e-Invoicing is allowing the companies send and receive B2B invoices in electronic format. The format has defined and controlled by GIB.
UBL-TR: Universal Business Language with Turkish Extension (UBL-TR) is a universal format for Turkish e-Invoicing system
XML: Extendible Markup Language (XML) is a universal data format allows exchange e-Invoice data between sender and receiver, also allows users to display the invoices.
UUID: Universal Unique Identifier (UUID) is a 128-bit number used to identify the number of invoices. This ID is unique for every and each invoice to identify in GIB system and mandated in the e-Invoice scheme. Users can produce their own invoice number.
e-Invoice Scheme: Is a regulated form defined by GIB, every invoice must be according to this scheme. Scheme defines the data format, mandatory fields and content.
Invoice Scenarios: e-Invoice regulations allow two types of invoicing scenario and the users are free to issue the invoices according to one of them.
Basic Invoice Scenario: Invoices sent by the Supplier are accepted as legally valid documents after they have successfully passed through the electronic signature and schematic verification.
Commercial Invoice Scenario: Invoices sent by the Suppliers are passed through the electronic signature and schematic verification. The receiving party has the option to accept or reject the invoice within 7 days. In case an invoice is rejected by receiving party, it is not considered as a valid document, and is not taken into consideration during accounting.
Electronic Signature: e-Invoice scheme requires Invoices to be signed by an electronic signature before transmitting to GIB e-Invoice Scheme. In addition to invoices, approval/rejection responses for Commercial Scenario Invoices should be signed as well. For this purpose authorized users should have access to the electronic signature, issued in the name of the company and be able to sign the documents.
Using Methods: GIB defines three methods for e-Invoice using
GIB Portal: Provided by GIB, allows user send and receive the invoices on the portal. It is not integrated to any system. Invoice must be generated in users accounting system and must be issued and signed on the portal. For the invoice accepting, invoice can be displayed on the portal and must be entered into users accounting system manually. The invoice accept/reject messages are produced on the Portal.
Direct Integration: As a controlling center GIB allows users to integrate their systems to the e-Invoicing service. Integration has its rules defined by GIB. The systems must be up and running 24*7 and 99%, GIB pings the system frequently. In direct integration method, integrated users own accounting system and GIB and when the invoice issued in the account receivables, it must be controlled if the customer is e-Invoice user first, then signed the invoice and sent to the GIB then to the customer. Receiving invoices follows the same flow, once the vendor invoice delivered to the user’s system, the user must control the format, defines the accounting rules and transfers to its account payables system. In both ways, the accept and reject messages must be sent automatically. This method is very useful for the users who has strong IT infrastructure in Turkey.
Integration with Service Provider: An authorized service provider acts like a bridge between the e-Invoice user and GIB. Integrates e-Invoice user’s accounting system and GIB, signs the invoices and transmits the messages. e-Invoice user doesn’t have any responsibility to integrate to GIB system, just integrates to service provider via web services. The business flows are the same with the direct integration method. Service provider integration is very useful for multinational companies which doesn’t have any IT infrastructure in Turkey, or for the companies doesn’t want to carry any responsibility for the continuous integration.
e-Invoice Workflow: e-Invoice workflow works in two way, sending and accepting the invoices.
Basically, Partnera e-Invoicing gets invoice data from Oracle account receivables, transmit to the XML format, signs electronically and sends to the receiver or accepts the invoices comes from vendor, pars the XML format and sends to the Oracle account payables. Our e-Invoice solution supports both integration methods, direct integration and service provider integration.