eInvoicingIrelandInformation Guide

Publication date: February 2020It should be noted that this information note is not intended as legal advice or a legal interpretation of Irish or EU law on public procurement.

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eInvoicing Ireland Implementation Pyramid

5. Monitor & ImproveMonitoring eInvoices as they are processed and the invoice information/ data being transmitted can provide insights into patterns of expenditure and supplier transactions helping to improve decision making. The benefits realised will depend on the approach taken and the eInvoicing solutions and services implemented. eInvoicing can provide links to other elements of the Procure2Pay lifecycle i.e. eCataloguing, eOrdering and ePayments. For more information visit ogp.gov.ie/eInvoicing

4. ImplementationDepending on the eInvoice strategy and the organization’s eInvoicing ambitions there are two options 1. basic compliance implementation or 2. an eInvoicing solution/ service which receives and feeds eInvoices directly into the back office financial management system. Implementation may therefore involve accessing a portal to process eInvoices and/ or may involve mapping out changes to the current invoice processes as part of the implementation plan. Training can be provided for any eInvoicing solution/ service. Following implementation the organisation will be ready to receive and process the first eInvoice.

3. PlanningThe analysis developed in stage 2 should assist in identifying the eInvoicing needs of the organisation, and development of an appropriate eInvoicing strategy and plan. The next stage then is to scope out the requirements needed from an eInvoicing service provider. To engage with a service provider consult the eInvoicing Framework and support documentation available from the Buyers Zone @ ogp.gov.ie. Together with the service provider eInvoicing implementation can commence.

2. Internal AnalysisThe next stage is to undertake an internal analysis of the current invoice processing systems, the key information and data points contained in invoices, the stages, controls and business functions involved in processing invoices, as well as the invoice volume profile of suppliers. For help with this stage eInvoicing Ireland have developed Preparatory Worksheets: https://ogp.gov.ie/einvoicing-worksheets/

1. Laying the Foundations InternallyBecoming eInvoicing enabled starts with identifying those in the organisation who should be involved and understanding the eInvoicing Directive obligations and the national approach.

10 things every Irish Public Body needs understand about the eInvoicing Directive1. The European Directive 2014/55/EU on electronic invoicing in public procurement* ‘The Directive’ applies to

all public bodies (all contracting authorities and contracting entities)

2. The Directive obliges all public bodies to be able to receive and process electronic invoices in accordance with the European Standard (EN-16931)**

3. The deadline for Central public bodies to be compliant with the Directive was April 2019

4. The deadline for Sub-Central Government public bodies to be compliant with the Directive is April 2020

5. It is recommended that where public bodies receive eInvoices relating to contracts above EU threshold, they do not differentiate and receive eInvoices for contracts above and below thresholds

6. Contracts declared to be secret/ accompanied by special security measures are exempt from the Directive

7. The Directive does not prescribe how eInvoices should be sent, the Irish Government has chosen the PEPPOL eDelivery network for transmission of eInvoices in accordance with the European Standard

8. The OGP eInvoicing and PEPPOL framework allows public bodies access services and solutions which comply with the eInvoicing Directive and the national eInvoicing approach. To access this framework log onto the Buyer zone on www.ogp.gov.ie and search for PEPPOL

9. eInvoicing Ireland is supporting public bodies to reach compliance with the eInvoicing Directive, for more information log onto www.ogp.gov.ie/eInvoicing. To join the eInvoicing community email einvoicing@ogp.gov.ie

10. Beyond basic compliance with the Directive, eInvoicing solutions and services which integrate into the back office financial management systems offer more opportunity to realise benefits and real digital transformation.

* To access the Directive: S.I. No. 258/2019 - European Union (Electronic Invoicing in Public Procurement) Regulations 2019 http://www.irishstatutebook.ie/eli/2019/si/258/made/en/print?q=electronic&years=2019** To access the European Standard on eInvoicing (I.S. EN 16931-1:2017 and S.R. CEN/TS 16931-2:2017) free of charge through the

NSAI - https://shop.standards.ie/en-ie/Standards/I-S-EN-16931-1-2017-880591_SAIG_NSAI_NSAI_2092009/

5 key elements to basic eInvoicing complianceWhen accessing the Office of Government Procurement’s PEPPOL networking and eInvoicing Systems and Services framework through the Buyer Zone on www.ogp.gov.ie to procure solutions and services to enable compliance with the eInvoicing Directive you must fill out a draw down form, technically referred to as an NASF. Where your organisation is looking to access solutions and services to enable basic compliance with the eInvoicing Directive there are five key elements you need to select.

The 5 items required for basic, minimum eInvoicing compliance which you will need to select on the NASF are as follows:

• eDocument Management Portal account [Annual Fixed Cost - up to 10,000 invoices included per annum]

• Set-up Framework Client specific PEPPOL AP and SMP services [Once off setup charge]

• PEPPOL and SMP Services [Annual fee]

• SMP registration as PEPPOL receiver [Annual Fee]

• Service Operation Management [Annual Fee]

For more information on the eInvoicing Directive, the European Standard (EN-16931) or on the national eInvoicing approach visit www.ogp.gov.ie/einvoicing. To join the eInvoicing community please email einvoicing@ogp.gov.ie

ogp.gov.ie