Mandatory B2B e-invoicing in Italy: who thinks about the purchasing cycle?

Fatturazione elettronica B2B e ciclo passivo

Now January, 1st 2019 it is really about to come: the turning point for electronic invoicing in Italy. What impact will this mandatory process have for Italian companies?
For us, positive consequences overcome the negative ones, if we do not only comply with the obligation. And we take this moment as an opportunity to rethink our business processes instead. Because electronic invoicing does not just mean invoices to customers. We should also consider the relationship with suppliers.
We talk about B2B e-invoicing and automation of the purchasing cycle.

EDI, flows automation, electronic invoicing: just an obligation?

Often technological innovations enter the company as an obligation. Obligation to adapt to customer requests. Obligation to comply with laws and regulations by the institutions. In doing so, we just add a new process to the existing ones. We often adapt without having time to stop and reflect: could this new technology also bring advantages to the company, other than not losing the customer or being compliant?

The introduction of mandatory B2B e-invoicing in Italy it’s the right moment to stop and ask: could I change something and benefit from this obligation?

Automation of the purchasing cycle: if not now, when?

From January, 1st 2019 there will be no alternative: all invoices, both from sales and purchase, should be exchanged through the official platform Sistema di Interscambio (SdI) and have the structured xml electronic format. Invoices in other formats or exchanged through other channels will not be valid.

In order to be sure to continue your business, your first concern will be to adapt your processes to be able to send invoices to your customers.
In the past, maybe you have already given priority to customer’s requests. For example, you searched for a solution to automate orders and invoices flows through EDI, only to answer to your customer’s needs.
Perhaps once you have wondered: why don’t we automate also documents exchange with our suppliers? Thus, we could manage everything in a single place and with only one tool, the ERP system.
And probably the answer was: “Not yet”. Or that it will have been a titanic endeavor to manage all different document formats from your suppliers, sometimes even paper documents.

Now there are no more excuses. All your supplier’s invoices will be available in a single structured electronic format: it is the right moment to start with the purchasing cycle automation.

B2B electronic invoicing and purchasing cycle

With D/b2b e-invoicing you could exchange both sales and purchase invoices in electronic format through the SdI system. It could directly be integrated with your ERP system, without installing any software.

Increased openness, less errors and costs

If you automate the receiving of purchasing invoices with D/b2B e-invoicing, the invoices approved by the SdI system will be directly available into your ERP system.
Thus, you could avoid errors due to manual data entry and optimize purchasing invoices management time and costs.

After this first step, why not proceeding with the digitization process and automating also the order sending to those same suppliers? You will eliminate other low added value activities with new benefits for your business.

And if you need it, you could also electronically archive your documents according to law, thanks to the collaboration with Ifin Sistemi, AgID accredited partner.

I’m already using D/bip: how does D/b2b invoicing work for me?

If you are already using the D/bip platform, your active EDI flow will be used also to exchange e-invoices through the SdI system. There will be no changes for your customers and suppliers, both Italian and foreign: they will continue receiving documents through EDI as today.
If you are not receiving invoices in electronic format yet, we need to define and activate the new flows for purchasing invoices: they will be transmitted from the SdI system and will be directly available into your ERP system.

Do you still have doubts?
Contact us.
Or find an answer to your questions Thursday, 22nd November at 17.00 at our offices. Thanks to DERWID and Ifin Sistemi you will discover how B2B e-invoicing in Italy will work. Join the event: it’s free.

DERWID doesn’t go on holiday!

Estate 2018: DERWID non va in vacanza.

DERWID does not close during the summer.

For us it is really important to be always available to answer promptly to all our customers’ requests.

We work closely with all our customers and partners,  to help them revolutionize their processes, to grow, and to become more competitive together.

If you need any kind of information or support, do not hesitate to contact us, even in August!

Why choosing a supplier integration solution?

How onerous and demanding is the exchange of documents and information with suppliers?

Does your company still manually insert invoices, order confirmations, delivery notes from your suppliers? And does it also manually send orders and order changes? If the answers is yes, probably these are the results: delays or errors caused by manual data entry, slowdowns when receiving goods, too many resources used for low value-added activities.

In this article we will investigate the supplier integration or order-to-payment cycle topic: that is, how you could optimize and automate information exchange with suppliers. We will analyze the advantages and which are the aspects to be considered when assessing a supplier integration solution.

Why should my company integrate suppliers with an automatic system?

When talking about integrating document flows, usually people think about customers integration. Why don’t we think also about suppliers integration? In the context of processes optimization, if it is important to share information safely, accurately and on time with customers, it is the same towards suppliers.

Suppliers could be big or small, local or foreign companies: usually every company uses its own channel and format to exchange data. By integrating suppliers through an automated system it is possible to eliminate paper processes and receive data from all suppliers in a standard format.

The process will be automated and data of any format and type will be standardized in a single format, readable by the company ERP system.

A measurable process

Is it convenient for any company to integrate the order-to-payment cycle? Is it possible to estimate in advance costs, time line and ROI?

Suppliers integration is a measurable process, already in the planning phase.

By analyzing the suppliers type and quantity and the amount of exchanged documents, it will be clear already from a first analysis if the supplier integration process is actually convenient and when it will be possible to reach the break-even point.

Exchanging data with suppliers: manual vs automatic process

Optimizing the exchange of invoices and delivery notes

As we said, when integrating suppliers through an electronic data interchange system, it is possible to standardize the receipt of both administrative and logistical data and documents. Here is how this could work.

We could take as an example the receipt of invoices from suppliers. Thanks to the automated system, all data contained in the invoices are directly acknowledged and registered inside the ERP system: without any checks or manual processes.

If we think about the logistical part, thanks to the document called DESADV – despatch advice or delivery note, the warehouse is automatically populated: manual activities of the operators are eliminated. They don’t have to check the amount and type of goods on arriving trucks and then insert them inside the IT system.

The advantages of suppliers integration

Advantages of an automatic supplier integration solution

Characteristics of a supplier integration solution

So, which are the important aspects to consider when searching for and implementing a supplier integration solution?

It is important that the solution is flexible, i.e.:

  • it could be integrated with any type of ERP system, without limitation. Also if the ERP system should be updated or changed in the future, the supplier integration solution shouldn’t be an obstacle. (For further info: an example where the ERP system changed, while maintaining the electronic data interchange solution)
  • it could integrate any type of supplier: both if the supplier is a big structured company, or if it is a small company still using manual processes
  • it could manage any type of format and transmission channel: it must not require a specific format and must support any kind of transmission channel
  • it should manage transmissions both with customers and suppliers with a unique tool.

Fundamental characteristic of a supplier integration solutionDERWID’s offer to integrate your suppliers

DERWID’s Business Integration solution meets all the needs mentioned above. It is indeed possible to integrate documents flows with suppliers with 3 different channels.

  1. Classical EDI: suitable for partners exchanging a big amount of data.
  2. WebEDI/suppliers portal: suitable for a small amount of documents. This solution allows to automatically manage many information, not only the classical documents exchanged via EDI: for example, it is possible to handle returns for deteriorated goods or anomalies through the portal, without picking up the phone or exchanging emails.
  3. Mapping tool (PDF reading): this last option allows to automatically insert inside the ERP system the information contained in a native .pdf document.

According to the number, size and characteristics of your suppliers, as well as the frequency and mode of data exchange, we will offer you the most suitable solution. All 3 solutions could be adopted at the same time, allowing you to integrate more suppliers.

 

DERWID's supplier integration solutions

Today the digitization process is not an option anymore. We could no more ask ourselves if we should or should not implement a digitization process, included suppliers integration: the right question is “when?”.

Do you need further information about suppliers integration in your company or to ask for a specific advice? Contact us.

Download the complete infographic about how to choose an automatic supplier integration solution!  

A new office for the Austrian team in Villach

In October there were big changes for the DERWID Austrian team: we moved in a new office.

2017 has been a positive year and we have grown a lot. To highlight this positive trend, but above all due to logistical reasons – we needed more space –, we had to move to a new office.

Now you find us in Purtschellerstraße 63 in Villach, at the slopes of Mt. Dobratsch.

The new office is spacious and welcoming, in a bright and modern building.
There is more space to work in a comfortable way and be creative; and now we have a kitchen and a terrace for more relaxing breaks.

Moving in the new office in Villach

Celebrating the new office

In order to celebrate the new office and to recover from the efforts of moving, we chose an alternative way: a regenerating and invigorating hike on Mt. Dobratsch. On a wonderful sunny autumn day, in less than two hours – both experts and less experts – we reached the Gipfelhaus on the top, where we had lunch together.

Changing our perspective and chatting while hiking in the open air has been positive and motivating also for our work projects.

Celebrating new office in Villach - DERWID hike on Mt. Dobratsch

We are looking forward to seeing you in our new office in Villach!

 

DERWID Summit 2017

DERWID summit 2017

Get to know each other, learn and discuss in a multicultural atmosphere: this was DERWID summit 2017.

This year, DERWID group’s annual meeting was held in the evocative setting of Portogruaro (Italy): on March 16th and 17th all employees from the offices in Italy, Austria and Germany met, together with some guests, for two days of professional updating and training.

We started talking about 2016, year which ended positively for the company. After that, we introduced the many novelties that lie ahead in 2017 and you will soon discover.

During the summit we talked about strategies, roles and products, leaving enough time for internal discussion and communication, thanks to various workshops and team building activities. We tested our skills also outside the traditional working environment: during the evening, we challenged on the bowling lanes, discovering unexpected qualities of new and old colleagues.

Recharged after these days full of productive meetings and discussions, we will see us all in 2018 for next DERWID summit.

INDUSTRY 4.0 and the supply chain integration

Industry 4.0 and the supply chain integration

For the regular operation of a business, to manage at best the purchase and sales process is fundamental. The key to optimizing these processes is a solution to automate the communications with suppliers, customers and business partners, that could integrate all data and flows related to the supply chain. All this, in particular if we consider the current context of Industry 4.0.

Industry 4.0: innovation of processes

If we think about Industry 4.0, we immediately imagine the factory, now “smart” – as a place where something is manufactured. But Industry 4.0 is more than this: it is an innovation of processes, which involves also other departments in the company, and indeed, not only a single company is interested, but also all the actors in the chain, or rather network.

Today the consumer is the center. The traditional value chain evolves and becomes a collaborative network, it is no more a value chain but a value network, thanks to the new technologies, such as the Internet of Things, social media, cloud and big data.

In order to reach the goal to mass-produce according to a more flexible logic, and therefore offering increasingly personalized products to customers, innovative and more efficient ways of production, but also for the procurement of raw materials, are searched. Just in time and individual production of the factory 4.0 leads to a stock reduction, both incoming and outgoing: therefore the procurement of raw materials is less foreseeable.

The interoperability between companies and data safely exchanged in real time are fundamental to develop this new collaborative logic in the context of Industry 4.0. Many are the resulting advantages: from cost reduction to an increased speed in processes.

Business Integration for the supply chain

In order to ensure the full interoperability and automate the communications, regardless of the type of partner or its origin and of the technologies used (formats, channels, etc.), it is essential to adopt flexible and reliable solutions, that allow a safe, accurate and precise data exchange.

DERWID, with the business integration platform D/bip, offers the ideal tool for a secure electronic data interchange, an any to any converter suitable for any type of format – without limits.

To exchange and manage automatically all the data related to your supply chain won’t be a problem anymore.

D/bip enables the management of both transmissions for the sales cycle and for the purchasing cycle. Thanks to the integrated and automated management of orders, order confirmations, delivery notes, invoices and many other types of documents, you could increase savings and efficiency.

Traditionally the first automated flows are orders and invoices. Thanks to the integrated management of orders and invoices:

  • you eliminate data entry risks
  • you rapidly receive orders and all is documented
  • you automate also price checking processes
  • you eliminate the manual entry of price lists
  • the invoice is automatically checked according to the previous corresponding documents in the flow
  • and therefore you only have to manage anomalies

If you fully automate the management of other documents such as order confirmations, etc., the optimization and advantages further increase.

If you automate also the delivery notes flow, it is possible to improve the management of goods receipt and unloading.

In fact with a delivery note, the sender forwards to the receiver a note to inform him of the goods arrival on a given day, with a list of the materials that will be delivered. If you automate the process, you could anticipate the goods taking over operations in the warehouse and automatically check the material that will be delivered according to the orders. Moreover, if you receive previously a detailed list of the materials in the packaging and pallets, it is possible to automatically prepare also the labels, with all the information necessary for the storage (production lot, expiration, weight, volume, etc.): so it is possible to uniform the labels management inside the warehouse.

Thanks to the integrated management of the delivery notes:

  • you anticipate the operations for goods receipt, such as the place preparation in the warehouse, etc.
  • you improve the handling of labels
  • the document is already verified according to the order/order confirmation

Do you want to receive more information about our business integration solution for the supply chain? Contact us.