eBusiness terminology

PANTHEON Term

Explanation

eBusiness

eBusiness is a set of Datalab services supporting e-business in PANTHEON. It includes three main pillars that are a part of PANTHEON DMS, namely;

• eDocumentation
• eExchange
• eWorkflow

eBusiness also includes Backup service.

For more information on the eBusiness services offer, please visit the Datalab webpage.

eExchange

eExchange is Datalab's service that enables the exchange of all types of electronic documents (e-invoices, e-orders, e-packing slips, etc.).

eDocumentation

eDocumentation is an electronic document storage service and is a part of the PANTHEON Document Management System (DMS).

It is a central repository for ALL documentation used and created within the company, received and exchanged with our business partners and other entities.

eInvoice

eInvoice is Datalab's plan of time- or volume-based leased volumes that allows you to send electronic documents via PANTHEON.

HINT Read the instructions for: Receiving an e-invoice Sending an e-invoice Sending an e-invoice abroad

eWorkflow

eWorkflow is a set of connected elements (blocks) that control operations in PANTHEON through defined functions, resulting in a faster and automated execution of repetitive tasks or of a series of tasks in PANTHEON, such as VAT Account, Year-end, etc.

ePosting

ePosting is a Datalab service that runs through eExchange and enables:

• capturing and recognizing data from a PDF document;
• converting the identified data into an e-document format;

• importing the e-document (in JSON format) into received documents in PANTHEON.

The service is embedded with artificial intelligence that learns with every reading and achieves human-level accuracy in just a few seconds.

Web Service

Web Service is Datalab's service that allows users to download set databases (e.g. list of countries and currencies, list of international units of measurement, classification schemes, etc.) and predefined eWorkflows from the server to speed up their work with PANTHEON.

Backup

Backup is Datalab's service that allows users to store a copy of the database they use on their server in the Cloud (in Slovenia, this is the data center managed by Telekom Slovenija).

Cloud

Cloud computing is a technology that uses remote servers to store and manage data, which is accessed over the internet. Instead of using your own computing infrastructure or data centers, you can rent space in the cloud, which also provides other services. Today, these cloud services cover a wide range of options: storage space, network connection, standard office applications, the use of artificial intelligence, etc. By using cloud computing services, you also avoid the costs of maintaining your own infrastructure.

e-Business

E-business or electronic business, also e-commerce, is the use of information technology in an organisation's business processes.

E-business focuses on the computerization of supply chains through the exchange of information between business partners. Information is exchanged between partners via reliable electronic channels in the form of electronic structured documents. (epos.si/en/ebusiness)

Email

E-mail, or nowadays usually simply email, is short for electronic mail, which means it is all mail that travels through electronic channels.

eSLOG

eSLOG is the (Slovenian) standard for e-documents by which eSLOG documents are created.

You can read more about the eSLOG standard on the website of Slovenian National eBusiness Centre.

WARNING As of 1 October 2020, the valid format is only e-Slog 2.0.

E-invoice

E-invoice stands for electronic invoice and means an invoice that has been issued, sent and received electronically. It doesn't matter what system the invoice was prepared or received in.

E-document

E-document stands for electronic document and very generally means a document in an electronic (rather than paper) form. This includes e.g. e-packing slips, e-orders, etc.

Digital pathway

A digital pathway, or e-path, as it is directly used in Slovenian, is an electronic way to exchange e-documents. Providers of digital pathways or of electronic data interchange (EDI, see below) are key stakeholders in the exchange of e-invoices and other e-documents. They ensure the safe, secure and traceable delivery of e-documents from the issuer to the recipient. For e-documents, the provider of a digital pathway has the same role as the post office for paper documents (epos.si).

In Slovenia, Datalab's partner and one of the sub-providers of digital pathways is ZZI with its bizBox platform. In Croatia, for example, it is MER.

E-exchange, or more commonly: EDI – Eletronic Data Interchange

E-exchange means any electronic exchange of data, and therefore exchange of documents.

Networks for the exchange of electronic documents

A network for exchanging electronic documents is an interconnected web of digital pathways, brought together by EDI providers.

Delivery receipt

A delivery receipt is intended to acknowledge the receipt of a document, without validating the content. A delivery receipt may be received as a confirmation of receiving or confirming an order, a packing slip, an invoice, or an offer.

The documentation on which the import/export of simple XML delivery receipts into eSLOG is based can be found on the website of the Slovenian National eBusiness Centre.

Classification Scheme

A classification scheme is a system for classifying documents that is defined by the company's responsible persons or is derived from the company's tasks or functions, business processes or activities.

It is the basic and most important plan for the allocation of documentary material. It defines in great detail the hierarchy of documentation, the type of documentation and its purpose, the period of storing documents, and the method of their numbering or labelling.

For example, according to the classification scheme, the electricity supplier's invoices will be accurately located and quickly found later. The scheme determines into which storage (warehouse), in which archive (filing cabinet) within the storage and in which classification (ring binder) the document is located.

Classification

Classification is best thought of as a ring binder in which documents of the same type are filed/inserted. In the paper world, this is how documents were filed – in binders, marked with labels and separated by cards, or classified in filing folders (sub-classifications).

Document classification is a hierarchical tree structure that allows documents to be sorted and grouped according to their properties and indicates a group of documents to which documents belong.
For example, project documentation is grouped under the classification »553 Projects« and within it further under the sub-classification »5531 Project documentation for setting up tents« and so on.

In addition to classifying documents, classification also determines the handling of a document. It determines in which storage this document will be kept/stored (secure, certified, local), how long it will be kept, when it will be proposed for automatic destruction, etc.

Storage

Storage is best thought of as an archive filing room – a storage room or a home garage with several cupboards.

In companies, these used to be warehouses or special rooms for archiving documents. In such rooms, there were mountains of file folders with company documents stacked in numerous cabinets, organized and filed in folders.

Identically, storage in PANTHEON is an electronic archive, where documents are located. PANTHEON currently offers three different storage options:

• eDocumentation
• Certified eDocumentation
• Local eDocumentation

Archive

An archive is best thought of as a cupboard inside a storage.

In PANTHEON, one archive is available by default, but separate archives can be set up for different types of documents or for different locations, depending on the needs of the company.

Documents can be arranged in different archives depending on the type of documentation, for example:

• Accounting documentation,
• Commercial documentation,
• Technical documentation,
• Human resources documentation, etc.

Alternatively, they can be arranged by location/city/business unit, for example:

• Celje Archive
• Maribor Archive

For each archive in PANTHEON, a document type should be opened where a list of archived documents is kept. Each document is numbered with the usual PANTHEON notation of the financial year code, document type and sequence number of the year.

Mailbox

A mailbox in the digital world is the equivalent of a normal mailbox. In your mailbox, you receive documents waiting for you that have been sent to by others over a particular transmission network, and through it you can send documents out into the world.

Each communication channel (email, web service, document transfer network) is supported through its own mailbox.

In the Administration Panel in PANTHEON, Mailbox is a system of settings that the mailbox and other web services need to connect to PANTHEON.

Metadata

Metadata includes all additional information about the data, or tags that describe the document, such as the name of the document, its type, the name of the person who created the document, different timestamps, etc.

Metadata is defined on the classification of the document in the Classification Scheme. Depending on the settings, metadata may or may not be required for defining a document. Its main purpose is to make it easier to search, filter and manage documents in the documentation.

Let's explain it even more simply: when you receive a document, such as an invoice, you also receive its basic data (place of issue, amount, sender, etc.). When the invoice goes through the disposal process, it can be accompanied by this so-called metadata (subject, classification, contract number, cost center, etc.). Metadata speeds up the process of searching and reviewing the document.

Document number (document ID)

Each document is identified by a unique document number, which, according to PANTHEON annotation, is written in the form of a year, the document type number (business event) and a sequence number.

Business event

A business event is an event that affects the change in the balance of assets, liabilities, incomes or expenses. It should be promptly recorded at the time when it occurs. It is recorded in the accounting records and reported in accounting terms for the accounting periods to which it relates. For example, a business event is the purchase of materials, which is recorded for VAT purposes, with corresponding posts.

Document

A document is an envelope containing attachments. The envelope contains basic document data (document number, classification, time stamps) and metadata. The attachments, in turn, form any number of files containing the content of the document.

Attachment

An attachment is any file attached to a document. Attachments can be in different formats:

• E-invoice in XML
• E-invoice visualization
• PDF file
• TIF,GIF,PNG, etc. image
• Any office document
• Email message
• XML, JSON, SOAP, etc. file

Connection protocol

A connection protocol enables constructing and integrating different networks into a single, logical whole – an internetwork.

There are different types of protocols:

• FTP is a standard protocol used to move files between hosts over a network (the Internet).
• VAN is a protocol for industrial automation purposes.
• A2S