Collaborate on Electronic Invoice for Corporations with Ease Using airSlate SignNow

Electronic invoice for corporations

hello and welcome to this first talk of the afternoon my name is Lan and today I'm very excited to be presenting what I think is a really hot topic um we're going to be talking about p and E invoicing all right so here's the QR code for the PA that I will show again um at the end uh and let's get started okay so I think uh if you were here yesterday you probably already heard um a lot about pep but maybe for some of you it's not very clear why it is and you've never heard of it maybe before U so pepo that's a funny word so the first uh lesson 101 on pepo is that it's pronounced pepo okay and I hear a lot of different thing it's not people okay it's also not PayPal it's a different thing and it's also not poo Okay so it's pepo and it actually means something it's the acronym for uh pan European public procurement online so what does that mean uh pan is Greek for all so it's for All European country um it is a European system originally uh but it's uh pretty good so now it's kind of used uh internationally as a standard it is public uh which is also a good thing procurement is about invoicing and online means uh e invoicing okay so one of the advantages of pepo what is it going to bring to companies well first of all uh we're now working with standardized formats okay so that's a pretty big deal because before War um companies were using um their own standard um so it was kind of difficult to uh send it to other companies and countries okay now we are all going to be using the same format um so it's going to be much easier easier means cheaper uh and also it's a good thing for smaller and medium Enterprise uh because um they will be uh having access to this technology as well because because we're going to be using standardized formats um in Europe and also in other countries it's going to be easier for companies to make transactions with other countries because again the information is kind of similar so every system is going to be able to read the files that they receive and last but not least uh it's more secure okay um between sorry sending an email or sending an invoice by post uh it's going to be much more secure to use this platform right so the evolution of invoicing uh before obviously we had to input manually our invoices in the system and then we moved on to the OCR uh if you were here yesterday you have seen a little bit how it works it's basically a technology where we're going to be reading the PDF documents and then extracting the information and putting it in our system so it's already pretty good um because it reduces manual work which is something that we love um but now the next step is going to be e invoicing so instead of sending PDF sorry we're going to be sending XML files they are um structured files so the information is just uh in separate field so we know exactly where to get the information so it's not like the OCR where we're going to have to actually look uh on the PDF where the information is we already know where it is so the risk of error is obviously smaller so how does it work so I made a very nice uh graph here so here my user a needs to send a document to user B for instance an invoice um so user a is going to use it access point to put the document on the padp platform and user B is going to use their own access point to retrieve it from the platform so there are two points that I want to make here with this slide uh first um sometimes we hear a lot about p uh documents there's a misconception here because pep is not a format okay pep is just a platform where we're going to be putting these documents um the formats I put some example here uh the main one is B billing U but there are other formats another Point here is that everyone has one access point and it's not necessary that everyone uses the same um access point because so user a can be using their own and user b as well right yeah okay so I made this slide uh before yesterday so if you were here yesterday you already heard about it um I had a big thing prepare with like fireworks and dancers and an elephant but I canceled everything I just SKT the slide because um Odo is now a purle access point but you already know that by now uh but it's still a massive deal um it's really groundbreaking and also um it's going to be free which is a very good thing because um are you know the main target for ODU and it's important that they also get access to this technology so it's going to be free and also for all of Europe so that's a massive uh announcement now let's see in AO how this actually works so uh the first thing to do is to go in the accounting settings and activate the option uh this will the P module automatically and you have to fill in some information so basically um the first one will be your EAS which is based on your country uh then your P endpoint which for Belgium for instance will be your company number and then your phone number here uh that's for kyc purposes uh also you will receive a six-digit uh code on your phone that you need to validate your registration and finally you will also need to put your email uh this is just for us to be able to contact you in case of questions you can choose between the demo and the live uh version um of P if you're using the demo you will see everywhere on the buttons the demo so that you know um that we're not using the real oneall and then once it's activated you will see the status of your application which should be active uh you can choose also the journal where the invoices are going to arrive so in this case I choose my vendor Bill Journal um and you have your payal identification number which is right here and then you can communicate it to um your suppliers and your clients very important um you can only have one access point so if you are already registered somewhere else um you can either migrate um your access point to or do using the migration key that you can just put it here or if you want to move to another system you can get your uh registration key here from ODU or you can D register all together from p if you want it oops sorry so before I say thank you first let's uh dive into a database so I can show you a little bit how it works so here I am in my database just going to show you quickly in the settings what uh the status is of my connection so I can see here again my email my journal and active all right so if I go in my accounting app I have here uh my customer invoices and my clients for instance if I use the list view would be a little bit clearer so I have only four clients here and I can see here in the fields that I can add from the column here um the p uh number and their end point and validity so this is kind of like uh yeah the number that they're going to be using in the register um where you can find everyone's unique number so imagine it's a little bit like like a phone book okay so I can see here the data of everyone and I can see the ones that are using pepo the good thing is I only have four here but imagine you have hundreds of clients um you can use the action button to verify the status of everyone and you will see if I do that that this one now is also valid which was not the case before so it's very easy to use this action to check all your clients at once um so now that this is done and I have two clients that are accepting P I'm going to make a new invoice uh so I'm going to address it to D Mifflin just going to use a standard product like a large desk for instance um here in the other info tab I can put a customer reference if I want that will be also uh in the XML file if I leave it blank AO will automatically add the invoice number instead we will see it uh in a minute minut right so everything looks fine to me I can confirm this and I can click on send and print so this is the view that you're familiar with with the email um I can unselect this because I don't want to send emails anymore I'm just going to send it via p uh I can find here the format that I'm going to be using for this client and then I'm going to click on send and print and here I am so I still have the PDF on the side which is great um but here in the chatter I will see that this document has been sent to the P access point for processing okay uh and if I check my status I will see here processing it's also important to know that on the journal I have the opportunity to fetch the information for p so if I click here and I go back I can see that my invoice is done now all right so there's the Chron running behind but you can do it manually if you want right so now let's move to dund Mifflin to see what happened in this database so here again I'm going to open my accounting app I see that I don't have new bills um if I open my vendor bills I don't have new ones but I also have the opportunity to do it manually to check if I have received anything if I'm not in a hurry I can let the Chron run and then it will do that for me uh but in this case I'm just going to click here and you see now that I have one bill to validate so it's the one that I sent from uh Pepper Mill so if I open it I will see the exact same information you see that the bill reference is actually the reference from the other company um as I said or do set that automatically all right and in the chatter I can see that it's a pep document I have the XML here as well but I will find also the PDF here in attachment all right so it's very easy because all the information is literally coming from the file everything is already filled out completely so obviously for me it's a massive gain of time I don't know have to do anything and it's already here so I can just confirm it oops and then if I go back to my bills I can also see here the be stages as done all right so this was it for the the demonstration as you can see it's very easy to set up and uh it's going to be a massive gain of time and also it's free for uh a users all right so let's go back to the slides and then we can proceed with your questions uh I will have uh as a guest speaker Olma Olivier with me to answer all your question Olivier being the product owner for accounting hello everyone hello everyone uh I hope you can hear me uh so now you can hear me hello everyone again so let's PR proceed with the question the first question is saying is people integration only working with Odo 17 yeah exactly it's only 17 because it's based on the news and print that you already knows about because you maybe heard what news thing yesterday and so um as we are based on that we cannot backboard the feature of p on the 16 or before okay I hope that was clear uh for the second question is uh it's not complete so uh please complete your question is in will be peip please complete your question let's move on to the next one uh how do you sign up for people uh to sign up on people you need to do it directly on ODU I think he show it on the during the presentation and so you need to have one email address and one phone number you need to be in a country in in company in Europe for now uh we maybe expand the this feature to other country with payal but for now it's only in Europe and you need to put your phone number uh if possible a mobile phone number because you will reive an um SMS with the six number verification and like that we can store on our database which number validate this company and we have the kyc um already explained by law okay perfect uh for the next question is saying does it work with OE op oo yeah yeah okay uh yeah it will work with Oo we add did that uh just uh some weeks ago for the bookkeeping act in Danish in Denmark sorry um so it's one of the formats available for p and in fact it's all the format based on the same um eff file so you have oel you have nlus from Netherlands you have uh some formats like for Germany and I don't know the other but there is lot of format available on people perfect for the other question is saying uh will people work fine with Anglo Saxon accounting will it select input account or expense account will it also update build quantities or purchase order uh for now p is really for the invoice so it will just I will say but it's already big work but we will send the invoice that you have in Odo so if the the invoice that you see in the screen so normally if it's good in the screen it will be good also in payal okay perfect uh the other question is ining does the XML file include accounts uh products data uh include what uh does the XML file include account SL product data um no we have the for now it's the basic XML from the with the minimum requirement needed by the the Govern by p network so we have information the name of the product is in it but not the account the account account book okay and uh the other question is in is it available in and for each country in Europe yeah for each country in Europe the only limitation is to have a mobile phone number uh European mobile phone number and we are um actually working also for some country like Japan but uh we need to verify a lot with the kyc to be sure that um we can know the customers who validate the company so it's why for now it's only for Europe okay nice uh another question when will uh people be mandatory 2026 in Belgian it's it's not my decision to be monory so I need I think you need to check a little bit with the different government uh for Belgium I think yeah it's it's something like this 2026 yeah uh for other country it depend I know for France it's maybe in one year maybe in two year maybe in three years we don't have a road map for now uh for Denmark I think it's for next year so it depends really from different country and for also for which kind of organization you send invoice because for Belgium for example if you send invoice to the the the Flemish government you need to do it already know okay perfect uh another one is how does vendor invoice with people connect with my company purchase order uh like a uh similar invoice in PDF or input directly in the application okay nice uh another question is do you need credit to use people in oo no no as Lauren said it's completely free for now okay perfect uh is it working in Turkey uh no for now it's only European country uh on the p network and I think that turkey is not on the p network for now so okay nice um another question is if the receiver has another ARP they receive all the details about invoice lines uh yeah normally yeah because the detail will be in the if the detail is are in the XML file we will be U will it will be available sorry to have it on the oo also it will be uh 100% recognized with the XML file okay perfect uh what happens when you try to send an invoice that fails on B 3.0 validation uh you will have on the status of the invoice the status that there is an error or something like this and then you can investigate why you have that but if you don't make any change on the application you you if you use the we say the normal SAS application or something like this you will not have this isue okay nice uh is it only for Enterprise no it's for Community also okay uh another question is uh who host the platform how much cost the access uh there is no access because there is no access cost because it's host by ODU we make all the platforms so we make the access point we make also the SMP to create the user and to manage or user on or server at ODU uh the only limitation now is that we our access point and our s SMP are only available for user from modu and we cannot plug another uh building software or something like that on this on this access point okay perfect another question is is it working for Italy as well will it replace the SDA for invoice exchange between Italian customers it's available for Italy but it will not replace uh in fact today it's not it will not replace the the other invoicing system but it will be a complementary of this one uh we have some country like that in which we have two different system working together and it depend of customers but maybe and I hope that government will merge those system and to allow us to use one one okay nice another question is uh people widely used among private businesses I didn't understand the question uh he's saying that is people widely used among private businesses uh for no not really in our country but I know that in the noric country there is a lot of user but um I think it will be mandatory more and more in more and more country for the B2B for bus to business um invoicing uh I know that it's uh on the paper on a lot of government to to be to it mandatory okay nice to make it m okay uh if people expands and become also a paying platform will the payment status be linked to Udo uh yeah maybe yeah maybe see yeah we will see in the future yeah uh another one is are you already ready or will you support people base catalog and Bas ordering uh no not yet for now it's only for p invoice and ppal credit note uh as well output invoice and input invoice so uh Bill credit notes and Bill and invoice and credit note on invoice sorry okay uh another one is the live setting neutralized when webuild a station on OD uh yeah you can have it do so okay and is it calized uh yeah you will it will be Central it will be on the same server than the other I think okay uh another one is does the product lines imported correspond in the products existing in the other companies is there much in between products of the two sides uh good question yeah I don't have the answer like that but uh the guys or the woman who ask that can see can come to the Boo and we can discuss about that okay perfect this is an an opportunity to experience that yourself um another one uh is there a way for maching receipt I guess it's similar to the last one yeah yeah uh this is he he's saying that or she's saying uh more generic people question how secure is people is there a Spam protection how to provide my company people information to other companies so uh um there is no really spam protection because I don't think there is that's existing on the p network but the security is the fact for the security is that the P invoice is script from the start to the end to the customer for from the V to the customer so there is um good Security on that it's a little bit the the aim also of payal to provide this security um and so to provide or access point to to or endpoint sorry to the to the customers to the to the vendor in which we can uh have some invoice coming you can just send them an email or send them the es code in the endpoint it's a little bit like when you send your email to someone to receive the invoice so it's so just not an email but es code okay nice uh another question it is does it work with multic company yeah another one is does it work work with uh Ed Ed F uh it works with the old invoicing that we have for now in ODU but the5 it depends if it's di5 for invoicing yeah but not V something so okay nice uh we are reaching the end almost uh there is just like two left questions uh what does XML contains what Fields like delivery dates new fields in VC V7 in some localization for example yeah uh we have a lot of we have the mandatory fields in the mandatory field depend on the format that you use I know that for example an lcu field will contain one or two more information that the E V3 um XML it's why we have some difference between some XML but we have always all the basic information as date uh account uh payment terms and all that kind of thing and also the PDF UN in the XML okay nice and this question is related to the last one can we customize or add the other fields uh not yet in p no okay and uh the last question not the last but before the last one there is two left uh if the XML file doesn't contain account information then how is the account selected uh when creation of the bill uh it will be the creation of the bill like o do know if you make a a scan of a PDF or something like this so it will be account put account on your Journal okay nice and the last question did you have a service that capture ID of customers in Pon register to create customer on the did you have a service that capture IDs of customer uh no no okay and uh that's it thank you so much guys thank you thank you thank you guys