Italian e-invoicing in January 2019. To do list
Italian e-invoicing will be mandatory in Italy as from January 2019
This obligation will require a full disclosure of your invoices, in a given format, with a given content, in a given protocol… in real-time.
It will be more complex than only producing an XML from your ERP system. You must review your finance processes, update your master data, make sure that your ERP has complete data and test your solution a few months before January 2019 to resolve the errors.
This post summarizes the actions required to adapt your ERP.
Consulting phase: Review your finance processes
Now that the authorities will know everything about you, it´s probably a good time to think if you are doing things correctly. This phase consists on a review of all your finance processes to make sure that your real-time reporting will not attract questions (and penalties) from the tax authorities.
We will send you a questionnaire of 50 questions about recurrent topics that, according to our experience, are often done incorrectly. Examples of these questions are:
- Are you issuing domestic reverse charge invoices from the right VAT number (ie country of establishment)?
- Are you applying the right tax point rule on continuous supplies?
- Are you differentiating with tax codes each transaction where VAT is not charged?
- Are cash accounting, self-invoicing and other specific regimes treated correctly in your ERP?
Once we receive your answers, we will organize a conference call to discuss the details. We will then produce a Memo with our conclusions.
Please send us an email if you would like to receive our questionnaire.
Master data review
This is a cumbersome phase in the preparation work for Italian e-invoicing. The information required from each customer includes several data that is normally not available in the ERP system.
As from January 2019, you will need a code for each customer (so called indicePA) that identifies the client for Italian e-invoicing purposes. You will also need the address in separate lines for postcode, region, country, etc.
In Marosa we will provide you with an IndicePA for all your suppliers and we will review and collect this data from each client. We will also review and extract of your master data to advice on the format required for Italian e-invoicing.
ERP Completeness project
The level of detail required for each invoice in the XML file is granular and often not available in the ERP system. These are some examples of data fields required in the XML:
- Separate fields must be completed for stamp duty and for withholding taxes
- Discounts and extra charges must also be reported separately
- Tax codes are absolutely required. Any invoice without VAT must be identified with a given tax code
- There are also separate fields for start and end dates on periodic invoices such as rent, water supplies, gas, etc.
- Sales of means of transport have specific data requirements
At Marosa we will send you an Excel template including all possible fields in the XML. We will indicate those that are mandatory and conditional. Your team will need to give us an example of each tax with all data available in the ERP. Any gaps or missing information will be left blank. We will then review your table and provide you the mapping rules and actions required to meet the ERP data requirements of the XML schema.
Send us an email if you would like to receive it.
E-invoicing solution. Archiving and data transmission
Together with our local software partner, Marosa developed a solution that will enable your ERP to send and receive compliant Italian e-invoices.
This solution includes a connector to most native files produced by common ERPs such as SAP, Oracle or Microsoft Dynamics. These files include eDocument, Oracle XML and others. We may also create a dedicated connector in case your team is not able to adapt to our CSV or XML schema.
Our software is a web-based solution allowing you to manage all your data with a secured username and password. It will also archive your e-invoices for 10 years as per Italian statutory requirements.
Please send us an email if you would like to get your ERP responsible person in contact with our IT specialists.