e-Documentation: Design and Delivery

1. e-Documentation: Design and Delivery

2. e-Documentation: Design and Delivery Atif Irshad Consultant ChainTrack Systems

3. e-Documentation: Design and Delivery 1. Global Electronic Trade 2. Global Requirements 3. Business Benefits of e-Documents e-Documentation ‘Design & Delivery’ Reducing costs, achieving compliance & document processes December 2010

4. Global Electronic Trade

5. Trade Intermediaries

6. What is B2B trade process?

7. What is Business/Export Documentation? Wide variety of documents that the exporter needs to complete to ensure that the order reaches its destination quickly, safely and without problems. The export process is more complex today

8. Function of export documentation Export documentation may serve any or all of the following functions: Export Declaration a declaration of goods exported Shipment Status Provides status of shipments in terms of dates, times, locations, routes, and identification numbers Purchase Orders Captures purchase order information for goods and services Commercial Invoice is used to determine value and duty. Bill of Lading Provides detailed shipment bill of lading information Advance Shipment Notice Offers advance notification of shipment details and contents Shipment Information Provides bill of lading, rating, and scheduling information

9. The Paper Documentation Process Electronic Delivery Invoice Validation Electronic Storage Electronic Storage Area’s of change to address e-Invoicing

10. The e-Documents Process The paper path

11. Framework for electronic Communication Customs Interfaces Reports and Statistics Freight Documentation Internal Data Exchange Communication Services Purchase Order Information Supply Chain Management Warehouse Information Shipment Information Tracking and Tracing Electronic Invoicing Data Conversion Customs Freight Forwarder Subcontractor Carrier Customer Supplier

12. e-Business Roadmap What are the options? d c b a

13. e-Documentation: Design and Delivery  1. Global Electronic Trade 2. Global Requirements 3. Business Benefits of e-Documents e-Documentation ‘Design & Delivery’ Reducing costs, achieving compliance & document processes December 2010

14. Global Requirements Multitude of documentary requirements involved in physically exporting Maze of documentation.

15. Compliance + Productivity Success in today's compliance environment is reliant upon secure, efficient movement of large quantities of data. Redundant keying, duplicate entries and incompatible applications can all lead to reduced productivity or, worse, errors that result in delays and penalties.

16. Electronic Data Exchange Operational and financial data requirements met through the Electronic Data Interchange (EDI) and Extensible Markup Language (XML) solutions. Different Electronic formats – Use of web services to send receive core documents such as purchase orders, invoices and ship notices. Label Printing: GS1-128 (formerly UCC-128) bar-coded and RFID labels.

17. Customer Requirements Customer Interfaces Aesculap BASF Boehringer Bosch BMW Daimler-Chrysler EPCOS Festo Hayes Logistic Merk Otto Porsche Quelle Siemens

18. Cargo Community Systems Electronic data exchange with a (CCS) Cargo Community System Connection to ARINC [US] CCN [SIN] Cargo Connect [CCX/UK] TRAXON Europe [TRX/DE] INTTRA [DE].

19. Customs Interfaces Systems are electronically linked to customs authorities around the world, including but not limited to the following countries: U.S. Automated Commercial Environment (ACE) Automated Broker Interface (ABI) Canadian Automated Data Exchange (CADEX) Accelerated Commercial Release Operations Support System (ACROSS) Australia - Cargo Automation Pre-clearance System New Zealand - CEDI-FIT Japan - NACCS Germany - ALFA Belgium - SADBEL The Netherlands - CARGONAUT France - SOFI United Kingdom - AMS2000 Sweden – TDS Dubai – MIRSAL 2

20. Common Communication Models Current Method Paper or Email Paper or Email Seller Buyer EDI Method (Bilateral Direct) Seller Buyer Software as a Service (3-Corner) Seller Buyer Service Software Solution (4-Corner) E-Invoice E-Invoice Seller Buyer Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission

21. e-Documentation: Design and Delivery  1. Global Electronic Trade  2. Global Requirements 3. Business Benefits of e-Documents e-Documentation ‘Design & Delivery’ Reducing costs, achieving compliance & document processes December 2010

22. Electronic Documents Design Automatic loading of export-specific data elements not provided through the host system interface. Manifest and automatically create documentation for domestic or international shipments Collate data for required regulatory statistical reporting in printed or electronic format and includes the facility for electronic reporting to various Customs authorities (e.g. MIRSAL, AES, CAED, NES, SAGITTA, and NCTS) .

23. Electronic Documents Delivery Document printing via LAN, WAN, email, fax, remote, and PDF. Each document can be configured independently, such that the Commercial Invoice, for example, could be setup to print 10 copies in-house, and be sent via email to the Consignee, Forwarder and internal staff. Auto Distribution routine. Provide the facility to store user-configured profiles for the distribution (print, fax or email) of a document or set of documents to multiple recipients. Optionally can be able to send/ receive electronic notifications in the format of your choosing to automatically update records in your freight or ERP system.

24. Benefits of e-Documentation Electronic business transactions with your customers and suppliers, quickly and cost effectively trade electronic purchase orders, invoices and advance ship notices (as well as any other electronic documents required by your customers). Web services are utilized to automatically incorporate electronic transactions such as purchase orders, invoices and shipping instructions Ensure compliance and maintain an archive of record for reporting and audit purposes

25. The cost of paper documentation Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission Paper path • Handling • Scanner Ownership • Maintenance • IT Support • Storage • Floor Space • Handling • Paper & Envelopes • Handling & Copying • Postage • Printer Ownership • Maintenance • Toner • IT Support • Storage • Floor Space • Handling Up to €20 per invoice

26. Down stream costs - dispute management

27. Technical e-Documents Challenges

28. Savings across the business Source ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission €15 saving per invoice €20 saving per invoice €12 for every invoice €12 for every invoice

29. Business Benefits of e-Invoicing Customer retention by fulfilling the expectations of trading parties Quality improvement through direct communication and elimination of errors caused by manual handling Efficiency gains through optimized and automated processes Transparency of working capital and faster payment of invoices Business visibility provides data for auditing and traceability of orders Process improvement with faster dispute handling, decreased reliance on paper and handling costs Cost reduction create a compelling ROI case: Seller Side AR & Storage €15 saving per invoice Buyer Side & AP €20 saving per invoice Dispute Management €12 saving per invoice Sources ‘Final Report of the Expert Group on e-Invoicing’ November 2009 for the European Commission And ‘Electronic invoicing HMRC Reference:Notice 700/63 (June 2007)’

30. e-Documentation: Design and Delivery  1. Global Electronic Trade  2. Global Requirements  3. Business Benefits of e-Documents Thank you & any questions info@chaintrack.com

31. Five key points to e-Documentation  1. Store all your documents on-line  2. Send Qualified Electronic Documents  3. Track and audit all activity  4. Control the process  5. An individual signs the document