Frequently Asked Questions
Yes. The electronic invoice is an equivalent of the paper bill with the same legal value, and also provides new security conditions.
No. The EDICOM Facturae Platform automatically and securely safeguards both original invoices and those signed by electronic means for at least the five years set forth in the Spanish legislation.
Use of electronic invoicing with the Public Sector becomes compulsory as 15th of January 2015 for all suppliers having delivered goods and services to the Public Administration. However, some administrations have finished ahead of this deadline due to their early adoption. This is the case, for example, of the Generalitat Valenciana, where Facturae will be compulsory as of July 1.
Administrations already using electronic billing, but in a format other than Facturae, must adapt to the new compulsory scheme. The version currently used is 3.2.
Under the new law, the administrations may request additional information along with the invoice (copies of goods receipt notices, orders, etc.) in the same way as before.
Yes. Each Administration must immediately record the invoices received in the accounts register, as well as their acceptance or rejection and proposals for cancellation and return, should the need arise. This will improve payment commitments, reduce delays and facilitate monitoring of the status of invoices. This is reflected in Article 9 of Order HAP/49272014: “The supplier shall have the right to know the following billing stages: whether the invoice has been recorded in the accounting register; if the obligation acknowledged has been entered in the books; if it has been paid, cancelled or rejected”.
No. As stipulated in Articles 6 and 11 of Law 25/2013 of 27 December, the general point of entry for electronic invoices will be the only one.
Electronic billing has numerous advantages, ranging from greater security in processes to cutting costs:
- Better efficiency due to the automatic and immediate creation, delivery and receipt of invoices. This also cuts down issuing and delivery times, avoiding the processing errors of manual registration and simplifying the checking and retrieval of the invoice file.
- Cutting the costs arising from invoice issuance, sending and safekeeping. Studies have shown that this saving can reach up to 90% compared to traditional billing processes.
- Faster invoice delivery and collection times, thanks to the immediacy of the process.
- More security, as sending takes place via private networks or specific services such as AS2, FTPS, Web Services, etc. In addition, digital signature systems ensure the integrity, source and authenticity of these invoices.
- Automatic invoice reception and integration processes.
- Immediate knowledge of the stage the invoice is in.
This is a service included along with all EDICOM’s electronic invoicing solutions, which simplifies the connection with all the administrations, whether local, regional, national or even European.
EDICOM is a specialist in the rollout of electronic invoicing solutions for the Public Sector worldwide. In Spain, the company has developed projects for several Administrations, such as the Valencian Regional Government or the Andalusian Health Service. You may consult these success stories here.
These are the General Points of Entry for Electronic Invoicing. They constitute a fundamental part of the e-billing systems developed by public bodies to comply with Law 25/2013. They work as a bridge between administrations and their suppliers, receiving invoices, recording them, and forwarding them to the Administrative Agency responsible for processing and payment.
These receiving systems can be developed internally by each Regional or Local Administration, or else they may sign up to the General Entry Point developed by the General State Administration and known as FACe.
The General Point of Entry for e-Invoicing (FACe) is the online platform that allows users to submit e-invoices to any organ of the General State Administration through a centralized point for data transfer. Moreover, it is open so that any public administration that requests it can adhere to it free of charge as the system whereby they receive invoices from their suppliers.
The FACe allows both the issuing of e-invoices in Facturae format and subsequent checking on their processing status.