e-billing Guideline for Suppliers
This guideline for suppliers shows all relevant information regarding the fully electronic invoicing exchange in only 7 steps. This description refers to the implementation of electronic invoicing with digital signature in Austria.
1. Agreement with the business partner
Your business partner has to agree to send and receive electronic invoices.
2. Use of the correct electronic invoice standard
For the FMCG sector GS1 Austria/ECR Austria defined an invoice standard for the exchange of electronic business documents (EDI). Make sure (if necessary with your EDI software partner) you apply this standard format during the exchange of electronic invoices.
3. Analysis of your infrastructure
You already use an EDI converter system? Please contact your EDI software partner for an offer for e-billing with digital signature. Make sure the archiving of the electronic data (7 years) is guaranteed.
Your are using webIT client or tradeIT? In this case you need - except for the implementation of the certificate - NO further adaptations. The digital signature and archiving of the invoice data is already integrated into the software.
You are currently not using any EDI? Please contact EDITEL Austria.
4. Application for the advanced certificate
The advanced certificate is a prerequisite for e-billing with digital signature in Austria. It has to be issued by an authorized Austrian certification authority. Depending on the provider the charged fee amounts to 40 EUR to 240 EUR per annum. The certificate can be ordered ONLINE with most providers. If you need any assistance during the ordering process, please contact EDITEL Austria.
5. Implementation for the advanced certificate
Implement the advanced certificate in your software environment (converter, tradeIT, webIT client) and transmit to your business partner the certificate via email. Afterwards start with a test phase for the exchange of signed electronic invoices.
Please note: The certificates have only a limited validity. It must be ensured in due time before the expiration date that the existing certificate has been extended or a new one requested. In addition the new certificate must be transmitted to the invoice recipient in due time before the first usage of the signature. Invoices with expired or invalid certificate may not be processed by the invoice recipient.
6. Create a procedure document
Invoice issuer and invoice recipient are obligated to create a procedure document. This documentation has to be presented to the tax authorities by request. A master for the procedure document is available here. For further assistance please contact your EDI partner or EDITEL Austria.
7. Go Live with e-billing with digital signature!
Certification Authorities for the advanced signature in Austria
Arge Daten
Österreichische Gesellschaft
für Datenschutz (Verein)
Redtenbachergasse 20/27-32
1160 Wien
www.a-cert.at
A-Trust
Gesellschaft für Sicherheitssysteme
im elektronischen
Datenverkehr GmbH
Landstraßer Hauptstraße 5
1030 Wien
www.a-trust.at
Telekom Austria AG
Lassallestr. 9
1020 Wien
http://esignature.telekom.at
xyzmo Software GmbH
(Zentrale)
Haiderstraße 23
4052 Ansfelden
www.xyzmo.com
