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Electronic preservation of the whole of an invoice life cycle

EDICOM can offer a major value-added service covering the whole of an invoice life cycle, from issue in the electronic scheme that the partner (public or private) expects to receive it in to secure and certified storage in the EDICOM digital object storage component.

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Issue, reception, and archiving of electronic invoices in accordance with Directive 2014/55/EU

With regards Europe, the growing use of electronic invoicing systems is related to the approval of Directive 2014/55/EU of the European Parliament and of the Council. This directive stipulates that EU administrations must be able to receive electronic invoices in public bidding procedures within the next few years. It means that all governments must be technologically prepared and therefore equipped with this system within a short period of time.

Indeed, France already has an electronic transmission system for electronic invoices in the public contracting system. The system for the electronic issue of invoices called Portail Chorus Pro has been up and running since 2017 and is mandatory for all government and public-body suppliers.

This digital context driven by the government going digital makes it necessary for companies to have efficient, secure, and lawful management of invoices throughout their entire life cycle.

Invoices must be created in a regular data-structuring format such as EDIFACT or UBL in the case of the Chorus Pro system. The application of an advanced electronic signature provides integrity and authenticity.


To uphold communications in invoice issue and reception you must have an encrypted communication channel guaranteeing secure and direct document exchange, particularly in the case of connectivity with the administration (Chorus Pro Portail).


It is also necessary to have an efficient administration that only offers an advanced e-invoicing solution which permits the translation of the structured data archive into a format compatible with the exploitable ERP.


An optimal procedure for zero-paper electronic invoicing that always ends with the latter’s secure archiving. In the present electronic context, it is also necessary to safeguard status notifications from administrations.

A zero-paper tax service provider to administer this archive with guarantees is advisable - one that is also a trust service provider certified in accordance with the 910/2014 - eIDAS - Regulation.


B2B ELECTRONIC INVOICING IN FRANCE

Although the public sector has a specific technical regulation, in France there is also a significant exchange of electronic invoices among private partners. Specifically, there is widespread use of the EDI system with additional procedures to guarantee the integrity and authenticity of invoices pursuant to European directives and the different transpositions into French law.

How do you safeguard electronic invoices with probative value?

It is necessary to have an Electronic Archiving System (EAS) for documents that includes advanced cryptographic mechanisms like the electronic signature, electronic seal, and electronic time stamp identifying the document author and guaranteeing its non-alteration over the 10 years for which the law says tax documents like invoices must be kept.

01

Apply an advanced electronic signature to the document and a qualified electronic seal in accordance with the eIDAS Regulation when it is stored.

02

Apply an electronic time stamp to the invoice on a recurrent basis over time as an electronic safekeeping mechanism.

03

Safeguard status notifications issued by the Public Administration. Electronic certification mechanisms must be applied to them too.

04

Have tools that make it possible to generate the audit archive with computer evidence concerning an electronic invoice.

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News and Resources
WHITE PAPER ON EIDAS AND ELECTRONIC ARCHIVING

In an increasingly digital Europe, citizens, companies, and the public sector need a regulatory framework that brings security and legal certainty to electronic activities. These security mechanisms are set forth in Regulation No 910/2014, known as eIDAS. This new regulation brackets electronic documents in the same category as traditional paper ones. It also stresses that to preserve them for the long term it is necessary to have a certified and trusted document safekeeping system.

In this White Paper, we present the new qualified trust services, emphasizing electronic document safekeeping services.

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