Monthly Archives: September 2024

26/09/2024

MessageXchange interview series: The technical side of implementing eInvoicing with eInvoicing knowledge bank, Luke Zahra

It can be easy to overlook the technical requirements of eInvoicing and focus more on benefits. To get all the insights on the technical aspects of eInvoicing, we had a conversation with our eInvoicing knowledge bank, Luke Zahra.

Q: When putting together a project team, who should be involved, particularly on the technical side?

Luke:
  • ERP Consultant/Systems Expert
  • Accounts Payable/Accounts Receivable team
  • Implementation Team/Integration Specialists
  • Business Analyst
  • Project Manager

Q: Are there certain software specifications needed to implement eInvoicing?

Luke: No specific software specifications are required. As long as there is a way to extract or ingest eInvoice documents from your system, we can accommodate the implementation. We can work with your current software to ensure it integrates seamlessly with the eInvoicing process, including translating to the required formats if needed.

Q: What if your software doesn't currently export the UBL file format or use the fields set out in PINT A-NZ specifications, can you still implement eInvoicing with your existing software?

Luke: Just for those who are new to eInvoicing, PINT A-NZ specify the fields that are used in each document, like the eInvoice. The specifications are designed to be standard for most invoices generated by accounting and ERP systems. If your current software does not fully meet these specifications, we can work with your existing invoice format and provide guidance on adjustments needed to comply with the PINT A-NZ standards. This ensures that your invoices can be successfully translated into the UBL PEPPOL format for eInvoicing.

Q: Are there other message types I can utilise within the Peppol network besides eInvoices?

Luke: The main message types outside of the eInvoice are:
  • Credit Note
  • Invoice Response: informs the Seller when their invoice has been approved or payment has been initiated
  • Message Level Response: Lets the sender know whether the eInvoice has been received correctly by the receiver. These messages also detail what went wrong through specific syntax errors.
Peppol has other procurement messages in their specifications, but they're not yet widely used in Australia or New Zealand.

Q: What are the top three questions you get asked the most during the implementation process?

Luke: Clients often seek guidance on how the Peppol four-corner model works, including the roles of access points, and how data is transmitted between different parties. Clients often seek advice on the specific standards and best practices for eInvoicing in Australia and New Zealand. This includes knowing which fields are important when sending eInvoices to customers and understanding which fields to expect on incoming eInvoices from suppliers. Clients needing advice on which documents (e.g., invoices, credit notes, invoice responses) to implement in their eInvoice process and the best way to integrate these documents within their existing systems.

Q: What advice would you suggest to organisations implementing eInvoicing?

Luke: Start by evaluating your current invoicing processes and identify areas for improvement. While eInvoicing offers a streamlined and efficient approach, it’s important to understand how it will integrate with your existing procedures and address any manual complexities that may arise. Engage with your accounts payable and accounts receivable teams to ensure a smooth transition. Be aware of mandatory requirements for receiving invoices. If your business has specific rules that go beyond the standard PINT A-NZ specifications, these may need to be implemented using an Invoice Response document. This document allows you to block accounts payable eInvoices that do not meet your specific requirements.Want to learn more about getting your business ready for eInvoicing? Fill in the form below to get in touch with our experts.

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23/09/2024

MessageXchange interview series: Getting started with EDI retailer requirements with our EDI specialist, Ellen Tjahjana

Getting started with retailer EDI requirements can be a daunting task. This month, we sat down with Ellen Tjahjana, our EDI specialist who’s worked with many of our EDI customers, to get her insights on starting out with onboarding to EDI.

Q: What are the first things to do when a retailer asks suppliers to comply with their EDI requirements?

Firstly, don't panic. It can seem overwhelming, especially if it's the first time you've been asked, and knowing it's something technical. Our team deal with this all the time and are used to helping suppliers through the process, so we can explain it to you in simple terms, and look after the technical parts for you. I would decide which EDI option is best for you - either a web portal or a fully integrated solution. In short, a web portal is good if you don't receive many orders or if your software can't handle all the EDI messages. For example, MYOB Business and Xero don't support advanced shipping notices. The other option is an EDI Gateway, or EDI that is integrated with your software - typically your ERP software. This means orders will land straight into your software and you action everything from there. The messages you generate in your ERP software, like a response to an order, a shipping notice and an invoice, will go via your EDI provider, to your customer. We've got some good resources on helping you choose an EDI option here. We actually even have some suppliers using a hybrid solution of webforms and integration with their ERP software. So if you think just one solution alone won't help, have a chat to your EDI provider to see if they have a solution for your unique setup. Another things we do fairly often is bring the supplier's 3PL into the process. We can send them a pick request when an order comes in so they can despatch the goods, and even get the ASN from the 3PL to pass back to the retailer. We've implemented a number of different setups, because we know not all businesses operate in the same way. Once you've decided on the right option for you, do some research on the providers and get in touch. Lean on your provider to help you through the process, especially if this is new for you.

Q: Who should suppliers get involved in their EDI project?

This somewhat depends on the option you've chosen. If you're going down the path of EDI webforms, make sure you get the people who will action the orders involved. This could be your accounts receivables team, your warehouse team - anyone who needs to do something in the process. Make sure they understand how to use the product so when you start receiving real orders, they're not slowed down by any learning curve. If you've chosen an integrated EDI solution, you'll often need to get your IT team involved. Sometimes this might be a consultant. And also get those who will action the orders involved. Their processes may not change all that much, but it's good for them to have some background on what happens behind the scenes, in case anything happens.

Q: What should suppliers look for in an EDI solution?

This somewhat depends on the option you've chosen. If you're going down the path of EDI webforms, make sure you get the people who will action the orders involved. This could be your accounts receivables team, your warehouse team - anyone who needs to do something in the process. Make sure they understand how to use the product so when you start receiving real orders, they're not slowed down by any learning curve. Experience is obviously a big factor too. It can help to choose an EDI provider who has connected to your retailer(s) before and are familiar with that retailer's EDI processes. If you're brand new to EDI or don't have much confidence, I'd definitely recommend choose and EDI provider that is willing to help you through the process and 'translate' any technical speak into plain English. Finally, obviously price is a factor, as well as the support they can offer you once your solution goes live.

Q: What are some places to get more information and to learn more about EDI?

We've got some good resources available on our website. For those who are new to EDI, this whitepaper explains, in simple terms, what it is. For those trying to choose which option is best for them, this blog can really help. And finally, we're always happy to speak to suppliers who are just starting out, or even those who aren't new to EDI. So feel free to pick up the phone to us or send us an email.

Q: What other advice would you give suppliers who need to comply with retailer EDI requirements?

I'm going to sound like a bit of a broken record, but I really do suggest you lean on your EDI provider. They're likely to have been through this process many times before and I know we're very happy to explain things and help our customers through the process. Don't be afraid to ask them questions, regardless of how silly you think they might be.Want to go through your EDI requirements with an experts? Getting in touch with us below.

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