eExchange
To make the eExchange easier to understand, the most important information is condensed here:
eExchange (Electronic Data Interchange – EDI) means any electronic data exchange, and therefore document exchange.
EDI is the standardized method of exchange that has been enforced worldwide since 1960 and enables a mutual exchange of various documents. Thanks to the use of the standardized language of communication, it provides a connection of different information systems and automatizes integrating systems of internal administration.
To use eExchange, you need a standardized communication language. The partners in eExchange must be using their joint language or form, structure of the message.
By standardizing, you enable a message exchange regardless of the message structure used, country and partner's activity.
Aside from the standardized communication language, you also need the software that enables the sender and recipient to send and receive messages and documents, so that eExchange can run between them.
Implementing eExchange provides a company with more flexible and efficient business. By using eExchange, you achieve:
- Task automatization – printing documents, placing documents in envelopes, inserting documents into folders, receiving traditional (paper) documents, scanning them, transcribing them into a business information system and all connected manipulation tasks are minimised or entirely eliminated.
- Response time reduction – documents exchanged electronically are exchanged through the e-route provider in a given moment and 24/7. In PANTHEON, a few clicks are enough to e.g. receive e-documents or send e-documents. This replaces the longer paper manipulation and processing.
- Accuracy of exchanged data – data exchange is done on the basis of the standard communication language. This ensures correct computer interpretation regardless of nationality, or activity of the company that is sending or receiving the documents.
Potential typical errors are also eliminated by turning on artificial intelligence that learns with every read piece of data, which provides better interpretation with every use. This is how the ePosting service (system for recognising the contents of scanned invoices, or PDF documents that recognises data from the traditional document into the e-document form, in JSON format) in PANTHEON works, which is a part of the PANTHEON eExchange.
- Reducing costs – eExchange provides reduced response times and error elimination that are frequently made when processing documents traditionally and manually. In PANTHEON, eExchange is navigated by pre-prepared eWorkflow that runs the previously manual processes for the user, and creates corresponding tasks for them.
- Control and safety – by introducing the eExchange, you gain control of transactions and exchanged e-documents. In PANTHEON, eExchange runs through eDocumentation. Every exchanged document is safely stored there at activation. It is also equipped with correct statuses, messages and return receipts. Doing this provides complete control of when an e-order was sent, when it was delivered, whether the supplier received your order etc.
The basic eExchange process can be summarized like this:
- Business information system the company uses (in this case, PANTHEON), generates a commercial document (e.g. invoice) and sends it to the eExchange provider (network provider). For example, the unified eExchange platform bizBox.
- eExchange provider, or its software, recognises the document type on the basis of pre-defined conditions, checks its structure, converts it to the recipient's document standard, and transfers it through the arranged exchange protocol to the recipient (FTP, VAN, AS2 etc.).
- The document is then accepted by the recipient's system for data eExchange, transformed to the structure the recipient's information system recognises and therefore enables its integration and further processing in workflows.
To understand the eExchange process better, see the following detailed explanation:
4.1 Connectivity between partners
Partners connect by exchanging various electronic documents. Every document represent a certain activity that is a part of the business process.
Connecting each and every partner increases the complexity of the connection, as the connection problem multiplies with the number of business partners (picture on the bottom left).
One point of exchange (e.g. unified eBusiness platform bizBox) means the unification of documents, exchange routes and processes for all partners (picture on the bottom right).
4.2. Conversion of data and documents
Data and documents can exist in various formats and structures.
To unify connection between partners, the network (eExchange network) provider ensures the conversion of documents to the desired format.
In Slovenia, the most common conversion of documents to the standardized eSLOG format. This is how e.g. documents are exchanged through the unified eBusiness platform bizBox in PANTHEON in the listed format.
4.3 eExchange process
eExchange and with it the corresponding conversion of documents and data is run through the Mailbox and selected EDI provider. This provides unified control and overview of documents and data that are the object of eExchange.
The EDI providers are a key part of e-invoice and other e-document exchange. They provide safe, dependable and trackable e-document delivery from the issuer to the recipient. Network providers are to e-documents what the post is to sending traditional (paper) documents (epos.si).
ZZI with the bizBox platform is therefore one of the network providers and Datalab's partner. Through them, exchange of e-invoices, e-packing slips, e-orders is run with the business information system PANTHEON (in Slovenia). In Croatia, the provider is MER etc.
4.4 Document eExchange
First and foremost, e-documents are exchanged via eExchange. E-document is short for electronic document and in general means a document in an electronic (and not paper) format. This includes e-packing slips, e-orders etc.
Aside from documents, eExchange can also serve as an exchange platform for messages, or data. Checking and automatic confirmation of documents is also one of the key demands in the eExchange process.
In the process of eExchange, you can exchange document confirmations, e-order confirmations, data about delivery of e-documents, or return receipts, etc.
eExchange is a Datalab service that enables exchange of all types of electronic documents (e-invoices, e-orders, e-packing slips etc.).
Despite the apparent complexity and perhaps feeling that eExchange is a solution for larger systems that are technologically capable of implementation, all eExchange features in PANTHEON are also available for smaller companies and included in all PANTHEON licenses free of charge.
To use the eExchange services in PANTHEON, they must first be activated and required settings must be defined.
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WARNING
All three functionalities: eDocumentation , eExchange and eWorkflows are included in all PANTHEON licenses.
Before using the eExchange and eDocumentation services for the first time, you have to activate them.
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This is run through the Mailboxes, with importing and exporting from eDocumentation. The entire process is navigated by pre-prepared eWorkflows.
The exception here are SMS and Viber messages, which are not sent via eDocumentation.
The process of eExchange in PANTHEON itself is represented in the following image, and examples of eExchange are explained in detail.
eExchange and e-invoice (and other e-document) business are regulated by different laws, regulations and standards.
6.1 Legislation and regulations
Business with invoices is regulated by ZDDV (Value Added Tax Act), and business with e-invoices is regulated by different laws and regulations; general rules of eBusiness are defined in the ZEPEP (Electronic Business and Electronic Signature Act) and eIDAS (Electronic Identification and Trust Services Act (EU)).
The electronic document storage is defined by ZVDAGA (Protection of Documents and Archives and Archival Institutions Act). Business with Budget Users is regulated by ZOPSPU-1A (Provision of Payment Services to Budget Users Act).
Below, find links to all important laws and regulations;
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WARNING
According to ZDDV-1, it is necessary to save copies of issued and received invoices for ten years after the end of the year the invoices were issued, or 20 years in case the invoices are connected to real estate. An e-invoice must be stored in an eSLOG XML format, it is recommended to store a visualization of the invoice as a PDF with it.
Aside from the invoice itself, you must also store data that guarantee the authenticity of the origin and integrity of the contents. Therefore, it is a good idea to store connected documents (order, packing slip) with it.
A company can take care of e-document storage by activating the eDocumentation service.
ZVDAGA also defines conditions the eHramba service provider must fulfil to get their service certified and so becomes more trustworthy for companies.
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Connected legislation and regulations:
In Slovenia, standards are the object of the Slovenian National eBusiness Centre, where you can also find the most data in connection to the eSLOG standards.
Efficient e-document exchange is not possible without using a standardized communication language, or standardization. With standardization, you enable message exchange and therefore documents in a standardized format (eSLOG, JSON etc.). This way it is ensured that both the sender the recipient equally understand the contents of the exchanged messages and documents.
6.2.1 eSLOG
There are many different standards for eBusiness. In Slovenia, economy and public administration mostly use the eSLOG document standard that covers all main processes in the purchase chain (eSLOG order, eSLOG packing slip, eSLOG invoice).
eSLOG documents are constantly supplemented according to the changes to legislation and implemented business practices. eSLOG invoice was upgraded to the 2.0 version in 2018 within the ROSE project. This version is in line with the European semantic standard EN 16931 and enables international business within the EU.
eSLOG documents can be best described as follows; usually, besides the XML document its PDF visualization, or a document in a different format is attached, for an easier overview of the contents of the e-document. Before sending, the XML e-document is equipped with the envelope that contains data for addressing, similar to the paper envelope with traditional documents. The envelope is usually prepared by the network provider's software, in this case it is created in PANTHEON.
The transfer of a document from the issuer to the recipient is usually carried out by the network provider (or eExchange provider) that provide a reliable, trustworthy and safe delivery (similar to what the Post provides for the traditional documents). Transferring e-documents via e-mail is not advised, as this method is not safe and reliable enough.
6.2.2 JSON
PANTHEON also creates and exchanges e-invoices, or e-documents in JSON format. For example, when communicating with web shops, or documents are converted to JSON e-documents by the ePosting service, using the built-in artificial intelligence.
JSON (JavaScript Object Notation) is one of the easier open standards that are based on text and are designed for readable data exchange. JSON is a format that is slowly replacing XML, as its code is shorter, as well as easier to write and read by a computer.
This chapter contains the following sub-chapters:
| Activating eExchange services |
Nowadays, companies must have an established system that enables eExchange as modern business requires digitalization and automatization. In this chapter, information, or contact data, for activating eExchange is collected. |
| Settings for eExchange |
This chapter presents settings in PANTHEON for successful exchange of electronic documents. Collected are various use cases, from important data entry when entering a new subject, to the entry of international codes of units of measurements. The mailboxes, where the required string of data for export and import in PANTHEON, are a key player with eExchange. |
| eExchange of Documents in PANTHEON |
Firstly, this chapter presents the process from eOrder all the way to eInvoice. The eOrder is imported and partially, or entirely, confirmed or denied. On the basis of the eOrder, the ePacking Slip is created. On the basis of the ePacking Slip, a receiving document is created. For the completed service, an eInvoice is issued. |
| ePosting |
This chapter explains the process of the ePosting service, provides information about activation and settings for prober functionality and shows use cases of ePosting in practice. |