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Electronic invoicing in Microsoft Dynamics 365
The solution offered by Cluster Reply constitutes a structured approach to comply with the rules on electronic invoicing.
Scenario
The rules for preparing, transmitting, receiving, and storing electronic invoices are defined in provision no. 89757 published by the Revenue Agency on April 30, 2018.
The electronic invoice must be issued in a specific format, following the layout defined earlier for the Public Administration, and must be transmitted electronically to the customer via the so-called Exchange System (SdI), managed by the Revenue Agency. An invoice issued in different formats (paper, other formats) or not transmitted through the SdI is considered 'not issued', with sanctioning and operational consequences.
The electronic invoice must be transmitted to the SdI within a short period of time from the execution of the operation. The SdI therefore performs correctness checks, verifying that the invoice contains at least the mandatory data for tax purposes and the electronic address (IPA code or PEC or the VAT number from which to derive it) to which the customer wishes the invoice to be delivered.
In case of a positive outcome of the checks, deliver the invoice to the recipient, communicating, with a 'delivery receipt', the date and time of delivery. In case of rejection, the taxpayer has five days to resend the corrected invoice to the SdI without incurring penalties.
From the perspective of companies and organizations, the introduction of electronic invoicing among private individuals involves a redefinition of business invoicing processes towards the dematerialization of invoices. Among the main advantages is certainly a greater simplicity and transparency in the relationships between the tax authorities and taxpayers, but also an opportunity to rationalize internal processes and to increase efficiency and cost savings.
The obligation of electronic invoicing, therefore, represents a transformation process that every company must necessarily consider and address in a structured and well-defined manner.
Cluster Reply e-Invoicing is the solution designed by Cluster Reply, which includes the implementation of Exil (Extended Italian Localization) to support organizations in reviewing billing processes and to facilitate the adoption of electronic invoicing.
The solution generates the invoice in the required format, manages transmission to the SdI, allows for the identification and addressing of return errors, and automates the supplier invoice registration process. In this way, the billing process is simplified by eliminating manual steps.
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Active Cycle
1) Creation of active invoices in the format required by the Revenue Agency;
2) Automated and periodic generation of electronic invoices;
3) Application of digital signature at the bottom of the generated invoice;
4) Telematic submission of the electronic invoice to the SdI through authorized channels;
5) Management of rejections and error messages.
At any time, the process can be delegated to another system, for example for the application of the signature, for submission, or for the archiving of the document.
Cluster Reply e-Invoicing is also capable of managing return messages, facilitating one of the most critical points of the new regulation. Thanks to an interactive interface, which clearly presents the error for each document, it will be possible to analyze and manage the various reports received.
Passive Cycle
The start of electronic invoicing between private parties also implies that VAT holders will receive purchase invoices through the Exchange System, therefore each party must communicate to their supplier an ‘electronic destination’, which can be either a certified email or a recipient code. This code identifies the recipient of the electronic invoice and is identifying of the channel authorized by the Revenue Agency itself. Whatever the chosen reception channel, the party must then take care of managing the received electronic invoices.
With Cluster Reply e-Invoicing, it is easy to acquire the data present in the received electronic invoices on the platform Microsoft Dynamics 365 generating a ‘invoice proposal’, flexible for the different passive invoicing methods available on the platform. After the invoice is registered, the automatic verification of the same can be activated against the possible transport document and order.
Purchase invoices will be imported into the management system that will map the information present in the standard layout with the information and data entered into the system. Therefore, it is possible to view and verify the data contained in the invoice in a known format and proceed with the accounting registration of the document having some information already entered into the system. The operator will be able to manage both service invoices and invoices related to purchase orders and transport documents reducing work times.
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