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This document describes the data formats used when trading partners exchange invoice information electronically Norwegian: Elektronisk Handelsformat; EHF. It is prepared as part of the initiative taken by the Norwegian "Agency of Public Management and eGovernment"" Difi within the standardization of electronic trade processes. Further changes may be expected to this document until the final edition is published based on feedback.
The purpose of this document is to describe a common format for invoice messages in the Norwegian market, and to facilitate an efficient implementation and increased use of electronic collaboration regarding the invoicing process based on this format. The target audience for this implementation guide is both accounting and IT professionals in organizations aiming at performing the invoicing process completely or partially electronic. That means issuing an invoice, a credit note and a reminder.
This document may also benefit system suppliers, ERP suppliers and message brokers. Chapter 1 gives a short introduction describing the background and objective of this implementation guide. Version 2. Please note that valid here reflects the validity against the implementation guide of EHF Invoice and Creditnote 2. Moving example files into a example file archive. Appendix is updated with the new link.
Replacing listing of validation rules with links to all relevant validation rules. Adding "basic" validation rules automatically created from syntax. Adding a missing word in "Profiler og meldinger" section Norwegian edition only. Only numerical value allowed. Check to verify that if allowance or charge is sent on document level, the element for total allowance or charge exists.
Attachments to implementation guide will be unzipped in Github for easier access to documents. Removed validation on schemeID for ClassifiedTaxCatagory for both invoice and creditnote as this was breaking backwards compatibility. Validation of datatypes VAT number, date, bankaccount etc. Allowing for issue date set to future date for both invoice and credit note.
Address identifier, PO box, Building number and Department in the Address element , regarding seller, buyer and delivery.
This is further adjusted to comply with the Norwegian accounting regulations and current practices for the different business processes in the Norwegian market.
Difi pursues the goal to cover the full trading process using EHF documents, both before and after awarding signing of a contract. Documents, from the tender catalogue to the credit note will be gathered under the EHF umbrella. During Difi will prepare for the use of EHF formats in what is known as the post award process, i.
By using the EHF documents the collaboration between the supplier and the customer will be predictable. Elements from the tender Catalogue will be re-used in the Order, and elements from the Order will be re-used in the Invoice.
This leads to a holistic use of all the documents under the EHF umbrella. The different EHF formats mentioned above contain a number of common information elements supplier, customer, item etc. It is important to preserve consistency in those common information elements, and that means that elements with identical content are declared in the same way and as far as possible given the same element tag name.
EHF invoicing formats will for instance re-use elements from the Catalogue and Order to ensure consistency between the messages and to make sure that the information from the business transactions are reflected in the invoicing documents. This makes it possible to implement an efficient and automated control of the invoice and the originating transactions.
The reason for this, is that empty elements may be interpreted to have a certain meaning, it could mean that the information was not available at the time of sending as an example. In addition, numeric- and date elements have requirements that would generate validation errors if they were empty. The objective is to make it easy for parties in different countries to do cross-border trade. Experience shows that it is easy to implement electronic messaging in Norway, because most of the service providers use standard processes.
This is likely to be done by the document issuer or by the service provider on behalf of the document issuer. In line with the underlying methodology for the EHF formats cf.
CEN BII the electronic messages included in a specific format will be exchanged between the parties as a part of an electronic collaboration process — a profile. Examples of relevant profiles are:. The messages being exchanged within a profile are customized to comply with the requirements given for that particular business document.
A CustomizationID is used to identify the business rules that apply to the document in question, i. The example CustomizationID below indicates that the contents of the current message is based on business rules determined by BII urn:www.
The combination of the ELMA registration and the implementation guides referred to in that context eliminates the need for any formal collaboration agreement between the sender and the receiver. The ELMA registration verifies that an actor has declared the ability and the commitment to receive business documents composed according to the specific implementation guide, and any party is free to send the business document to this actor.
Exchanging Catalogue and Order requires no registration in ELMA, and actors are advised to include the use of electronic messages in the purchase contract or to supply an collaboration agreement as an attachment, in order to link the electronic collaboration with the mercantile regulations and thus achieve a regularly revision of the electronic process.
Difi claims the right to exchange the current format with a new one as and when needed. If so, Difi will inform the public via the web site and their registered users via e-mail. A new main version will be announced at least 5 months prior to release.
When a main version is released, there will be at least a 12 months implementation period before the new version is made mandatory. Difi intends to relate every main version to the regulations concerning IT standards in the public sector. A new sub version will be announced at least 3 months prior to release and is made mandatory 5 months after release. All sub versions must be backwards compatible. A revision is in principle a result of bug fixing the latest sub version, and will be announced at release time and should be implemented without further delay.
Person or organisation with the necessary authority to sign a contract and transfer the ownership of a product or service. Person or organisation acquiring the ownership of a product or a service against agreed price and payment terms. Person or organisation acquiring the ownership of a product or a service for an agreed price and payment terms. A commercial document confirming a sale between a seller and a buyer. The invoice is issued by the seller and the buyer has to pay the claim.
An invoice transferred electronically from the issuer to the receiver. A commercial document cancelling all or part of an invoice already issued. The Credit note must have a distinct reference to the originating invoice. A credit note transferred electronically from the issuer to the receiver. This chapter describes the principles and assumptions that underlie the use of EHF invoicing process. The electronic messages described in this implementation guide are Invoice and Credit note.
The messages make it possible for the supplier to issue an invoice, send it to the customer and receive the agreed payment. The diagram below shows the roles involved in the invoicing process. In EHF, the customer and invoice recipient is the same entity, as is the supplier and the invoice issuer. ProfileID identifies what business process a given message is part of, and CustomizationID identifies the kind of message and the rules applied.
Profiles are connected to one business process, and may contain multiple document types. The listing below are related document types connected to the role of receiver in the conversation. Registration in ELMA describes the receivers capabilities.
The invoicing process is shown in this work flow: 1. The invoice refers to one or more orders and a specification of delivered goods and services. An invoice may also refer to a contract or a frame agreement. The invoice may specify articles goods and services with article number or article description. The Customer receives the invoice and processes it in the invoice control system leading to one of the following results: 1.
The Customer fully approves the invoice, posts it in the accounting system and passes it on to be paid. The Customer completely rejects the invoice, contacts the Supplier and requests a Credit note. The Customer disputes parts of the invoice, contacts the Supplier and requests a Credit note and a new Invoice.
The diagram below shows the invoicing process with the use of EHF invoice messages. If the customer disputes the invoice, the supplier must issue a credit note and a new invoice. The validation process is described in chapter 8. Validation may be performed at several stages and by several services:.
In the ERP-system. If validation fails the document will not be created. The information the document is based on must be modified and the creation process rerun. In the access point. The service provider offers to validate documents on behalf of the client. If the validation fails the document is returned to the client and not forwarded into the infrastructure.
The issuer has in that case 2 options:. If the document is not posted in the issuing accounting system, it may be modified and resubmitted. If the document is posted in the issuing accounting system, it cannot be modified. Instead a credit note must be posted internally and not submitted. After modifying the data for the invoice a new invoice may be issued. Some receivers want to validate incoming documents even though the documents should have been validated before they were submitted to the transport infrastructure.
The following scenarios may arise:. Due to the use of different versions of the EHF formats cf.
EHF Implementation guide Invoice and Credit note
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This document describes the data formats used when trading partners exchange invoice information electronically Norwegian: Elektronisk Handelsformat; EHF. It is prepared as part of the initiative taken by the Norwegian "Agency of Public Management and eGovernment"" Difi within the standardization of electronic trade processes. Further changes may be expected to this document until the final edition is published based on feedback. The purpose of this document is to describe a common format for invoice messages in the Norwegian market, and to facilitate an efficient implementation and increased use of electronic collaboration regarding the invoicing process based on this format. The target audience for this implementation guide is both accounting and IT professionals in organizations aiming at performing the invoicing process completely or partially electronic. That means issuing an invoice, a credit note and a reminder.
EHF Invoice and Creditnote
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