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Legal & Regulatory Aspects of E-Invoicing

Legal & Regulatory Aspects of E-Invoicing. 2009 ICH User Group Michael Uebber, LH. Legal & Regulatory Aspects. The “Legal” Invoice Reference Information Digital Signature Footer Text E-Archiving Value Added Taxes. The “Legal” Invoice. The “Legal” Invoice. Reference Information

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Legal & Regulatory Aspects of E-Invoicing

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  1. Legal & Regulatory Aspectsof E-Invoicing 2009 ICH User Group Michael Uebber, LH

  2. Legal & Regulatory Aspects • The “Legal” Invoice • Reference Information • Digital Signature • Footer Text • E-Archiving • Value Added Taxes SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  3. The “Legal” Invoice SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  4. The “Legal” Invoice • Reference Information • Digital Signature • Footer Text • E-Archiving • A note about legal compliance SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  5. Reference Information • In many countries, a legal invoice requires a set of key fields such as address, VAT registration number, etc • It would be difficult for a billing entity to keep this information up-to-date for all potential billed entities • All SIS participants will be required to enter this type of data in their Member Profile • Includes the necessary data to make an invoice legal by default • Invoice can be loaded by the airline in full, or can be built by SIS using default data from the reference tables • SIS will be mandated by participants to fill in any missing info on submission on both the “from” and “to” sides of an invoice SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  6. Digital Signature • Some jurisdictions require a digital signature to be attached to an invoice before it can be considered “legal” • Every participant will update their member profile to specify if they need digital signatures on the outgoing or incoming invoice, or both • Before settlement, IS will, on behalf of the participants, create any necessary digital signature • The digital signature will be downloadable for storage SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  7. Footer Text • Some jurisdictions require specific text printed on the invoice, in addition to the reference fields (name, address, VAT registration #, etc.) • For example, Germany requires a list of the company CEO and other information • To facilitate this without creating many new XML fields, there are two lines of footer text • The billing party can supply this (or pre-define it as part of a location) SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  8. E-Archiving • Jurisdictions may require storage of digital invoices for varying amounts of time • During this time, the invoices and any applicable digital signature needs to be accessible for any audits, sometimes stored in the local country • While a participant will be able to download the invoice and digital signature for local storage, they can also optionally mandate that Integrated Settlement stores it on their behalf for as long as needed SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  9. A note about legal compliance • Legal invoice can be either the data file or the PDF, but only one of them can be the original • Integrated Settlement will provide the tools (some of which are detailed on the previous slides) that will help your company ensure legal compliance with regards to invoices • However, it will be your company’s responsibility to know the local laws and enable the options which will make your invoices compliant SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  10. Value Added Taxes SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  11. Value Added Taxes • The new record types (IS-IDEC, IS-XML, and IS-WEB) will support Value Added Taxes on all records • VAT can be added to an existing record/invoice (e.g. a prime coupon) or a separate invoice can be created with just VAT records • VAT can be named anything on an invoice (GST, QST, etc) – it’s just a label • Any combination of VATs can be added, with specified percentages • It will be your company’s responsibility to determine whether VAT applies, how much it should be, and where to put it  SIS will validate the integrity of your invoice, not the validity of your submission SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  12. VATs vs. TFCs • Value Added Taxes are not the same as Taxes, Fees, and Charges • VAT – An indirect tax levied by governments, with legislation requiring charging and display on the invoice • TFC – Arbitrary interlineable taxes. Might be levied by an airport. • VATs and TFCs are provided separately in the data file supplied by the participant (or via IS-WEB) • The invoice template will respect the data file and display the VATs and TFCs separately, and ensure that they’re labeled appropriately SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

  13. Questions? Email: sis@iata.org SIS Website: www.iata.org/sis SIS – ICHUG09 – Legal & Regulatory Aspects of E-Invoicing

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