NAVIGATING THE MAZE OF GLOBAL COMPLIANCE FROM E-INVOICING TO EXPENSES
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2 NAVIGATING THE MAZE OF GLOBAL COMPLIANCE FROM E-INVOICING TO EXPENSES Markus Hornburg VP, Global Product Compliance Coupa Christoph Zenner Tax Partner PWC
3 Today s agenda 1. Introductions 2. A global view on key trends & developments 3. Coupa Compliance-as-a-Service 4. Q&A session
4 Overview key trends & developments Christoph Zenner
5 Trends: Digital Landscape The current landscape of data and document exchange networks E-invoicing & digitisation high on the political agenda as part of the Digital Agenda for Europe Governments leading by example (B2G e-invoicing Directive 2014/55/EU) Widening of scope of digitisation - towards digital office Increased security requirements for cross border electronic transactions: eidas (Regulation EU 910/2014) (*) Forrester report of September 14, 2015: Vendor Landscape: B2B Business network
6 Trends: Shift from paper based audit methodologies to SAF-T and e-auditing Overview: All taxes* - EU + Norway + Switzerland PwC survey only legal framework (11) legal framework + fully and increasing common practice (10) legal framework + common practice + standard format** (5) legal framework + standard format** (3) no common practice standard format only and no legal framework (1) Specific auditing software Overview dated October 2014 *VAT, corporate income tax, personal income tax, customs and excise except for Switzerland and Poland: only for VAT **Not OECD like: France, Netherlands, Austria and Slovenia, Estonia **OECD like: Portugal and Luxembourg
7 Trends: Real time & increased exchange of information Country by Country reporting Real time exchange of information in clearing countries (e.g. Latin American model)
8 Trends: Increased saving opportunities Invoicing cost determination(*) Saving potential for invoice recipients Saving potential for invoice issuers = Savings potential of around 60% per invoice! (*) E-invoicing/e-billing, entering a new era Billentis, 5 June 2015
9 Trends: Increased saving opportunities Towards more processing Tax function spend more than 50% of their time gathering tax data, while spending less than 30% of their time on strategic tax analysis * Conclusion Automating AP/AR processes is more compelling than ever - Generate savings - Increase compliance - Improve cash flow - Strive for higher efficiency But link with the full process (*) Unlocking the Power of data analytics, November 2015
10 A global view on e-billing Christoph Zenner
11 Europe Directive 2010/45/EU implemented by all Member States and applicable as from 1/1/2013 Authenticity of origin, integrity of content and the legibility of an invoice should be guaranteed by choice of means: 1. By means of Business controls which create a reliable audit trail 2. By means of Technologies: EDI or advanced electronic signature based on qualified certificated and created by SSCD Important observations since 2013 to date: No or limited guidance on business controls and reliable audit trail Discrepancies between invoicing and archiving rules Additional requirements outside VAT legislation Push towards e-invoicing in a B2G environment
12 Americas North America Open framework Possibility of e-invoicing without major requirements/obstacles imposed by law Shift towards mandatory B2G e-invoicing in the US by 2018 Latin America Closed e-invoicing systems whereby each e-invoice has to be rooted via the Tax Authorities (for approval or notification) prior to sending or making available to the buyer. An increasing number of countries in Latin America are following this trend (e.g. Argentina, Bolivia, Brazil, Chile, Colombia, Costa Rica, Ecuador, Guatemala, Honduras, Mexico, Peru, Uruguay, )
13 Africa The African e-invoicing market is, beside some specific exceptions, not yet very advanced South Africa is the only African country having a robust market for e-invoicing having a specific framework in place for many years now Some countries (e.g. Nigeria, Egypt, Morocco, Tunisia, ) are taking their first steps towards electronic invoice transmission but the majority of invoices are still paper-based
14 Asia & Ocean Pacific Asia Very diverse e-invoicing & e-archiving landscape: (1) Clearance models (i.e. Turkey, Taiwan, Russia) (2) Open e-invoicing framework (e.g. Singapore, Hong Kong, ) (2) E-invoicing legislation in full development (e.g. India, China, ) Ocean Pacific Open e-invoicing framework Australia working to create an e-invoicing standard framework to increase adoption rate
15 COMPLIANCE-AS-A-SERVICE Markus Hornburg VP, Global Product Compliance, Coupa
16 E-INVOICING A COMPELLING EVENT Suppliers currently suffer : TIME SPENT ON MANAGING DISPUTES TYPICALLY TAKES BETWEEN 8-14 DAYS APPROX. 30% OF INVOICES GO INTO EXCEPTION REPRINTING OVERDUE AND LOST INVOICES TYPICALLY 8% OF INVOICES CHASING STATUS OF INVOICES 40% OF SUPPLIERS CHASING PAYMENT 40% OF SUPPLIERS CASH AND WORKING CAPITAL ISSUES DUE TO DSO ISSUES PRINTING, FINISHING, STUFFING, MAILING, POSTAGE, OFFICE EQUIPMENT, AR PEOPLE Using Coupa compliant e-invoicing: Assured delivery; no more lost invoices Real-time assurance that invoice will process Ongoing status updates sent to suppliers
17 MANY SUPPLIER OPTIONS FOR MANAGING INVOICES SUPPLIER PORTAL SUPPLIER ACTIONABLE NOTIFICATIONS SHARED AP INBOX DIRECT CONNECTION (cxml, EDI, Flat File) OCR/LEGACY
18 INVOICE COMPLIANCE PRINCIPLES For a company to perform compliant invoicing, there are many items to consider : COMPLIANCE COMPRISES: Legal compliance (e.g. Sarbanes Oxley rules) Tax compliance (e.g. all mandatory fields populated accurately) Commercial compliance (e.g. company specific information mentioned on invoice) Accounting rules compliance (e.g. archiving rules and process description) COMPLIANCE RELATES TO INVOICES IN GENERAL REGARDLESS OF PAPER OR ELECTRONIC FORM COMPLIANCE IS NOT ACHIEVED BY DIGITALLY SIGNING AN ELECTRONIC DOCUMENT SOME RULES ONLY APPLY TO VAT/GST COUNTRIES; THE OTHERS APPLY IN THE REMAINING COUNTRIES AS WELL (E.G. USA) IN THE EU, COUPA S COMPLIANCE IMPLEMENTATION IS COVERING THE VAT DIRECTIVE (2006/112/EC) AS TRANSPOSED INTO EACH MEMBER STATE S LOCAL LEGISLATION Not processing invoices under existing rules is a federal crime everywhere! Buyers need support upstream - before data hits their system Suppliers need support because they lack full understanding of rules and duties as well as Buyer requirements
19 COUPA COMPLIANCE-AS-A-SERVICE Review of Country Requirements Country Documentation Confirm with Applicable Administrations Validate with External Auditors Verified Documentation System Adaption Technical Walkthrough Report Go-Live Virtual Audits Ongoing Maintenance
20 COMPLIANCE IMPORTANT PRINCIPLES COMPLIANCE WITH APPLICABLE LAWS CANNOT BE OUTSOURCED TRADING PARTNERS ARE RESPONSIBLE TO PROVIDE ACCURATE DATA RELATED TO EACH BUSINESS TRANSACTION (TAX RATES, DESCRIPTIONS, AMOUNTS, TAX REFERENCES ETC.) COUPA ENABLES SUPPLIERS TO CREATE LEGALLY COMPLIANT INVOICES ü Coupa de-risks invoicing by taking a massive investment you don t have to make
21 Q&A
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