introduction to the area of e-Invoicing and provides an overview of the various country specific regulations that exist today which describe how e-Invoices should be processed. Particular focus is placed on Mexico, Brazil and Europe as these regions have very specific e-Invoicing related regulations which manufacturers must obide with. Updated May 2014

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  • Dear Mark, this an excellent presentation, so complete overview which enlighten my perspective of this business. I am getting involved on a chilean cloud e-invoicing company with abroad operations in south america, I will appreciate so much if you can allow me to download your full presentation (pdf or ppt) and then in coming future feedback and share with you. Have a happy 2015
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  • Hello and welcome to this webinar hosted by GXS, my name is Mark Morley, Industry Marketing Director and I am joined today by my colleague Nigel Taylor, Director of Marketing and head of e-Invoicing Solutions at GXS.Over the next few minutes Nigel and I will be discussing how manufacturers can improve their support of e-invoicing. Today’s manufacturing companies are scattered all over the world and they typically work with many trading partners who may be located in key manufacturing hubs such as China, Brazil, Mexico or potentially any one of the 27 countries that make up the European Union. As manufacturers enter new markets and they try to automate their manual paper based invoicing processes, it becomes more important than ever before to understand country specific e-invoicing regulations. Whether applying digital signatures, archiving or adhering to tax compliance regulations, nearly every country will handle e-invoice compliance in a different way.This webinar will help to explain what e-Invoicing is and how it should be deployed. Given the current exponential growth in new manufacturing hubs in Brazil and Mexico we will discuss some of the regional aspects of implementing e-Invoicing in these particular countries.But before we start, let me just outline a brief agenda for this session.
  • I will start by discussing some of the key trends impacting today’s manufacturing companies and the B2B challenges they have to address.Nigel will then provide a high level introduction to e-invoicing and he will discuss some of the country and regional variations of deploying an e-invoicing solution.I will then discuss some of the industry focused e-invoicing initiatives that are being undertaken today across the automotive and high tech sectors before finally closing this session with a few examples of how companies have been deploying the GXS e-invoicing solution
  • So let me begin today’s session by looking at some of the key manufacturing trends around the world and why there is an increasing need to support e-invoicing in different countries
  • Manufacturing related supply chains have been impacted by many external forces over the years, from the global recession, to human rights issues and strikes in China, from natural disasters to the so called omni-channel effect that is changing consumer buying patterns. Manufacturers have had to build increased flexibility and agility into their supply chains so that they can address these and any future business challenges.
  • Over the last decade, western manufacturers have expanded their operations into emerging markets such as China and India. Enticed initially by low labour costs and access to a vast pool of workers, these companies prospered for many years. Now with increased wage rises and strikes in China, combined with the natural disasters in Japan for example, some companies have decided to near shore production back to their home markets. Moving forwards it will be China that leads the continued globalisation efforts, setting up new plants in Brazil and Thailand for example, but one major issue they face is understanding regional B2B standards and trying to onboard new suppliers quickly.If a company is looking to establish a manufacturing facility in Brazil for example, they will need to onboard trading partners quickly, integrate to corporate business systems and work with different regional B2B or EDI standards, whilst at the same time adhering to local business laws or regulations. Manufacturers need to work with a B2B vendor that can help remove the complexity of establishing an operation in a new market, a vendor who can work with them on a truly global basis through a single cloud based B2B platform. So as you can see on this slide the manufacturing sector is truly global in nature and supply chains need to have flexibility and scalability built to support expansion into new markets. Being able to partner with a B2B vendor that can help remove the barriers of doing business in any country worldwide, especially when trying to understand country specific regulations with regards to e-invoicing, can provide a significant competitive advantage in the market.
  • GXS works with many manufacturing companies around the world and before we discuss how we can help address your e-Invoicing requirements, let me briefly explain how we help manufacturers address specific B2B challenges Continued merger and acquisition activity across the industry is leading to manufacturing companies needing to consolidate multiple or legacy B2B networks across their business on to one common platform. B2B hub consolidation presents the ideal opportunity to re-evaluate B2B requirements and quite often an outsourced consolidation approach could be seen as being a preferred option to a behind the firewall software based approach As manufacturers build new plants around the world, there is a continued need to provide connectivity to global manufacturing hubs and trading partners around the world. Whether working with trading partners in North America, South America, Europe or the Far East, being able to mediate between different communication protocols and document standards is a key requirement to ensure the success of global expansion projects- ERP systems are at the center of nearly every manufacturing operation and a company can realise significant benefits if they integrate their ERP and B2B systems together. ERP systems are critical to the smooth running of today’s production lines and inventory management systems and traditionally an ERP instance would be setup in each manufacturing plant. ERP consolidation is a key initiative being undertaken by many manufacturers today and moving towards a single, global ERP instance is a priority for many CIOs. ERP consolidation provides the ideal time to consider integration with a cloud based B2B platform.
  • As manufacturers look to expand into low cost emerging markets they need to onboard suppliers in these regions as quickly and smoothly as possible. Due to limited IT skills in these regions, suppliers must be on-boarded with simple to use and quick to deploy B2B tools. They will also need on the ground support to contact trading partners and ensure they can connect to a central B2B platform. Finally they will need to offer 24/7 multi-lingual support to ensure that any potential problems with accessing or using the B2B platform can be resolved.Globalisation of manufacturing supply chains has meant that it has become more important than ever before to improve visibility into the shipment of their goods, in both the distribution of new goods and shipment of service parts across the aftermarket sector. Being able to track the shipment of production and aftermarket parts across 3PL providers and being able to notify a customer of when these shipments will arrive is a key way to improve customer satisfaction levels. Finally, recent natural disasters have led to a need to improve the way in which companies respond to supply chain disruptions. Manufacturers should ensure that they have a central repository of up to date contact information so that they can reach out to a trading community during a period of disruption. Improved communication and collaboration with a trading partner community helps to increase supply chain resilience.
  • Traditionally a manufacturer’s trading partner community would potentially have to connect to a multitude of different business systems and from an integration point of view the point to point connections become very complex, very quickly.By connecting your external trading partners to a cloud environment, such as GXS Trading Grid the world’s largest cloud integration platform, means that they have a single point of contact into your organisation and they can get access to a highly available, web based set of tools for exchanging business documents electronically.
  • In addition to the six areas I mentioned previously, a further area of complexity is to understand how to adhere to the numerous e-Invoicing compliance standards around the world.For example how is tax compliance treated in France versus the UK and how long do e-Invoices have to be archived in Germany versus Spain.Many companies have been using traditional EDI as the basis of their e-invoicing process but what benefits would a dedicated e-invoicing provider offer to a manufacturer with trading partners all over the world?
  • At this point in the presentation, I will hand over to Nigel who will provide an introduction to the area of e-invoicing and the regional challenges of implementing these particular solutions.
  • Depending on where you are in the process you will have a different perspective of electronic invoicing.  Starting from the right… Sellers continually strive to reduce their days sales outstanding, that is the amount of time it takes to receive payment from their customers for the goods or services they provide, commonly known as the order to cash cycle. Your company has shipped the goods or service and is issuing electronic invoices to your many customers through your receivables department, ultimately, the customers pays you. This is known as business to business e-Billing, and the focus is on reducing overheads and ensuring payment is received on time. On the opposite side, buyers are concerned with ensuring that everything is in order before payment is made… this is known as the order to pay cycle, and the length of time taken is understood to be the days payable outstanding. In this scenario your company is receiving electronic invoices from your many suppliers in your payables department, you will check if the goods have been delivered, and in good order and will compare to the original purchase order, if everything matches then you will pay the supplier. This is known as e-Invoicing and the focus is on reducing overheads and gaining visibility into the process. The new electronic invoicing models automate both buyer and seller, they simplify both trading parties’ end-to-end processes, and it is e-Invoicing and B2B e-Billing that provide the platform to remove paper, and to capture the cost savings that will directly impact your companies’ bottom-line.
  • Thanks Nigel, the final section of this webinar briefly reviews some of the industry specific e-Invoicing initiatives that are taking place today and I will then finish this session with a few examples of companies who have deployed e-invoicing.
  • The final example that I wanted to highlight is enliteB2B, developed as a messaging standard for the smaller suppliers across the high tech industry. More than thirty data models have currently been developed to represent nearly all the key message flows across the high tech industry. One of the first messages to be specified was the invoice as it has one of the more complex data models. The project was the output from one of the workgroups of the EDIFICE organisation, a global industry association looking after the B2B requirements of high tech companies around the world. The enliteB2B message set has been developed by the high tech industry, for the high tech industry and obides by three key principles, messages must be human readable, any language can be used to define and use the messages and any spread sheet program must be able to open the message. The introduction of enliteB2B to the market is at the early stage but as with auto-gration in the automotive industry it is expected to gain traction quickly across the high tech sector.
  • Automotive Supplier - This company is a global supplier of interior systems to the automotive industry with 260 manufacturing locations around the world. Many of their customers including Ford and GM have established new plants in Mexico, one of the world’s fastest growing automotive hubs. GXS Active Invoice With Compliance was chosen as the preferred solution to allow this company to adhere to the specific e-Invoicing regulations in Mexico.GXS has also been chosen as the preferred e-Invoicing provider to support their other manufacturing locations around the world.
  • If you would like to learn more about e-Invoicing then please visit our dedicated website where we have pulled together a number of resources to help companies who may be looking to deploy an e-Invoicing solution for the first time.Please visit www.einvoicingbasics.co.uk
  • e-Invoicing for Manufacturers

    1. 1. How Manufacturers can Support e-Invoicing in Europe, Latin America and Mexico
    2. 2. OpenText Confidential. ©2014 All Rights Reserved. 2 Agenda  Industry trends  E-invoicing implementation choices  Regional & country specific regulations  Industry focused e-Invoicing initiatives  Case studies
    3. 3. Today’s Manufacturing Industry
    4. 4. Rebooting Today’s Global Supply Chains Global recession, wage strikes, natural disasters and changing consumer demand are leading to manufacturers having to restructure their global supply chains OpenText Confidential. ©2014 All Rights Reserved. 4
    5. 5. Today’s Manufacturing Value Chain Distributed Operations in Multiple Countries OpenText Confidential. ©2014 All Rights Reserved. 5 Distribution Near-Shoring 2010 Onwards Global HQ China Globalisation 2014 Onwards Regional Marketing & Sales Manufacturing Sales Manufacturing Research & Design Manufacturing Shared Services Sales Distribution Sales Shared Services Sales ‘BRIC’ Markets Expansion 2000 Onwards (BRIC = Brazil, Russia, India, China) ‘MINT’ Markets Expansion 2014 Onwards (MINT = Mexico, Indonesia, Nigeria, Turkey)
    6. 6. The Manufacturing Industry has some Interesting B2B Challenges OpenText Confidential. ©2014 All Rights Reserved. 6 B2B Consolidation or Modernization Extensive M&A activity requires B2B network consolidation to reduce costs and improve efficiencies Provide Global Interoperability Increasing need to provide connectivity to global manufacturing hubs in both established and emerging markets Improve Integration to ERP Systems Consolidation of ERP instances and upgrade to new modules is driving new ERP/B2B integration projects
    7. 7. The Manufacturing Industry has some Interesting B2B Challenges Increase Supply Chain Resilience Recent natural disasters have led to companies needing to improve supply chain disaster response procedures OpenText Confidential. ©2014 All Rights Reserved. 7 Support Expansion into Emerging Markets Introduction of new global manufacturing hubs is leading to a need to improve on-boarding and ensure 100% supplier automation Adhere to Complex e-Invoicing Regulations More countries such as Brazil and Mexico are now mandating the use of e- Invoices as a condition of doing business within their country
    8. 8. OpenText™ Trading Grid™ Provides a Single Integration Point Into the Enterprise OpenText Confidential. ©2014 All Rights Reserved. 8
    9. 9. B2B Complexity In Manufacturing Extends to e-Invoicing  Understanding the different regional specific e-Invoicing standards & requirements  Traditional EDI or a dedicated e-Invoicing service provider? OpenText Confidential. ©2014 All Rights Reserved. 9
    10. 10. Introduction to e-Invoicing for Manufacturers
    11. 11. Paper is Still the Problem Companies continue to send and receive paper invoices Finance is still a paper-heavy business function. …nearly 77% of all incoming invoices are still paper-based Approx. 16bn B2B invoices in Europe €200bn in corporate savings possible Approx. 12bn B2B invoices in the US $230bn in corporate savings possible Paper invoice processing: €17- €60 per invoice,10-55 day cycle OpenText Confidential. ©2014 All Rights Reserved. 11
    12. 12. OpenText Confidential. ©2014 All Rights Reserved. 12 Why Change? Compelling benefits across Finance Reduce Costs Automate Processes Gain Strategic Value  Lower invoice processing costs (60%-80%)  Reduce AP/receivable labour (40% - 50%)  Reduce late payment fees/fraud  Reduce invoice cycle times  Eliminate invoice data entry and errors  Improved data quality & matching  Simple financial reporting  Increase prompt payment to terms  Speed dispute resolution  Competitive advantage  Optimise working capital  Manage supply chain financial risk  Corporate social responsibility Regulatory Requirements  Global e-Invoicing legislation  European late payments legislation  Government e-Invoicing mandates
    13. 13. Cost of processing paper for the buyer €17.60 per invoice Buyer e-invoicing cost €6.70 per invoice, 62% savings Cost of processing paper for the seller €11.10 per invoice Seller e-billing cost €4.70 per invoice, 57% savings Source: Billentis, 2012 OpenText Confidential. ©2014 All Rights Reserved. 13 Why Change? Compelling cost savings potential
    14. 14. What is the Invoicing Process? Different perspectives for the buyer and seller The customer pays YOU You ship the goods or services You send the invoice OpenText Confidential. ©2014 All Rights Reserved. 14 You order the goods or services You get the invoice You pay the supplier Order to Pay (Buyer Side) Order to Cash (Seller Side) Your Business
    15. 15. OpenText Confidential. ©2014 All Rights Reserved. 15 Creation of invoice by vendor Delivery of invoice to buyer Sorting and routing of invoice to A/P Entry of invoice into A/P system Verify and augment vendor data Validate math on invoice Match invoice to order, receipt & contract Assign to cost centres Ensure correct tax treatment Determine approval authority Circulate invoice for approval Resolve disputes with vendor Monitor status of approval Record expense in general ledger Store and archive for audit purposes Respond to vendor status inquiries Evaluate and negotiate trade discounts Aggregate payments due to vendor Release payment Send instructions to bank Distribute remittance advice to vendor Challenges for Buyers The cost of processing paper
    16. 16. OpenText Confidential. ©2014 All Rights Reserved. 16 Challenges for Sellers The cost of processing paper
    17. 17. Global Compliance Challenges The global importance of indirect taxation  With over 150 countries VAT/GST is the main transaction tax in the world OpenText Confidential. ©2014 All Rights Reserved. 17  A steady transition from sales tax to a VAT system Source: Deloitte, 2012
    18. 18. e-Invoicing Requirements - Europe OpenText Confidential. ©2014 All Rights Reserved. 18 Data  Invoice data complies with country-specific tax authority rule  Minimum required for an invoice Authenticity & Integrity  Guarantees identity of sender & integrity of invoice data  Electronic data interchange  Digital signatures  Business controls & clear audit trail Archiving & Audit  Invoice archive complies with country-specific tax authority rules  Stored for a specified period  Easy, fast access for tax authorities
    19. 19. e-Invoicing Requirements - Brazil Data OpenText Confidential. ©2014 All Rights Reserved. 19  Invoice format & data complies with country-specific tax authority rules Authenticity & Integrity  Federal e-Invoicing Project (NF-e Project)  Each taxpayer has unique tax ID and digital certificate issued by ICP-Brasil (or secondary)  Nota Fiscal Electronica (NF-e) is signed then validated and authorized by the SEFAZ  An auxiliary paper invoice (DANFE) must be issued Archiving & Audit  Invoice archive complies with country-specific tax authority rules  Stored for a specified period  Access for tax authorities E-Invoicing is Mandatory
    20. 20. e-Invoicing Requirements - Mexico OpenText Confidential. ©2014 All Rights Reserved. 20 Data  Invoice format & data complies with country-specific tax authority rules Authenticity & Integrity  Federal e-Invoicing Project  Each taxpayer has a certificate (FIEL) as a unique ID, and a digital seal certificate (CSD) to sign invoices  A Factura Electronica is signed by tax payer & issued to a PAC, validated, authenticated, unique ID assigned, then signed by the PAC (Timbrado) Archiving & Audit  Invoice archive complies with country-specific tax authority rules  Stored for a specified period  Access for tax authorities E-Invoicing is Mandatory
    21. 21. Supply Chain Finance Optimal financing for buyer/supplier communities Financial Supply Chain Automation Buyer/supplier workflow automation and integration OpenText Confidential. ©2014 All Rights Reserved. 21 Enabling the Future e-Invoicing is a small part of a big story Dematerialisation B2B Process automation Self-service Regional/Global Consolidation Process/system standardisation Labour arbitrage Decentralised High cost Fragmentation Non-standard processes/ systems
    22. 22. PHYSICAL and FINANCIAL SUPPLY CHAIN APPLICATIONS Invoices Electronic Invoicing & Billing OpenText Confidential. ©2014 All Rights Reserved. 22 Summary e-Invoicing is a small part of a big picture…
    23. 23. PHYSICAL and FINANCIAL SUPPLY CHAIN APPLICATIONS Catalogues Invoices Orders Logistics Documents End-to-End Message Tracking and Alerting OpenText Confidential. ©2014 All Rights Reserved. 23 Community Connectivity Payments Data Quality Treasury Purchase Order Management Global Shipping Track and Trace Electronic Invoicing & Billing Product List Sharing Expert On-Boarding and Community Intelligence 20 Connectivity Solutions Electronic Payments Complex Business Rules and Data Quality Global Cash Management Summary B2B offers value across the entire order-to-pay process
    24. 24. Summary Key B2B Areas - What Supply Chain Teams are Already Doing Customisation Cloud Integration OpenText Confidential. ©2014 All Rights Reserved. 24 Community / Collaboration Complexity EDI
    25. 25. E-Invoicing Initiatives & Case Studies
    26. 26. OpenText Confidential. ©2014 All Rights Reserved. 26 New e-Invoicing Initiatives VDA, the German automotive industry association, is introducing a new global message set based on EDIFACT. VDA4938 provides a recommendation for implementing the GLOBAL INVOIC standard. Odette organisation has introduced auto-gration, an open source ‘connector’ which allows the exchange of standard XML messages. Primarily targeting smaller suppliers in the upstream supply chain and companies in the aftermarket. EDIFICE high tech industry association has introduced a new message set called enliteB2B. As with auto-gration, enliteB2B helps to encourage smaller suppliers to exchange e-Invoices and other B2B documents.
    27. 27. Automotive Supplier E-invoicing in Mexico OpenText Confidential. ©2014 All Rights Reserved. 27 Case Studies CPG Manufacturer E-invoicing in EMEA  This company manufactures its broad range of food, drink and confectionery products across 450 locations and distributes across 86 countries. Each region had a different e-Invoicing solution in place and they decided to consolidate on to one platform  OpenText™ Active Invoice With Compliance was chosen as the preferred solution to allow 550 suppliers to be able to send invoices electronically by predefined web forms.  This company is now able to meet numerous invoice compliance regulations including Bulgaria where the AIC platform has been recently rolled out.  This company is a global supplier of interior systems to the automotive industry with 260 manufacturing locations around the world. Many of their customers including Ford and GM have established new plants in Mexico, one of the world’s fastest growing automotive hubs.  OpenText™ Active Invoice With Compliance was chosen as the preferred solution to allow this company to adhere to the specific e- Invoicing regulations in Mexico.  OpenText has also been chosen as the preferred e-Invoicing provider to support their other manufacturing locations around the world. Tyre Manufacturer E-Invoicing in EMEA  This company is one of the world’s largest manufacturers of tyres supporting customers in multiple industries. They support their customers on a truly global basis and have 69 production locations in 18 countries.  OpenText™ Active Invoice With Compliance was chosen as the preferred solution to help distribute tax compliant invoices to their customers in France. Longer term they will expand the solution to nine other countries and they will also be able to receive tax compliant e-invoices from their suppliers.  This company is now able to work towards their corporate initiative of eliminating paper and reducing their current 18% invoice error rate.
    28. 28. Further Information on e-Invoicing www.einvoicingbasics.co.uk OpenText Confidential. ©2014 All Rights Reserved. 28
    29. 29. Mark Morley | mmorley@opentext.com Copyright © OpenText Corporation. All rights reserved. twitter.com/opentext facebook.com/opentext linkedin.com/company/opentext W www.opentext.com

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